SAP Concur Licensing Guide for CIOs and CTOs

SAP Concur Licensing Guide for CIOs and CTOs

SAP Concur is a leading travel and expense management platform often used by enterprises to automate expense reports, travel bookings, and invoice processing. However, its licensing model is complex and predominantly usage-based.

This guide provides an overview of SAP Concur’s modules, explains how licensing and pricing work (typically per expense report or transaction), and offers negotiation tips and best practices.

CIOs and CTOs will learn how to optimize contract terms, avoid common pitfalls, and ensure they get the most value from their SAP Concur investment.

SAP Concur Solutions and Modules

SAP Concur Overview: SAP Concur is a cloud-based solution that combines expense management, corporate travel booking, and accounts payable automation in one platform.

It consists of three primary modules: Concur Expense, Concur Travel, and Concur Invoice. Concur Expense handles employee expense reports and receipt capture, Concur Travel allows users to book travel within company policy, and Concur Invoice automates vendor invoice processing.

These modules can be used together for an integrated spend management system or licensed individually based on business needs.

Module Licensing:

Each Concur module is licensed separately; organizations can choose which components to implement. For example, a company might start with Concur Expense for travel reimbursements and later add Concur Invoice for accounts payable.

Add-ons and premium features (such as Concur Detect for fraud monitoring, TripLink for external travel capture, or advanced analytics dashboards) may incur additional licensing fees.

The platform’s wide feature set is powerful for large organizations, but smaller firms sometimes won’t use all the modules. Hence, selecting the right-sized Concur products is important to avoid unnecessary costs.

Example: The SAP Concur Expense interface is used for submitting and approving expense reports. The platform lets employees capture receipts via a mobile app, and managers review expenses with policy compliance checks.

Target Enterprise Use: Concur generally targets mid-size to large enterprises with substantial travel and expense activity. It excels at handling complex workflows, multi-level approvals, and global policy compliance (e.g. tax rules, spending limits).

CIOs/CTOs should ensure they have the internal resources for implementation and support, as the system’s rich functionality comes with a learning curve.

In summary, SAP Concur can provide end-to-end visibility into corporate spend, but understanding its licensing model is key to maximizing value.

SAP Concur Licensing Model and Pricing Structure

Subscription Model:

SAP Concur is offered as a Software-as-a-Service (SaaS) subscription, but unlike many SaaS products, its licensing model is not a simple flat per-user fee.

Instead, Concur’s pricing is primarily usage-based, meaning costs scale with actual activity.

Companies must request a quote from SAP Concur or a reseller—there is no public price list—and pricing is tailored based on each customer’s needs, size, and selected modules. The quote often includes a base subscription fee and variable fees.

Per Expense Report Fees:

A hallmark of Concur’s model is charging per expense report (or transaction).

In practice, every expense report an employee submits incurs a fee. Industry benchmarks indicate a typical list price around $8–$9 per expense report as a starting point.

For example, if your employees submit 1,000 expense reports in a year, the list cost might be roughly $9,000 (on top of any base fees).

This usage-based approach aligns cost to actual activity, which can be efficient for predictable volumes but may lead to unpredictable spend if usage spikes unexpectedly.

Concur Travel often uses a similar per-transaction fee for each trip booking made through the system, and Concur Invoice may charge per invoice processed. In essence, more reports, trips, or invoices mean higher fees.

Per User and Hybrid Models:

In some cases, SAP Concur may also incorporate a per-user subscription element. For instance, a plan might include a monthly fee per active user (an employee with a Concur account) and transaction fees.

Enterprise agreements commonly use a hybrid model: you pay a fixed base fee covering a certain number of users or transactions, then an overage fee for any usage beyond that allowance.

For example, a contract might stipulate $X per month covering up to 500 expense reports, and then charge a smaller fee (say $5) for each additional report beyond that. This hybrid approach provides cost certainty up to a point, while still charging for heavy use.

Large enterprises with very high volumes sometimes negotiate an “all-you-can-use” flat fee, but this is rare and typically priced at a premium to cover worst-case usage.

