"Our expense process takes less than half the time as our previous solution, and the volunteer is in control of most of the process."

British Gymnastics is the national governing body for gymnastics in the UK, overseeing participation, competition, coaching, judging, safeguarding, and elite performance across all gymnastics disciplines, from grassroots to Olympic level.

Before ExpenseIn: A manual and time-consuming process

Before adopting ExpenseIn, reimbursing volunteers was a resource-heavy process spread across multiple systems. This created delays and added workload for both finance teams and volunteers.

“The previous process was resource intensive, spread across multiple systems and lengthy for both volunteers and colleagues.”

Streamlining volunteer expense claims

ExpenseIn significantly reduced the time required to set up volunteers and process claims. What once took up to a full day across several weeks is now completed in far less time.

"It could take up to a day spread over a week or two to set up a volunteer and process their claim.”

Empowering volunteers through self-service

With the Ad Hoc module, volunteers are now in control of submitting their own expenses, reducing reliance on internal teams and improving confidence in the process.

“Now it takes less than half the time and the volunteer is in control of most of the process, so they feel empowered.”

Faster reimbursements and a better experience

Quicker processing has led directly to faster payments, ensuring volunteers are reimbursed promptly and improving overall satisfaction.

"Claims are being processed quicker, which means money is paid more quickly to volunteers as well.”

By fully white-labelling the Ad Hoc portal with British Gymnastics’ logo and colours, the organisation delivers a consistent and professional experience for volunteers.

“Having the BG logo and colours on the portal links in with our branding and provides a consistent experience for our volunteers.”

Positive feedback from volunteers

Volunteers have responded positively to the new process, particularly praising the speed and simplicity of submitting claims.

“Volunteers have fed back positive experiences and that they like the speed and ease of making a claim.”

Reliable support and lasting impact

From implementation through to day-to-day queries, ExpenseIn’s support team has been responsive and reliable. Overall, British Gymnastics has saved time across multiple teams while improving the volunteer experience.

“From implementation to ad-hoc queries, the team are helpful and responsive.”