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
2015, VA Tech Ventures
• 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
2015, VA Tech Ventures
ABOUT CHAAYOS
Co-founder, Marketing & BD
RAGHAV VERMA
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
2015, VA Tech Ventures
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
2015, VA Tech Ventures
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
2015, VA Tech Ventures
HEAD OFFICE
Uses Happay’s Web and Mobile Dashboard
CHAAYOS OUTLETS
ADMIN DASHBOARD
Use Happay’s Expense Card and Mobile App
3 The Solution
2015, VA Tech Ventures
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
2015, VA Tech Ventures
OUTLETHEAD OFFICE
OUTLET 1
How Happay works for Chaayos
2. Petty cash funds are loaded on each card with a click of a button.
3 The Solution
2015, VA Tech Ventures
How Happay works for Chaayos
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
2015, VA Tech Ventures
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.”
2015, VA Tech Ventures
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!
2015, VA Tech Ventures
Get Started with Happay today at www.happay.in.
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