License Tiers (Automate, Insights, Optimize):

SAP Concur’s offerings are sometimes described in package tiers. The base Automate plan (focused on core expense automation) has been reported at roughly $9 per report (average).

Higher tiers like Insights (which adds enhanced analytics and dashboards) and Optimize (which includes fully managed support and optimization services) come with variable pricing based on custom requirements.

In other words, advanced capabilities or dedicated support will increase the subscription cost beyond the base per-report fee. When evaluating quotes, CIOs should break out which features and services are included at each pricing level to ensure they align with the organization’s priorities.

Real-World Pricing Example:

As a point of reference, one mid-market organization negotiating Concur in a recent forum reported a quote of $1,400 per quarter for a bundle allowing ~450 invoices and 126 expense reports in that quarter.

After negotiation, this worked out to roughly $2.45 per transaction (down from an initial quote of $1,800/quarter).

Meanwhile, SAP’s official list price for a similar volume might have been around $2,400+ per quarter, highlighting that significant discounts are achievable.

In practice, discounts of 30–50% (or more) off list price are common in enterprise Concur deals, especially if you have substantial volume or are bundling multiple SAP products.

Table 1 below illustrates different licensing models and their typical characteristics:

Note: The specific pricing figures above are indicative.

All SAP Concur licenses are ultimately custom-quoted so that actual numbers will depend on your negotiation and the scope of deployment (number of employees, expected reports per month, modules included, etc.).

It’s crucial to model your expected usage and understand how changes in that usage will affect costs under the proposed pricing scheme.

Key Cost Drivers and Considerations

Several factors will influence how much your organization pays for SAP Concur:

• Transaction Volume: The number of expense reports, travel bookings, and invoices processed is the biggest cost driver. Higher volume = higher fees. When scoping Concur, analyze your historical expense report counts and growth projections. If you expect a surge (e.g., business travel rebounding next year), factor that into contract negotiations. It may be wise to negotiate tiered pricing (pre-defined volume bands with discounted per-report rates at higher volumes) so you’re not caught off-guard by a budget blowout if usage exceeds forecasts. Conversely, avoid signing up for far more volume than you need – you don’t want to pay for unused transactions.
• Number of Users: While Concur charges per transaction, many contracts also have a component tied to active users or employees with access. If you roll out Concur to your whole company, you could incur a fee for each enabled user account (even if some seldom file expenses). Managing user licenses is vital: deactivate accounts for employees who leave or don’t need to use the system. Some companies start with a smaller user group (e.g., frequent travelers, corporate cardholders) rather than simultaneously licensing employees. You can always extend access later as needed. This targeted deployment ensures you pay only for users who will use Concur.
• Module Selection: Licensing costs increase with each additional module. Adopting Expense, Travel, and Invoice together ensures you aren’t double-paying for overlapping capabilities. For instance, Concur Invoice and SAP Ariba might handle invoice processing – if you use both, you might negotiate to eliminate redundancy or limit one to a specific use case. It’s often possible to get bundle discounts when licensing multiple Concur modules, but only if you truly need them all. Carefully evaluate which modules are necessary. Sometimes, organizations license the travel booking tool but later find adoption is low (employees might still book directly on airline sites, etc.), meaning that a portion of the spending was wasted.
• Add-Ons and Features: Pay attention to optional features that may not be included in the base price. SAP Concur offers add-ons such as Intelligent Audit/Verify (outsourced expense auditing services), Concur Detect (AI-based fraud detection), Budget (spend governance dashboard), TripLink (integration for out-of-platform travel bookings), and more. These can provide value but often carry extra subscription fees as a flat rate or as additional per-user charges. For example, adding an auditing service might cost a fixed fee or an extra few dollars per report. During negotiations, clarify which add-ons are included and which cost extra. Only subscribe to additional features your team will use and benefit from; you can often add these later if needed.
• Support Level and Services: SAP Concur offers different support packages (sometimes called Advanced Care, Essential Care, Select Care, etc.), which range from basic support to dedicated support teams and faster response SLAs. Higher support tiers usually cost more. Additionally, initial implementation services or integration work might be an extra one-time cost (or a higher subscription fee in the first year). When budgeting, include these in the total cost of ownership. Negotiating some implementation help or training into the contract may be possible. If you lack internal expertise, opting for a higher support level or professional services hours up front can save headaches – just be aware they will increase the contract price.
• Contract Length and Commitments: Multi-year commitments can impact pricing. SAP might offer a better discount for a 3-year deal versus annual, for instance, in exchange for locked-in business. Consider the trade-offs: a longer term locks in your price (and protects against potential price hikes) and can yield a better discount, but it also reduces flexibility if you want to switch solutions or if your company’s needs change. Ensure any multi-year contract has provisions for adjustments if your company undergoes major changes (mergers, divestitures, etc.), so you’re not stuck overpaying for licenses you no longer need.
• Geography and Scale: If your company operates globally, confirm whether the quote covers all regions or if there are separate fees for certain countries or data centers. Generally, Concur’s pricing metric stays consistent, but large global deployments might qualify for enterprise pricing arrangements. Also, if you are a smaller enterprise or non-profit, ask if there are scaled-down packages or special pricing. Concur is premium software, but occasionally programs or promotions exist. Don’t assume the first quote is the only option; you might tailor the scope (e.g., start with one module or region) to fit budget constraints and expand later.

