Lincoln City FC: Streamlining club finances with Moss

When football matches, travel and operations run week round, the finance team needs to keep up with the same energy as those on the pitch.

For Lincoln City FC, managing staff expenses across irregular hours and locations had become a growing challenge. Before Moss, expense management was a slow and manual process.

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With around 50 to 60 full time staff and around 20 submitting expenses regularly, the finance team was spending hours reconciling spreadsheets and verifying receipts every month. “Processing each claim would take about 10 to 20 minutes from start to finish,” explains Tom Hall, Lincoln City FC's Chief Finance and Governance Officer. “Moss has reduced that time by around 5 to 10 minutes per employee, a 25 to 50 percent time saving overall.”

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From manual uploads to mobile ease

Lincoln City FC turned to Moss to eliminate paper based processes and give staff an easier way to submit expenses from anywhere.

“The fact that Moss had a mobile app was key,” says Hall. “Many of our staff are on the road or at grounds across the country at all hours of the day, especially our first team and media staff. Being able to snap a photo of a receipt and submit it on the go has made things so much easier.”

The team also valued Moss’s experience working with other football organisations. “That gave us confidence you understood the challenges of our industry, it was not a one size fits all solution,” Hall notes.

Efficiency across the club

Moss has delivered improvements that benefit everyone, not just finance.

“It’s been evenly spread throughout the club,” Hall explains. “Everyone submitting expenses now has a more efficient process. What used to be a painful task at the end of the month is now quick and easy.” For the finance team, the impact has been clear.

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With strong adoption across departments and a high level of automation already in place, Lincoln City FC now manages expenses and card payments more efficiently than ever. Moss gives the finance team and wider staff real time visibility and control over spend while reducing manual work across the organisation.

New flexibility with virtual cards

The club has recently expanded its use of Moss through virtual cards, helping manage one off purchases more securely.

“We only have two official bank cards for the club, both managed by finance,” explains Hall. “With virtual cards, if someone needs to make a one off payment and we’re not at our desks, they can request a purchase card instantly. It gives us control and flexibility at the same time.”

Onboarding and support

Lincoln City FC's team was also impressed by the straightforward onboarding experience. With hands-on guidance from the Moss team, everything was up and running much sooner than expected.

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The road ahead

Lincoln City FC plans to continue strengthening its financial processes and exploring new ways to drive efficiency. “Moss has given us a strong foundation to build on,” says Hall. “It has made managing expenses simpler, faster and more accurate, and that makes a real difference for a club of our size.”

When asked to summarise Moss’ value in a single sentence, Hall says:
“It’s the opportunity cost, the time our staff save by not worrying about expenses, which they can spend on higher value work instead.”

(Lincoln City FC kit image credit: Chris Vaughan)