If you’re looking to adopt a unified spend management system across your global organisation, you’re not alone. Over half of all companies (55%) surveyed for our report ‘Simplifying global spend: Insights from Australian finance leaders’ are interested in adopting a new solution to manage expenses, and 38% are looking for a solution with global coverage. 

Many of these finance teams have ambitions to expand or to start trading with international vendors but are drowning in manual processes and disparate systems. With the right tools, these challenges aren’t insurmountable. By embracing a unified spend management solution, companies can streamline their operations, gain real-time insights, and turn inefficiencies into opportunities for growth. We commissioned a survey of 500 Australian finance leaders, to better understand the challenges they’re facing with global spend management, and their priorities and top considerations for onboarding a new solution. For more insights on how you can streamline your spend operations, and tips on identifying key stakeholders to engage when looking to onboard new systems, download a copy of the report.

The internal barriers to overcome

Before making the leap to a new spend management system, you should be aware of the hurdles that may lay ahead of you. By being prepared, you can address these challenges head-on and set your business up for success.

Resource constraints

One of the most common barriers to adoption is resource constraints – a challenge cited by 39% of Australian companies. Implementing a unified system requires dedicated personnel from both IT and finance teams. Without them, the project risks delays, mistakes, and an overall suboptimal rollout. Additionally, with multiple competing priorities, many organisations struggle to give this initiative the attention it needs, resulting in incomplete implementations.

Cultural resistance

Change can be daunting, and in many organisations, cultural resistance is a significant barrier. Employees and managers accustomed to existing processes may be reluctant to embrace new systems. In our survey, 23% of companies reported encountering resistance from employees used to their current processes. This highlights the importance of choosing user-friendly solutions that that your team will actually use.

Integration complexities

Rolling out a unified system across multiple regions presents its own set of challenges. Diverse regional requirements, from differing tax laws to unique business practices, complicate implementation. Integration with existing financial infrastructure is another common pain point, with 29% of companies citing difficulty in integrating automated systems as a barrier to further automation. Without the right expertise and resources, these complexities can lead to significant delays and operational disruptions.

Getting company wide buy-in

While these challenges are real, the benefits of adopting a unified spend management solution far outweigh the drawbacks. The most fundamental thing to understand though, is that implementing a new tool isn’t merely a finance decision; it ripples across the entire organisation. 

Each department has its own goals, challenges, and workflows, so gaining buy-in across the board is essential. Here’s a quick breakdown of the key players and how a unified platform meets their needs:

Chief Financial Officer (CFO)

• Role: The CFO oversees the financial health of the organisation, ensuring efficiency, compliance, and alignment with strategic goals.

• Needs: The CFO seeks accurate financial data, streamlined processes, and a reduction in manual tasks to focus on high-level strategy.

• Benefit: A unified platform enhances data accuracy, provides comprehensive financial visibility, and automates repetitive tasks, allowing the CFO to drive strategic initiatives.

Finance Team

• Role: The finance team handles the day-to-day financial operations, including invoicing, expense tracking, and reconciliation.

• Needs: This team requires tools that reduce manual workload, increase operational efficiency, and ensure compliance with financial regulations.

• Benefit: Automation of routine tasks, better control over spending, and simplified reconciliation processes free up the team’s time for more impactful work.

IT Department

• Role: IT ensures smooth software integration, maintains data security, and supports the technical aspects of the platform.

• Needs: Seamless integration with existing systems, robust security features, and minimal disruption during implementation.

• Benefit: A unified platform that integrates easily with existing infrastructure and provides strong security measures, reducing the IT workload and enhancing system reliability.

Human Resources (HR)

• Role: HR manages employee-related expenses and enforces company policies.

• Needs: Simplified processes for expense submission and quick reimbursements to maintain employee satisfaction.

• Benefit: A user-friendly platform that streamlines expense submissions and accelerates reimbursements, improving compliance and employee morale.

Procurement Team

• Role: The procurement team handles purchasing, supplier relationships, and invoice management.

• Needs: Efficient processing of invoices, timely payments, and clear visibility into spending patterns.

• Benefit: Streamlined procurement processes, strengthened supplier relationships through timely payments, and enhanced visibility into expenditure.

Employees

• Role: Employees submit expenses for reimbursement and are expected to comply with company policies.

• Needs: Simple, intuitive tools for reporting expenses and receiving reimbursements promptly.

• Benefit: A mobile-friendly platform that allows easy expense submission and fast reimbursement, enhancing the overall employee experience.

Once you understand the wider team’s needs, you can tailor your pitch to each group. Addressing specific concerns — like cost savings for Finance, integration ease for IT, or user-friendliness for HR — can help turn sceptics into advocates. Engaging stakeholders early and showing how the platform benefits their daily workflows is key to winning them over.

Once you’ve tailored your messaging, back it up with real-world examples. Highlight how the platform saves time and money, reducing manual work and cutting errors. Show IT how easily it integrates with current systems, and give HR a preview of how much smoother expense management will be. Real data and success stories can be powerful tools in getting buy-in.

Finally, align the platform’s benefits with each department’s goals to overcome resistance. Make it clear that this isn’t just another software — it’s a tool to future-proof your business, supporting growth and adapting to your team’s evolving needs. When stakeholders see how it directly supports their priorities, getting buy-in becomes much easier.

Steps to a smooth onboarding

Once the wider team understands the benefits, consider these steps for a smooth rollout:

• Pilot first: Start small with one department or region to iron out issues before expanding.

• Engage early: Involve key stakeholders from day one to ensure the platform meets everyone’s needs.

• Map processes: Document current workflows to identify inefficiencies and smooth the transition.

• Customise: Tailor the platform to your specific needs, from workflows to reporting.

• Train and support: Provide comprehensive training and ongoing support to ensure everyone’s on board.

• Monitor and adjust: Keep an eye on performance and be ready to tweak as needed.

• Scale gradually: Roll out the platform across the organisation step by step, refining as you go.

Simplifying global spend: Insights from Australian finance leaders

From overcoming resource constraints and cultural resistance to navigating integration complexities, the journey to adoption may be challenging, but you’ll reap the rewards in the end.

For a deeper dive into the data and strategies that can guide your spend management transformation, download our report, ‘Simplifying global spend: Insights from Australian finance leaders’. It offers actionable advice to help you turn the challenges of global spend management into opportunities for success, including a checklist of key considerations when looking at new spend management systems. Whether you’re just starting out or refining your current processes, this report will give you the tools to take control of your international spend and drive success across your business.