In summary, know your numbers: how many users, how many reports per month, and what functionality you truly need.

These inputs will determine your Concur cost, and having them at your fingertips strengthens your position when negotiating with SAP.

Contract Negotiation Strategies

Negotiating a Concur agreement can be complex, but a thoughtful approach will ensure you get a fair deal and avoid surprises.

Consider these strategies when working out contract terms:

• Leverage Competitive Quotes: Even if you are set on Concur, it’s wise to get pricing from alternative expense management solutions (e.g., Expensify, Coupa, Zoho Expense, or others). Knowing that alternatives charge per user (often $5–$10 per user/month) can be a bargaining chip – for instance, if Concur’s costs come out significantly higher for your usage, you can press SAP for a bigger discount by showing comparative total cost. SAP sales teams know Concur is one of the more expensive options, so they may be willing to negotiate price or throw in extras if they sense you might go with a competitor.
• Bundle with Other SAP Products: If your company uses other SAP software (such as S/4HANA, SuccessFactors, Ariba, etc.), you can try to bundle Concur into a larger enterprise agreement. SAP often provides additional discounts when a customer adopts multiple cloud solutions. For example, aligning Concur’s renewal dates with another SAP contract could give you leverage to negotiate cross-product discounts or value-adds. Be careful, though – bundling can make it harder to drop a product. Ensure any bundle deal includes flexibility (like the ability to drop or swap out Concur if it doesn’t meet expectations, without severe penalties).
• Negotiate Volume and Overage Terms: Discuss what happens if you exceed the anticipated usage. Ideally, have predetermined price tiers for higher volumes written into the contract (e.g., if in a year your expense reports are 20% over forecast, the per-report fee drops by X% for that band). This way, you won’t be hit with an unexpectedly high bill at true-up time. Conversely, try to include a “true-down” clause or flex-down option in case your usage is lower than expected, perhaps applying a credit or adjusting the fee if you consistently come in under the contracted volume. Not all vendors will agree, but it’s worth asking, especially if you commit to a multi-year term.
• Push for Cap on Increases: Ensure the contract limits annual price increases. Many cloud contracts have a clause allowing a yearly price hike (often 3-5%). Try to cap any increase to a reasonable percentage or negotiate it away for the deal’s term. Also, clarify renewal terms: After the initial term, does the price stay the same, or does it revert to the list? Getting that in writing can save you from sticker shock at renewal. It’s not uncommon to negotiate that renewal rates will be at no more than X% increase over the initial rates, provided your scope remains similar.
• Include Key Services in the Deal: As part of the negotiation, consider asking for some extras at no additional cost. Examples: a certain number of training sessions for employees, help with initial configuration, or inclusion of an add-on that provides value (maybe Concur Drive or basic auditing) for free or at a steep discount. SAP may be amenable to include, for instance, their Intelligent Audit service for the first year as part of the package, or a limited use of Concur Travel if you primarily wanted Expense. This can improve the ROI of the deal. Just be sure any “free” service is documented in the contract and for how long it’s free.
• Pilot and Proof of Concept (POC): If possible, insist on a pilot phase or proof-of-concept before signing a large contract. This might be a short-term trial with a subset of users or a money-back guarantee period. A POC can validate that Concur integrates with your systems (ERP, HR, credit card feeds) and that your team finds it usable. It also gives you leverage – if issues arise during the pilot, you can negotiate fixes or concessions before a full roll-out. Suppose SAP Concur doesn’t typically offer a pilot. In that case, you can negotiate a phase 1 with an opt-out: e.g., a one-year contract initially, with the option to extend to multi-year at the negotiated price, giving you an “out” if the solution doesn’t meet expectations.
• Understand the Fine Print: During negotiation, clarify definitions and clauses. How does the contract define an “active user” (monthly login, any expense created) to ensure you can manage that? What is the policy on audits and compliance? SAP can audit your usage, so you want to be confident you’re clear on license boundaries (for instance, is every employee with a profile counted, or only those who log an expense in a month?). Also, clarify if third-party access (like an external accountant accessing Concur) requires a license. Ironing out these details now prevents disputes later. If something isn’t applicable, have it excluded in the contract (e.g., “XYZ add-on is not in use and not required for compliance”).
• Plan for Integration Costs: Negotiation isn’t only about the subscription fee. It’s also about the total cost of getting Concur up and running. If you need integration to your HR or finance system, discuss whether SAP or a partner will assist and for how much. Sometimes the vendor can include a standard integration package. At minimum, ensure your team understands whether integration tools (APIs, middleware) are included in the license or sold separately. The goal is to avoid surprises where, after signing, you discover you need to pay extra for something like a custom connector to your ERP.

