Overview
Dardan Security is a leading, forward-thinking UK-based security services provider, with over 400 employees working across multiple locations.
Like many companies of this size, processing monthly expenses - from mileage to credit card transactions - was a constant administrative burden.
Their legacy SharePoint setup was clunky and demanded continual manual tweaks.
Seeking a sleek, modern, and more scalable solution, Dardan turned to Kinabase for expense management. By replacing time-consuming processes with Kinabase's adaptable platform, Dardan's finance department now saves the equivalent of a full workday every month - while enjoying a more consistent, secure, and future-proof way of handling expense claims.
Challenges
1. Ongoing SharePoint Frustrations
"It needed constant tweaking to enable it to work."
SharePoint demanded frequent manual workarounds to keep expense data current. For a 400-plus workforce, even minor inefficiencies meant hours of lost productivity and introduced higher risks of inaccuracies and oversight.
2. Scaling Processes for a Large Workforce
"With over 400 staff we need to be as efficient as possible ... we needed a system that could enable the potential of any employee making a claim."
Robust, user-friendly expense processing was non-negotiable. Managers especially needed a straightforward approval workflow that wouldn't consume their time with follow-ups. Ensuring full visibility and uniformity across hundreds of monthly transactions was a top priority.
3. Discovering a Future-Ready Solution
Through Kinabase, Dardan saw a chance to modernise.
Kinabase provides a customisable system that evolves with growing businesses - balancing standardised processes with easy, ongoing updates. This ensures the platform stays secure and aligned with dynamic organisational needs.
The Kinabase Solution
Robust, Tailored Software
"Robust software customised to our particular needs."
Unlike rigid, one-size-fits-all systems, Kinabase adapts to established workflows. Dardan's finance processes were preserved where beneficial, while inefficiencies were cut out.
Streamlined Expense Approvals
"For the management of expense claims ... these then follow an authorisation process to the employee's manager and finally to payment."
Kinabase's configurable workflows guide each submission from employee to manager, then finance. This seamless chain of accountability has reduced confusion and sped up payment times.
Company-Wide Access
With over 400 staff, Dardan needed a platform everyone could use for submitting expenses. By unifying data entry and approvals under Kinabase, Dardan now benefits from an all-in-one, standardised system that replaces time-demanding manual tasks.
Key Benefits & Outcomes
1. Time Savings
"Across the whole team I estimate that a working day a month has been saved."
Automation and clear workflows spare the finance team from chasing missing forms or fixing data errors. Resources once spent on repetitive tasks are now channelled into higher-value initiatives.
2. Reliability & Efficiency
"It just works - and the support to set up the system, was second to none."
Kinabase's stability and intuitive design let employees and managers focus on security operations, rather than battling IT snags. Inaccuracies have fallen, and rework is minimal.
3. Standardised Processes
"Kinabase has forced all employees to make claims in the same way - this in turn makes the totality of expenses easier to manage."
A uniform format for all expense claims reduces guesswork and encourages better compliance. This not only saves time, but heightens internal control and confidence in data quality.
4. Scalability for Ongoing Growth
"Headcount grows every year."
Kinabase's architecture can accommodate Dardan's expanding workforce without compromising user experience. New hires can be onboarded swiftly, with minimal training or support required.
Why Dardan Security Recommends Kinabase
1. Simpler Administration
"Kinabase is a capable system - and can be rolled out to many employees and is easy to administer."
Tasks like adding new users or adjusting workflows require little IT intervention, reducing operational overhead and empowering the finance team to adapt quickly as priorities shift.
2. Outstanding Support
"They are just great people to work with."
From launch to ongoing enhancements, Kinabase delivers responsive, personalised customer service. Dardan highlights the strong partnership ethos of Cambridge Kinetics, who develop Kinabase.
3. Practical, Forward-Looking Advice
"Understand your own business needs before undertaking any software install. What was efficient in the past - may not be the most efficient way of processing data currently."
Dardan underscores that modern software should elevate, not simply replicate, legacy processes. With Kinabase's adaptability, teams can refine and future-proof how they work.
Final Thoughts & Takeaways
Dardan Security's journey with Kinabase demonstrates how a sleek, cutting-edge platform can simplify extensive finance operations and free teams to focus on their core business. By centralising expense claims, they've saved time, improved consistency, and created room for more strategic goals.
