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Brainlabs
Brainlabs Location

Headquarters: London

Brainlabs saves over 100 hours per month with Zoho Expense

Key Results

From hours to under 10 minutes to process claims

100% visibility into duplicate claims with real-time audits

The Company

Brainlabs is a global, data-driven marketing agency known for transforming marketing performance through technology and analytics. Since its founding in 2012, Brainlabs has redefined the role of a modern media partner by combining performance marketing, creative strategy, and deep technical expertise. Its approach—centered around experimentation, automation, and measurable commercial impact—has made Brainlabs the agency of record for global brands like Formula 1, Estée Lauder, and Capital One.


The Challenge

Before Zoho Expense, Brainlabs relied on a manual, email-based process for managing expenses and travel reimbursements. This method was inefficient, error-prone, and lacked visibility, making it difficult for employees to track approvals and for finance teams to enforce policies effectively.

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Our previous process was chaotic. Expenses were managed over email, which led to delays, lack of clarity, and too many follow-ups.

Leena Moolya

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs


The solution

Brainlabs implemented Zoho Expense to streamline expense reporting and approvals. The transition was smooth, with employees finding the platform intuitive and easy to use. The approval workflow improved efficiency, and pairing it with Zoho Analytics provided deeper financial insights, making reporting and decision-making more structured.

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Zoho Expense has completely transformed how we manage our expenses. The approval workflow is seamless, and employees no longer have to chase emails for approvals.

Leena Moolya

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs


Benefits and ROI

  • 100+ hours saved monthly: Processing 500 claims per month now saves approximately 100 hours
  • Seamless approvals: Employees now track approval statuses directly within Zoho Expense, eliminating the need for email follow-ups
  • Improved communication and clarity: With 200 users on the platform, expense-related concerns are addressed efficiently.
  • Streamlined compliance: Previously, category limits were manually checked. Now, the process is completely automated and more efficient.
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With over 500 claims coming in every month, we were spending too much time just chasing approvals and checking limits. Zoho Expense helped us save over 100 hours each month by automating that entire process. It’s easy for our teams to use, and it’s brought a lot more clarity and control to our operations

Leena Moolya

Leena Moolya,

Head of Global Finance Capability Centre, Brainlabs


With Zoho Expense, Brainlabs has transformed its expense management process, achieving greater efficiency, transparency, and compliance. Their experience showcases the power of smart expense management in driving operational excellence.

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Puma has been using Zoho Expense in Oceania for over 3 years and our users have found the web interface and the phone apps to be feature rich and always improving.The look and feel is modern and pleasing to the eye. Puma has recently expanded the usage of Zoho Expense to multiple new regions around the globe, and throughout, the Zoho team has been extremely supportive to the unique requirements of each region and helped to make the onboarding experience painless.

Mark Hawkins

Director, Operations PUMA SEA

We started using Zoho Expense across our whole IFFCO group for Travel and Expense Management as one of the key aspects to keep control on spends. It was a challenge to manage employee spend and expense reporting across our multiple office locations with disparate solutions. We found Zoho Expense as a very powerful and flexible tool which allows us to accommodate many different expense policies and compliances in respect to many different countries' regulations.

Jaroslaw Pietraszko

Director ERP & Digital Transformation, IFFCO Group

The Zoho Expense team has provided us with the best features—especially the receipt auto-scan, which eases our expense reporting journey with its mobile functionality. Our employees use Zoho Expense and its features extensively, particularly the mobile app. Above all, with the Zoho Analytics integration, we always get the insights we need with multiple dashboards to analyze our business spend. We’re one of those happy customers who are looking forward to seeing many new features and integrations within the application.

Amit Rai

CHRO, Tata Play Fiber


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