Brainlabs saves over 100 hours per month with Zoho Expense

The Company

Brainlabs is a global, data-driven marketing agency known for transforming marketing performance through technology and analytics. Since its founding in 2012, Brainlabs has redefined the role of a modern media partner by combining performance marketing, creative strategy, and deep technical expertise. Its approach—centered around experimentation, automation, and measurable commercial impact—has made Brainlabs the agency of record for global brands like Formula 1, Estée Lauder, and Capital One.

The Challenge

Before Zoho Expense, Brainlabs relied on a manual, email-based process for managing expenses and travel reimbursements. This method was inefficient, error-prone, and lacked visibility, making it difficult for employees to track approvals and for finance teams to enforce policies effectively.

Our previous process was chaotic. Expenses were managed over email, which led to delays, lack of clarity, and too many follow-ups.

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs

The solution

Brainlabs implemented Zoho Expense to streamline expense reporting and approvals. The transition was smooth, with employees finding the platform intuitive and easy to use. The approval workflow improved efficiency, and pairing it with Zoho Analytics provided deeper financial insights, making reporting and decision-making more structured.

Zoho Expense has completely transformed how we manage our expenses. The approval workflow is seamless, and employees no longer have to chase emails for approvals.

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs

Benefits and ROI

• 100+ hours saved monthly: Processing 500 claims per month now saves approximately 100 hours
• Seamless approvals: Employees now track approval statuses directly within Zoho Expense, eliminating the need for email follow-ups
• Improved communication and clarity: With 200 users on the platform, expense-related concerns are addressed efficiently.
• Streamlined compliance: Previously, category limits were manually checked. Now, the process is completely automated and more efficient.

With over 500 claims coming in every month, we were spending too much time just chasing approvals and checking limits. Zoho Expense helped us save over 100 hours each month by automating that entire process. It’s easy for our teams to use, and it’s brought a lot more clarity and control to our operations

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs

With Zoho Expense, Brainlabs has transformed its expense management process, achieving greater efficiency, transparency, and compliance. Their experience showcases the power of smart expense management in driving operational excellence.