From Budget Blind Spots to Blueprint-Perfect Spending

How A&E firms are ditching expense chaos with Unanet Spend Management powered by Mesh.

Picture this:

It’s 4:30 p.m. on a Friday. You’re reviewing a project budget, and there it is—an odd $687 charge to “Misc. Supplies”. Nobody remembers it, the receipt’s buried in someone’s inbox, and your weekend just got a little busier.

Sound familiar? In the world of engineering and architecture, every dollar has a destination—a project phase, a client deliverable, or a razor-thin budget window. But too often, expenses slip through the cracks.

Sometimes it’s a few hundred dollars on a recurring software license coded to the wrong indirect project. Other times it’s a vendor invoice that slipped past informal approvals and got lost in fragmented spreadsheets, card statements, and emails.

It’s not fraud. Just a lack of visibility and control. Multiply that by dozens of projects, hundreds of employees, and thousands of transactions, and suddenly profitability is at risk.

Now imagine a different picture:

• Every purchase automatically tagged to the right project.
• Spend policies and budgets enforced in real time.
• Leaders across finance, operations, and project teams see exactly where every dollar is going—before it’s too late.

That’s where Unanet Spend Management powered by Mesh comes in—designed to give A&E firms both eyes wide open.

The New Rules of Spending (A&E Edition)

In the field and the office, things move fast. You don’t have time to micromanage every purchase. The solution? Put the rules in the system, not in your inbox.Pro Tip: Issue project-specific virtual cards with pre-set budgets. When the budget runs out, the card stops. No awkward conversations needed.

Budgeting Without the Month-End Headache

For most A&E firms, month-end reconciliation feels like detective work. Many struggle with outdated, manual finance processes—digging through transactions, chasing down receipts, correcting miscodes, and trying to match costs to the right project phase. The Mesh + Unanet integration changes that. By unifying expense management and project-based ERP, firms gain the clarity and discipline they need without adding complexity.

With Mesh-powered spend management inside Unanet ERP, teams can:

• Automate expense capture – Every purchase is instantly tagged to the correct project and GL account, with transactions flowing directly into Unanet in real time.
• See spend in real time – Managers track actual vs. planned budgets instantly—no waiting for month-end reports.
• Strengthen compliance – Every expense is audit-ready, with approvals, policies, and vendor rules enforced automatically.
• Issue smart payment cards – Virtual or physical cards with built-in limits by project, role, or vendor.
• Forecast with confidence – Budgets and forecasts update automatically as expenses post, so teams can pivot mid-month if a project is running hot.
• Accelerate close cycles – Categorized expenses sync instantly, so finance closes books faster and with fewer errors.

The result? When month-end rolls around, the books practically close themselves. Finance gets accurate reports without the multi-day scramble, PMs trust their numbers, and leadership sees exactly where budgets stand—before the new month even starts.

See It, Stop It, or Send It—Instantly

When someone buys supplies, books a flight, or orders materials, you see it right away. Not 30 days later in an expense report.

• See It: Real-time tracking means no more “mystery charges.”
• Stop It: Flag out-of-policy spend before it ever hits your books.
• Send It: Auto-route for approval without adding to your inbox flood.

Built for How A&E Firms Really Operate

This isn’t a generic corporate finance tool—it’s purpose-built for the realities of architecture and engineering firms: complex budgets, decentralized teams, and a high volume of spend from subconsultants to vendors to reimbursables. Traditional travel & expense tools weren’t designed for that. Mesh + Unanet was.

• A&E Firms get tools that are intuitive, not intrusive—so they can focus on projects, not receipts.
• Project Managers keep budgets laser-accurate with real-time visibility into spend, no admin headaches.
• Finance Teams finally see GL codes done right the first time, improving forecasting accuracy and reducing manual reconciliations.
• Operations Teams streamline procurement and approvals with automated workflows.
• Executives real-time dashboards to spot trends, manage profitability, and plan strategically.
• Employees benefit from faster reimbursements, easier travel booking, and intuitive tools that just work.

Everyone benefits—and more importantly, everyone contributes to a culture of smarter, more disciplined spending.

The “Hidden” Payoff

Early adopters of Unanet Spend Management, powered by Mesh are already reporting measurable results:

• 3–5% savings in total firm expenses from tighter budget control.
• Faster month-end close, with expenses automatically reconciled.
• Time savings across teams—finance spends less time chasing receipts, managers approve with one click, employees are reimbursed quickly.

These aren’t just efficiencies. They’re competitive advantages—freeing firms to reinvest in talent, tools, and growth.

Quick Wins to Try This Month

1. Roll out one smart-card policy for a high-spend category (like travel).
2. Link all purchases to a project number—automatically.
3. Set up an approval workflow that actually matches how your team works.
4. Build a live “Budget vs. Actual” dashboard so you’re never surprised at month-end.

The Bottom Line

The days of “close enough” expense tracking are over. With Unanet ERP + Mesh Payments, firms can finally align financial discipline with the pace and complexity of modern project delivery.

Consistent cash flow and profitability are the lifeblood of every A&E business. With Mesh-powered spend management inside Unanet, you’re not just watching the budget—you’re steering it.

Smarter spending. Stronger performance. Seamless integration.

If you’re ready to simplify expense management, enforce policies automatically, and gain real-time visibility into project spend.

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