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Holie's: From manual data entry to effortless expense control

When a fast-growing food business is expanding into new markets, the last thing its finance team should be wrestling with is receipts.

For Holie's, a Dutch food company rapidly scaling its operations, including an imminent UK launch, managing company expenses had become a bigger drain than it should have been. With staff using company cards for on-the-go purchases, every transaction had to be manually typed into their ERP system, Exact Online. Receipts were downloaded and uploaded individually. Nothing connected.

"We had to manually type the transactions that were done," explains Matthijs Langenhoff, Business Controller at Holie's. "Then download the PDF receipts and upload them in Exact. It was costing a lot of time."

When Matthijs joined Holie's, the business had already been introduced to Moss. The timing was right to act. After evaluating Moss alongside a competitor, the team chose Moss, drawn by a more straightforward sales approach and a stronger commercial offer.

The contrast with their previous setup was immediate. From the first week, Moss's live integration with Exact Online meant transactions flowed directly into the system. Automatic reminders replaced manual Slack messages chasing missing receipts. The platform's AI-assisted processing did much of the pre-work that had previously fallen to the finance team.

"In the first week, when we had Moss in place, all the transactions that went through it were kind of up to date," Matthijs recalls.

Holie's has grown from 15 to 25 people in a year and expects to add a further 10 in the months ahead. Without Moss, that growth trajectory would have required additional administrative headcount just to keep pace with expenses.

"Otherwise we would have had to hire an additional administrator to help process all the invoices," says Matthijs. "Now we have someone doing it, but it's not a full-time job, more part of their wider activities."

The numbers tell the story. What once consumed around 20% of the finance team's time now accounts for closer to 5%, with the end-to-end process running four to six times faster than before. For a team that has doubled in size in a year, that reclaimed capacity matters.

Beyond time savings, the shift removed friction across the whole business. Staff now know exactly where to upload receipts. Finance knows exactly where to find them. The guesswork and the duplicate processing that came with it are gone.

"It also took away quite some frustration internally," Matthijs notes. "It gave our co‑workers more insight and clarity, showing them which receipts were still pending and allowing them to upload everything easily in one place". The reaction from the wider team confirmed the decision. 

With a UK store launch this month, Holie's already has the infrastructure in place. New employees can be issued Moss cards immediately, removing the need for expense claims via spreadsheet. The process is repeatable and scalable.

"You have the process in mind, you have the process in place," says Matthijs. "You can basically forget about this part."

As Holie's continues to grow, the team is looking at how to expand their use of Moss beyond the cards module. The experience of seeing how much time one process change could recover has prompted a broader question: where else can they work smarter?

For Matthijs, the relationship with Moss goes beyond the product itself. "If you have feedback, you have the feeling it gets picked up and looked at and if possible implemented."

Holie's: From manual data entry to effortless expense control

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