Zoho Expense Implementation for Renewable Energy Organizations in Mexico
Client Profile
Industry: Renewable energy and biogas solutions
Location: Mexico
Employees: 200+
The Challenge:
As the organization expanded operations across multiple regions, managing employee expenses became more complex. Expenses related to field work, project delivery, commercial activities, and travel were submitted using disconnected tools such as spreadsheets and email based approvals.
This fragmented approach led to inconsistent expense handling across teams. Finance teams had limited visibility into spending until late in the process, and reconciliations required significant manual effort. Validating compliance with Mexican tax regulations depended on individual checks, increasing operational effort and the risk of errors as transaction volumes grew.
The Solution:
Technology: Zoho Expense
Services: Fishtank Service One
Fishtank Consultancy partnered with the organization to introduce Zoho Expense as a single, centralized platform for employee expense management. The rollout followed a structured, best practice driven approach to ensure alignment with business operations and financial governance.
Manual submissions were replaced with automated expense workflows, improving oversight, audit readiness, and alignment with local compliance requirements. After deployment, Fishtank Consultancy continued to provide ongoing support to stabilize the solution and adapt it to evolving operational needs.
The Approach
Phased Delivery with Ongoing Support
The engagement combined a controlled implementation phase with continuous post go live support, allowing the organization to move to a standardized expense process without disrupting daily operations.
Solution Design and Configuration
Fishtank Consultancy designed expense policies, approval structures, and user roles tailored to the organization’s field based workforce and commercial teams. Zoho Expense was configured to support both domestic and international expenses while aligning with Mexican tax validation and reporting requirements.
Operational Consistency and Financial Visibility
Standardized workflows ensured consistent expense handling across departments. Automated approvals reduced delays, while built in controls supported uniform policy enforcement. Finance teams gained real time visibility through dashboards and reports, improving oversight and decision making.
Adoption and Change Enablement
To drive adoption, Fishtank Consultancy delivered targeted enablement activities, including role based documentation and training sessions for employees and finance stakeholders. This approach helped embed new processes and encouraged consistent system usage.
Continuous Support and Optimization
After go live, Fishtank Consultancy provided ongoing Support Service to address user questions, refine configurations, and respond to regulatory or business changes. This ensured the platform continued to deliver value as the organization scaled.
Key Results
Centralized and standardized expense management across the organization
Improved transparency and near real time visibility into employee spending
Reduced manual effort for finance and increased operational efficiency
Stronger alignment with Mexican tax and compliance requirements
Faster approval cycles and more consistent policy application
Improved financial reporting and management control
“I highly recommend the Fishtank team. They are fully committed to the client’s objectives and always look for solutions that support strong expense control while adapting to the needs of the organization. They are efficient, attentive to any issue that may arise and bring great experience and willingness whenever you need them.”