By approaching the Concur deal as a comprehensive partnership rather than an off-the-shelf purchase, CIOs and CTOs can negotiate terms that lower costs and secure the necessary support and flexibility for a successful long-term deployment.

Common Pitfalls and How to Avoid Them

Implementing SAP Concur successfully requires active management of both usage and contract terms.

Here are some common pitfalls enterprises face with Concur licensing and ways to mitigate them:

• Paying for Inactive Users: Because Concur often charges based on active accounts, companies sometimes pay for employees who no longer use the system. For example, if an employee leaves the company but their Concur account isn’t deactivated, that account could still count toward your bill. Mitigation: Integrate Concur user management with HR offboarding processes. Perform quarterly audits to remove or deactivate users who haven’t submitted an expense in several months. One company reclaimed dozens of licenses and trimmed thousands of dollars in annual costs by regularly cleaning up user accounts.
• Underestimating Expense Volume: If you base your contract on an expectation of, say, 5,000 reports per year and actual usage ends up being 7,000, those extra 2,000 reports may incur overage fees (or push you into a higher subscription tier). Mitigation: When negotiating, always build in a buffer above your forecast. It’s safer to slightly overestimate usage (unless you can true-down). Also, internal policies should be promoted that consolidate expenses, for instance, encouraging employees to submit one report per month rather than one per trip. Some companies explicitly set a policy (“one expense report per employee per month”) to control the number of reports while still capturing all expenses, thereby managing Concur costs. Keep an eye on trends: if you see expense reports climbing, talk to SAP about revisiting the contract terms or increasing the tier to avoid punitive overage pricing.
• Overlapping Systems and Double Paying: Enterprises with broad IT landscapes might inadvertently pay for two tools doing the same job. A classic example is Concur Invoice vs. other AP systems – if you already pay for an SAP Ariba invoicing module or another accounts payable solution, adding Concur Invoice could be redundant. Similarly, Concur has a budgeting tool, but you might have that functionality in your ERP. Mitigation: Map out your spend management architecture. Only license the Concur components that fill a gap in your current systems. If there is overlap, consider keeping only one or negotiating a package deal that recognizes you won’t fully use both. SAP (or implementation partners) can advise on the best module for specific functions; you might not need Concur Invoice if, for example, you only want basic expense report reimbursements and can handle vendor invoices elsewhere. Ensuring clear delineation of which system handles which process will save licensing dollars and reduce confusion.
• Add-On Creep: It’s easy to be enticed by Concur’s numerous add-on features during implementation – a project team might turn on extras like foreign VAT reclaim service, delegate reporting, or advanced analytics. These often come with extra costs that appear later on renewal bills if not accounted for. Mitigation: Keep tight control over the code during rollout. A governance team should approve any feature that has a licensing implication. Ask your SAP rep to highlight which toggles or features incur fees. It can also help to have the contract list any optional services with a $0 price if they’re meant to be included, so there’s no ambiguity. Review your invoice line items at renewal time to ensure no unexpected services have been added. One enterprise found they were being charged for an “Audit Service” they didn’t even realize was activated. Regularly reviewing usage and bills helps catch these surprises.
