Use case · Multinational Companies
Run spend for every country from one place.
Procapy gives each legal entity its own currency, policies, tax rules and approval chains, and gives the group one consolidated view over all of them. A manager with people in four countries approves from one queue. A three-person office runs on the same platform as head office, without a local finance function to support it.
The problems
Sound familiar?
Every country runs its own process, and the group sees none of it.
Singapore uses one tool, Jakarta uses spreadsheets, Manila emails receipts to a bookkeeper. Consolidating group spend means asking five people for five files, in five formats, and reconciling them by hand every month.
A receipt in baht, a card in dollars, a ledger in rupiah.
The claim was entered at the rate the employee remembered from the airport. The card statement used another. The ledger needs a third, at the booking date. Three numbers for one dinner, and an argument about which one is right.
One policy does not fit Jakarta, Singapore and Sydney.
A meal cap that is generous in one city is unworkable in another. Per diems, mileage rates, receipt thresholds and tax treatment all differ by country, and a single global policy document ends up either ignored or endlessly excepted.
One manager, four countries, four sets of rules.
The regional head approves claims from staff in four entities. Each claim arrives in a different currency, under a different policy, through a different tool. They approve on trust because checking would take all day.
The three-person office costs as much to run as the fifty-person one.
A local accountant, a local tool, a local bank process and a local audit, all for a handful of people. The overhead per employee in the smallest countries is the highest in the group.
Your new use case with Procapy
What multinational companies looks like once Procapy runs it.
One platform, every legal entity.
Each entity is configured with its own functional currency, chart of accounts mapping, tax rules, policies and approval chains. Every transaction carries its entity as a dimension, so the group view and the entity view are the same data, not two reconciliations of it.
Multi-currency capture with the right rate on the right date.
ProcAI reads the currency and amount off the receipt. Procapy converts at the rate for the transaction date, or the booking date, according to each entity’s policy, from a rate source you choose. The original currency, the rate used and the converted amount are all stored on the transaction.
Policies that vary by entity, region and grade.
Meal caps, per diems, mileage rates, receipt thresholds and category rules are set per country, and can vary further by employee grade. The employee sees the rules that apply to them. Finance keeps one policy structure with local values, and a version history of every change.
One approval queue for a manager across countries.
ProcApprove applies the rules of the requester’s entity, then presents the result to the approver in one list. The manager sees each claim in its original currency and in their own, with the local policy check already done. Approving from Singapore for a claim in Vietnam is the same tap as approving for someone next door.
Local tax handled per country.
ProcAI extracts VAT, GST or PPN from the receipt or invoice. Each entity carries its own tax codes and recovery rules, and withholding tax obligations on vendor invoices are flagged where the local regime requires them. The tax posting is right for the entity, not approximated from head office.
Small offices without a local finance team.
A central AP or shared-service team processes for every entity from one workspace. The local office needs an approver and a phone, nothing more. Employees submit in their own language, receipts in any language are read by ProcAI, and the bookkeeper in every small country becomes optional.
Intercompany recharges recorded at source.
When an employee in one entity incurs a cost on behalf of another, the transaction is tagged with both the paying and the benefiting entity at submission. Procapy produces the recharge schedule, so intercompany balances are built from tagged transactions rather than reconstructed at quarter-end.
Group reporting in one currency, entity reporting in its own.
Every entity reports in its functional currency. The group dashboard translates to the reporting currency at the rates you specify, and shows spend by country, category, vendor and cost centre side by side.
Vendors and payments per entity.
Vendor records can be shared across the group or held per entity, with bank accounts, payment terms and tax registrations maintained at entity level. Payment files are generated in the format each local bank expects.
Access that respects entity boundaries.
Role-based access limits each user to their own entities, while group finance and auditors see across all of them. Segregation of duties is enforced within each entity and across them, so a request cannot be approved by a colleague who happens to sit in a different country.
One audit trail for the whole group.
Every submission, conversion, policy check, approval and payment is timestamped with its entity. A local statutory auditor and a group auditor read the same record, each limited to what they are entitled to see.
See your entities running side by side in Procapy.
Bring your entity list and the policy differences that cause the most arguments to a 30-minute session and we will configure two countries live.