No two clients manage expenses in exactly the same way. Differences may exist in the tools they use, the categories they apply, the approval processes they follow, and the frequency of submissions. Understanding this context from the outset is critical.

Some clients may use formal expense management software such as SAP Concur, Expensify, QuickBooks, Xero, or Zoho Expense. Others may rely on spreadsheets and shared folders. In all cases, the client’s preferred system must be followed.

When onboarding with a client, it’s important to clarify:

• Which expense tools or software are used
• How expenses should be categorised or coded
• How often expenses should be submitted
• Who is responsible for approvals
• Any company-specific policies or restrictions

If documentation such as a handover, onboarding pack, or SOP exists, this should always be reviewed. When anything is unclear, asking early questions prevents mistakes and rework later.

Understanding client context ensures you work in alignment with their expectations and systems. Adapting to each client’s process builds trust, reduces friction, and supports a professional working relationship.