• Poor Adoption and ROI Loss: A more qualitative pitfall is not fully utilizing the software you’re paying for. Concur’s fees are substantial, and if employees resist using it (due to a clunky interface or inadequate training), you might see low adoption, meaning manual processes continue in parallel and the value of Concur is lost while you still pay for it. Mitigation: Invest in change management and training. Make it as easy for employees to use Concur (e.g., enable mobile apps, single sign-on, and integrate their corporate card feeds so transactions auto-populate). Highlight the benefits: faster reimbursements, easier receipt capture via smartphone, etc. For approvers and finance teams, ensure the reporting and audit features are leveraged to improve compliance and visibility. Essentially, drive adoption to justify the cost. Monitor usage metrics: if only 50% of licensed users log in, find out why and address it (perhaps more training or internal promotion is needed). High adoption will improve expense policy compliance and ensure you’re getting your money’s worth.
• Integration and Indirect Usage Risks: Many companies integrate SAP Concur with their ERP (such as SAP S/4HANA or Oracle Financials) so that approved expense reports automatically post to the general ledger. A hidden licensing risk is that this can be considered “indirect use” of the ERP – for example, Concur creating a journal entry in SAP could be an external system using SAP, which under SAP’s digital access model might require document licenses. Mitigation: Discuss this scenario with SAP during licensing. Often, if you’re a SAP ERP customer, they might bundle digital access for Concur documents or advise you on remaining compliant. The key is not to ignore it: involve your SAP account manager or licensing team to confirm that Concur-to-ERP integration won’t trigger an audit finding down the road. Sometimes, it might mean purchasing an add-on license for “documents” in SAP or ensuring your user licensing covers it. Address it upfront so you’re not caught by surprise.
• Lock-In via Bundling: Earlier, we mentioned bundling as a negotiation strategy, but it can also be a trap if not handled carefully. If Concur is bundled with other software in an “all-or-nothing” deal, you might be unhappy with Concur but can’t drop it without jeopardizing discounts on your other SAP products. Mitigation: Try to negotiate carve-out clauses. For instance, if Concur isn’t delivering value, you want the option to drop it after a year or two without affecting pricing on, say, your SAP ERP subscription. Alternatively, keep Concur on a separate order form or contract if possible, so you preserve the freedom to re-evaluate it independently. Always have an internal plan for an exit or change – even if you intend to stick with Concur long-term, this ensures SAP continues to earn your business by performance, not because you’re contractually stuck.

By being mindful of these pitfalls, CIOs and CTOs can proactively manage their SAP Concur environment.

The goal is to avoid wasted spending—whether from unused licenses, unexpected fees, or suboptimal use of the tool—and to have a smooth-running expense program that aligns with organizational goals.

