Digitalizing Expense Management in Mexico for the Agave Based Food and Beverage Industry with Zoho Expense
Client Profile
Industry: Agave based food and beverage manufacturing
Location: Mexico
Employees: 300+
The Challenge:
The organization managed employee expenses through manual and semi manual processes. Expense submissions were handled using spreadsheets and emails, which led to inconsistent practices across teams involved in agave production, commercial operations, and international business activities.
The lack of a standardized process reduced transparency and made it difficult to track expenses in real time. Ensuring compliance with local tax requirements also relied on manual checks, increasing the workload for finance teams and the risk of inconsistencies.
The Solution:
Technology: Zoho Expense
Services: Implementation Service | Support Service | Process Optmization Service | Change Management Service
Fishtank Consultancy worked with the organization to implement Zoho Expense as a centralized expense management platform. The implementation followed Fishtank Consultancy’s best practice guided implementation methodology, ensuring a structured and business aligned rollout.
The solution replaced manual processes with a digital workflow, improving visibility and control while supporting local tax compliance. Following implementation, Fishtank provided ongoing Support Service to ensure system stability, user adoption, and continuous optimization.
The Approach
The engagement was managed as a structured implementation followed by ongoing support, ensuring a smooth transition from manual processes to a standardized expense management platform.
Guided Zoho Expense Implementation
Fishtank Consultancy led the end to end implementation of Zoho Expense using a best practice guided implementation methodology. This included the design of expense policies, categories, approval workflows, and user roles. The platform was configured to reflect the organizational structure supporting agave production, commercial, and export activities, as well as local tax rules and reporting requirements.
Process Standardization, Transparency, and Tax Compliance
Expense processes were standardized across departments, creating a single source of truth for employee spending. Automated workflows improved approval turnaround times, while built in controls supported consistent application of expense and tax policies. Real time dashboards provided finance teams with improved visibility into spending and compliance.
Change Management and User Enablement
As part of the engagement, Fishtank Consultancy delivered structured change management to support user adoption across the organization. This included the development of tailored training documentation and the delivery of user training sessions for employees and finance stakeholders. The approach ensured users understood both the system and the standardized expense processes, driving consistent usage from day one.
Ongoing Support Service
After go live, Fishtank Consultancy provided ongoing Support Service to assist users, manage configuration adjustments, and ensure the platform continued to meet operational and regulatory requirements. This ongoing support helped maintain adoption and sustain long term value from Zoho Expense.
Key Results
Fully digital and standardized expense management process
Improved transparency and real time visibility into expenses
Better support for local tax compliance requirements
Faster approval cycles and reduced manual effort
Consistent application of expense and tax policies
Improved control and reporting for finance and management
“Excellent service and very good communication. They handled the consulting sessions with kindness and responded very quickly throughout the process. They were truly committed to my project, and in terms of configuration we achieved exactly what we were looking for as a final result. It was a real pleasure working with the Fishtank team.”
