How MAN Truck & Bus simplified expenses and saved 85%

The problem: A slow, clunky expense process that frustrated teams

Before Payhawk, corporate card spending at MAN Truck & Bus UK relied on a system that was clunky and costly. Submitting expenses took time, and reimbursements were slow and painful, especially for apprentices new to the workplace.

Mark Cowley, Head of Procurement, knew there was a better way.

The existing system for expenses was quite clunky, and it took quite a lot of time for people to actually get their expenses paid through.

Teams in the workshop felt it too. Bristol Branch Manager, Mark Gowler, whose team regularly travels between locations, described the old process as slow and difficult to use. Every claim added friction, and every reimbursement delay left apprentices temporarily out of pocket.

But beyond supporting apprentices and improving real-time spend visibility, the expense process had to earn its place in the wider finance operating model, delivering control, reducing risk, and scaling efficiently across branches and teams.

The solution: One platform, mobile-first, and fairer for employees

The team at MAN Truck & Bus UK discovered Payhawk through a formal tender process. For Mark Cowley, the decision came down to value, not just price, he explains: “I don’t just look at the best price; I look at the best cost, the best quality, and the best service I get.”

The result was immediate and measurable.

When I moved to Payhawk, I actually saved 85% of my existing cost, which was significant. And I guess the key thing is I’ve made everyone’s life easier.

With Payhawk, expense submission became simple. Employees use the mobile app to photograph receipts, submit claims instantly, and get reimbursed quickly, without storing paper receipts or chasing approvals.

And the impact extended beyond convenience. Previously, apprentices often had to pay upfront for travel or accommodation and wait to be reimbursed, something the finance team wanted to fix. Finance Director Richard von Braunschweig wanted to ensure their team members weren't left out of pocket, saying: “Before Payhawk, our apprentices had to partly pay for the tickets, for the trips, or for their hotels.”

For finance leaders, the shift to Payhawk also removed a hidden risk, ensuring junior employees were not acting as short-term lenders to the business. Now, line managers use Payhawk virtual cards to cover accommodation and travel costs upfront, so apprentices can focus on learning without worrying about expenses. Mark Gowler, describes: "All the apprentices that are using Payhawk currently have all found the system very easy to use and have been grateful for being able to get their reimbursements quickly."

The results: Lower costs, faster reimbursements, and less admin

Standardising expense workflows delivered measurable cost savings, reduced administrative overhead, and created a more consistent experience for employees and managers alike.

Since switching to Payhawk, MAN Truck & Bus UK has felt many clear improvements:

• Expense processing is faster and easier for employees and managers
• Reimbursements happen quickly, without back-and-forth
• Apprentices no longer need to pay out of pocket
• Branch managers spend less time on admin
• Procurement reduced costs by 85%
• Finance benefits from a simpler, more reliable process

For MAN Truck & Bus UK, Payhawk didn’t just replace an expense tool. It removed friction, reduced cost, and created a fairer, simpler experience across the organisation. For distributed businesses, expense management is often one of the fastest ways to streamline daily operations while strengthening financial control.

As Mark Cowley says:

The functionality is just so simple, and the time saved… it’s just a smarter way of working.

Learn more about total finance orchestration with Payhawk, where cards, reimbursements, global payments, and procurement work together in one connected system for complete visibility and control.