Qomodo kept their team on budget while delegating payments

Qomodo kept their team on budget while delegating payments, WithLess

Qomodo uses WithLess to manage all non-payroll-related expenses, automate invoice reconciliation, and keep their team on budget while delegating payments with fully customizable single-purpose virtual cards for software and expenses.

Intro

What would you prefer, wasting time or wasting money? Startup founders often face tough decisions, but they should not have to take impossible ones like this one. Yet, that is what happened to Qomodo as their operations scaled while their payment system struggled to keep up.

All changed when they met WithLess.

Fast forward one year, and 98% of their invoices are automatically matched, 100+ undesired transactions blocked, and their team got back over 30 hours per month on invoice reconciliations.

The challenge

Qomodo, a fast-growing Italian startup in the financial sector, used cards for software subscriptions and all non-payroll-related expenses, including employee expenses.

As they scaled, they saw their operations bottlenecked by an impossible choice: all payments had to be approved centrally, since the traditional finance systems they were using did not allow them to delegate payments, set up card limits, or assign budgets to cost centers.

“We faced an impossible choice: stalling all company payments or giving everyone access to payment. Neither of these was an option,” recalls Gianluca Cocco, CEO of Qomodo.

Giving general access to payment meant losing control over spending and, most certainly, going over budget. It also meant having duplicate or useless software and out-of-policy expenses.

Approving every expense manually was equally a no-go, as, in practice, it would block the operations of a company that had to move quickly to continue to grow.

Either solution had a further hurdle: their admin team would be overwhelmed by a pile of admin work, having to spend all their time chasing unsubmitted invoices and expense receipts and processing them.

They needed to delegate payments while staying within budget and automate invoice matching.

They needed a tool and an expense system that could keep up with the company's rapid growth, and they found WithLess.

The solution

During their first onboarding call, the WithLess team defined priorities and launch timeframe.

First, enable Qomodo to delegate payments while staying within budget and reducing admin work. Second, audit software spending, discover duplicate or unused software, and identify savings opportunities.

WithLess' spend management solution helped Qomodo from day one by instantly issuing single-purpose virtual cards for software costs, corporate cards for employees' expenses, and all other non-payroll-related payments, and implementing 3-way matching for all invoices.

“In just a few clicks, we issued all the cards, set spending limits, and assigned them to our employees. That was it. Payment was good to go, and we stopped thinking about it every day,”  said Gianluca.

Management had full visibility on all spending, including software and expenses to make sure they were staying within budget. They could check budget vs. actual per cost center and single card, but they did not have to approve purchases every day.

Using WithLess 3-way match invoice reconciliation meant that the Qomodo admin team would not have to look for unmatched invoices but could just log in at the end of the month to download their financial statement, which was ready to use.

“One card = one subscription, expense cards we can fully control, the ability to delegate payments while staying within budget and automatically reconcile invoices. These are the top reasons we chose WithLess,” added Gianluca.

When mapping the tools Qomodo had in their tech stack, WithLess also identified unused and duplicate software and helped the team optimize their software spend.

“In just a few clicks, we issued all the cards, set spending limits, and assigned them to our employees. That was it. Payment was good to go, and we stopped thinking about it every day,” Gianluca Cocco, CEO, Qomodo

The result

Qomodo now manages more than 260 monthly transactions, with 98% of them automatically matched. It saves an average of 30+ hours a month chasing invoices and receipts—around 7 minutes per invoice or two months' worth of work for a person.

That is not all there is to it.

As Gianluca sums it up: “We primarily needed a payment solution, but WithLess is so much more. We manage payments in autopilot and have complete visibility of our software and expense spent in one dashboard, so we always know if we risk going over budget.”

Software spending was not on their radar, but thanks to WithLess, Qomodo now has full visibility of all their software-related costs and can optimize spending.

"Before you know it, that €50 task management tool charges you €700 monthly. Thanks to WithLess, I have the full overview and can see any deviance from the budget at a glance," adds Gianluca.

In their first year working with WithLess, the team successfully managed over 100 software subscriptions while staying within budget.

‍WithLess helps companies take control of non-payroll spending with a centralized management platform, automated payments, and on-demand negotiation services. Our expert buyers secure better pricing on renewals, and we only charge a 30% success fee—meaning you only pay if you save.

Want to stop overpaying for software? Let’s talk.