Recommendations

Practical Tips for CIOs and CTOs:

• Thoroughly Assess Needs Before Buying: Audit your company’s expense report, travel, and invoice volumes. Only license the Concur modules and capacity you realistically need in year one. Start with core functionality and add extras once there’s a demonstrated need.
• Negotiate Aggressively on Price Metrics: Don’t accept the first quote. Use your data to push for a pricing model that favors you (e.g., if your users file infrequent reports, prefer per-user pricing; if usage is heavy, push down the per-report fee). Aim for at least 30-50% off list prices, and get multiple quotes or scenarios.
• Bundle Strategically, Not Blindly: Leverage any existing SAP relationship for better Concur terms, but avoid bundles that remove your flexibility. If bundling, insist on the ability to adjust or drop components if they don’t meet expectations.
• Include Volume Protections: Ensure your contract has clear provisions for both growth and contraction. Negotiate volume tier discounts and seek rights to adjust the contract if your workforce or expense volume changes significantly (true-up and true-down).
• Plan for Implementation and Integration: Budget not just for licensing, but also for implementation costs (internal or consulting). Ensure integration with your finance systems and credit card feeds is accounted for. Consider paying for a higher support tier during initial rollout for a smoother deployment.
• Optimize User Management: Establish processes to automatically manage Concur user accounts. Tie Concur access to HR provisioning so new hires are added appropriately and leavers are promptly removed. Periodically review user activity and eliminate dormant accounts to avoid “shelfware” licenses.
• Monitor Usage and Costs Continuously: Don’t set and forget the Concur contract. Assign someone to track monthly usage vs. contract allowances. If you’re trending over or under, engage SAP early about adjusting terms. Regularly review invoices for any unexpected charges or anomalies.
• Enforce Internal Expense Policies: Use Concur’s configuration to enforce one-report-per-month or similar policies to limit excessive report counts. Encourage employees to batch expenses. By controlling how the tool is used, you can indirectly control costs (fewer transactions processed means lower fees).
• Keep an Eye on Value Delivery: Post-implementation, solicit feedback from users and finance teams to ensure Concur is delivering benefits (time savings, better compliance, analytics insights). Use those insights to either justify the cost or identify areas to improve. If certain features aren’t used, consider removing them at renewal to save money.
• Stay Informed on Licensing Changes: SAP’s cloud licensing models can evolve. Contact your SAP account rep and stay updated via SAP user groups or consultants on any changes to Concur licensing or new offerings. This helps avoid surprises and positions you to renegotiate if a more favorable model or promotion comes along.

FAQ

Q1: What are the main licensing metrics for SAP Concur?
A1: The primary metric is per expense report (or transaction) – SAP Concur often charges a fee for each expense report submitted (and similarly for travel bookings or invoices processed). In addition, many contracts include a per active user component or a base subscription fee covering a certain number of users or reports. In short, you typically pay based on how much the system is used (number of reports, invoices, trips) and how many users have access.

Q2: Can we get an unlimited or enterprise-wide license for Concur?
A2: It’s possible but not common for expense software. Large enterprises can negotiate an “all you can eat” flat fee for Concur covering all employees and unlimited transactions, but this will be priced high to account for worst-case usage. Most organizations find a hybrid model with volume tiers more cost-effective. If you go for an enterprise license, ensure it’s financially justified and flexible in case your company’s needs change.

Q3: How do we estimate Concur costs for budgeting?
A3: Gather data on your current expense volumes – e.g., number of expense reports per month, number of employees who file expenses, travel booking volume, etc. Use the approximate per-report cost (around $8-$9 at list, likely lower after discount) times your report count to get a ballpark annual figure. Add any base or user fees (your SAP rep can clarify). Also include one-time implementation fees, if any, and an annual support cost if opting for premium support. It often helps to get a preliminary quote from SAP Concur to see the breakdown and adjust your budget based on negotiations from that starting point.

Q4: Are there different editions or packages of SAP Concur we should consider?
A4: SAP Concur’s expense solution can be packaged in tiers. The Automate package is a standard offering with core functionality (expense reporting, receipt capture, basic policy controls) – often cited at around $9 per report. The Insights package builds on that with advanced analytics and custom reporting, while Optimize adds premium support and optimization services. Pricing for the higher tiers is quote-based (variable). You should discuss with SAP which package fits your needs; some enterprises start with the base and only pay for extras if needed. Ensure you’re not paying for the top tier if you won’t fully utilize those extra features.

