Final Case Study - Chaayos

Happay Helps Tea Retail Chain ‘Chaayos’ Streamline

Petty Cash Management Across 13 outlets

2015, VA Tech Ventures

Customer Case Study

INDEX

About Chaayos

The Problem

The Solution

The Result

1

2

3

4


• A contemporary interpretation of the chai

adda, serving freshly made chai

• Established in 2012

Learn more at www.chaayos.com

• Streamline petty cash management across all outlets • Speed up expense approvals & reimbursements • Effectively manage expenses from one single platform

THE GOAL

• Distribution and reconciliation of petty cash was

paper-based, manual and time-consuming • Approvals & reimbursements took about a week

• Has 13 outlets spread across Gurgaon,

New Delhi, Noida and Mumbai

THE CHALLENGE

THE RESULT

• One-click cash disbursement to all outlets • Instant expense approvals • Remote and real-time control over spends of all

outlets from a single place - online

About Chaayos 1

• Has 25 varieties of tea, customisable in

over 12000 ways


ABOUT CHAAYOS

Co-founder, Marketing & BD

RAGHAV VERMA

http://www.chaayos.com/

Petty Cash Management can be difficult especially if you’re distributing and tracking cash manually across

multiple locations. Chaayos was facing a similar challenge in its retails outlets spread across India.

2 The Problem

2015, VA Tech Ventures( _ ) No. of outlets

GURGAON (5)

NEW DELHI (5)

NOIDA (2)

MUMBAI (1)

HEAD OFFICE

GURGAON

The Problem

How funds were distributed across outlets


Each outlet was allocated a lump sum amount of money at the start of the month. The head of finance would

transfer these funds to each outlet manager’s personal account via NEFT.

GURGAON (5)

NEW DELHI (5)

NOIDA (2)

MUMBAI (1)

HEAD OFFICE

GURGAON

( _ ) No. of outlets

2

Challenges: NEFT transfers to each account took time. There was no immediate access to cash - over and above the money allocated - to serve unexpected money requests.

The Problem

How the reporting and accounting workflow worked


2

START Outlet manager disbursed money from

the funds allotted

Employees used the funds to make petty cash

purchases and to pay bills

Collected and stored bills and

receipts

Filed expenses in petty cash

vouchers

Visited the area manager for his signature on all

vouchers

Visited the head office to submit the signed vouchers

and bills to finance

Finance teams at the head office matched

vouchers with receipts

Reimbursed money to the outlet managers

account

END

FINANCE AREA MANAGER

EMPLOYEES

TIME WASTED : - Filing and processing of expenses - Chasing area managers to get approvals - Travelling to head office to submit vouchers

COST INVOLVED: - Stationary/paper cost for vouchers - Cost of travel to head office

Chaayos chose Happay to overcome its cash management challenges.

3 The Solution


HEAD OFFICE

Uses Happay’s Web and Mobile Dashboard

CHAAYOS OUTLETS

ADMIN DASHBOARD

Use Happay’s Expense Card and Mobile App

3 The Solution


HEAD OFFICE

ADMIN DASHBOARD

How Happay works for Chaayos

1. Each Chaayos outlet is given a Happay Card

GURGAON (5)

NEW DELHI (5)

NOIDA (2)

MUMBAI (1)

( _ ) No. of outlets

3 The Solution


OUTLETHEAD OFFICE

OUTLET 1


2. Petty cash funds are loaded on each card with a click of a button.

3 The Solution



3. Weekly and monthly spending limits are set on each card

OUTLET 1

OUTLET 1CENTRAL OFFICE

SEND

Take photos of bills

and submit them instantly

APPROVE

Area managers

approve expenses on-

the-go, on mobile

EXPORT

Finance teams verify

expenses instantly and

export data to accounting

Happay automates and streamlines Chaayos’s expense report workflow from

purchase to accounting - making it simpler, faster and efficient.

SPEND

Employees use pre-funded Happay

cards for their day-to-day expenses

4 The Result


The new expense management workflow with Happay

“With Happay the ease of use is that - the employee spends with the Happay card, takes a quick

picture of the bill and uploads it. Petty cash funds don’t need to be kept in a safe. They can be

added to Happay cards, as and when required.

Before Happay, employees would typically spend Rs.50-100 on travel each time they visited the head office to submit vouchers or collect reimbursements. If you take into consideration the

number of employees and outlets, this results into a substantial amount. Not to mention the cost

of stationary for paper vouchers! With Happay this cost is completely eliminated. Employees

also save a lot of time.”


RAGHAV VERMA Co-founder, Chaayos

Hear what the Chaayos team has to say about Happay

SIDHARTH CHOPRA Area Manager, New Delhi

“With Happay, we don’t have to carry physical cash anymore

nor do we need to visit the central office to collect our

reimbursements. Money is pre-loaded on Happay cards.

Approvals that took about a week earlier are now given in 15-20 mins. Happay has really made life easy…”

VIRENDER SHARMA Finance, Head office, Gurgaon

“We are able to view and approve all bills instantly and online.

Outlet managers don’t have to run behind area managers for

signatures. Expense reports reach us on time and error-free. This makes processing easier and faster.”

500+ companies have streamlined petty cash management with

Happay and have experienced fantastic results… you can too!


Get Started with Happay today at www.happay.in.

http://www.happay.in/schedule_ademo.html?utm_source=Chaayos--PDF&utm_medium=Organic&utm_campaign=Chaayos-Case-Study






Final Case Study - Chaayos

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