Q5: What negotiable points should we focus on in the contract?
A5: Focus on the unit pricing (per report or user) – try to lower those rates or secure volume discounts. Also, negotiate the included volume (get as many reports/users included in the base fee as possible). Other key points: term length and renewal protections (cap price increases, lock in discounts for multi-year), payment terms (some negotiate annual vs quarterly payments to aid cash flow), and service level (if uptime or support response is critical, ensure SLAs are in the contract). Clarify any add-on fees (for integrations, additional modules) upfront and push to include essential ones in the base price.

Q6: How can we control costs once SAP Concur is implemented?
A6: After go-live, cost control comes from active license management and governance. Regularly review which users are active – remove those who don’t need access. Enforce policies like one expense report per month per employee to avoid an explosion of tiny reports. Monitor your monthly Concur invoices or usage reports; if you approach a threshold (e.g., nearing your annual included reports), you might temporarily consolidate expenses or negotiate an amendment. Also, disable any extra features or modules not in use to prevent accidental charges. Treat Concur like any cloud service – diligently manage usage and users.

Q7: We’re a small-to-medium business – is SAP Concur worth the high cost?
A7: SAP Concur is known to be one of the pricier solutions, geared towards mid-to-large enterprises that need robust features and integration. The per-report model can be expensive if your expense report volume or team size is small. Smaller organizations often evaluate alternatives (Expensify, for example, uses flat per-user pricing, which can be cheaper at low scale). That said, some SMBs still choose Concur for its scalability and to align with SAP if they’re growing fast or already using SAP systems. The key is to ensure you will utilize Concur’s advanced capabilities. If you only need simple expense tracking for a handful of employees, a lighter-weight (and cheaper) tool might suffice until you grow larger.

Q8: Does SAP Concur charge extra for implementation or support?
A8: The subscription fees cover the software usage, but implementation is typically a separate cost. If you have the expertise, you can implement Concur yourself, or hire SAP Concur consulting/partners for a fee. Sometimes SAP will offer a fixed implementation package or include some setup hours in a promotion – ask about this. As for support, basic support is included, but SAP Concur has premium support plans (with dedicated support contacts, faster response, etc.) that cost extra. Evaluate if the standard support meets your needs; many enterprises opt for at least a mid-tier support plan to ensure critical issues are resolved quickly, and they factor that cost into the contract.

Q9: What happens if we exceed our licensed amount of expense reports or users?
A9: It depends on your contract. Some contracts allow some elasticity with an additional charge per extra report (e.g., pay the per-report fee for the overage – this will show up in true-up invoices or renewal). Other contracts might require an upgrade to the next tier if you consistently exceed limits. It’s important to know this upfront. If you exceed a lot, SAP will likely bring it up at renewal (or sooner) to adjust your contract. The best practice is to communicate – if you see usage trending high, talk to your SAP rep. Often, they’d prefer to negotiate a new volume tier (possibly giving you a better rate at that higher volume) rather than just charge overage fees in an adversarial way. Avoid silent non-compliance – exceeding user counts without informing SAP could lead to compliance issues during an audit. It’s better to be proactive and above-board, working out a revised deal if your needs grow.

Q10: How can we ensure we’re license-compliant and prepared for an audit?
A10: To stay compliant, understand the terms: know how an “Active User” or “Report” is defined in your contract. Keep records of your usage (user list, report count) and reconcile them to what you’re entitled to. SAP Concur can usually provide admin reports on active users and documents processed – review those regularly. If an SAP audit comes, you must show that your usage (users, transactions) matches your contract. As a proactive step, perform an internal audit annually. For example, verify that you haven’t accidentally added a new subsidiary’s employees into Concur beyond the licensed count or that you didn’t enable a new module. Being self-aware of your license position means you can address any overage with SAP commercially before it becomes a compliance finding. In summary, diligent monitoring and open dialogue with SAP are the best ways to sail through any audit without issue.

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