case studies

Bouygues construction client arago consulting

Bouygues Construction: managing administrative audits with Extract-it

Project objective

Bouygues Construction, a global construction player, has been using SAP Concur to manage its expense reports for several years. In 2022, the group integrated Extract-it, a solution developed by Arago, in order to extract supporting documents from SAP Concur Expense without relying on the platform's costly APIs. Faced with an audit covering three fiscal years, Bouygues called upon Arago to develop a bespoke feature enabling rapid identification and extraction of a targeted sample of supporting documents.

Client context and challenges

An unprecedented volume of data to process under time pressure

As part of an administrative audit, Bouygues Construction's teams faced a significant requirement: provide 4,700 supporting documents from 130,000 lines of expense reports recorded between 2022 and 2024, covering three full financial years. With 10,000 expense reports processed per year, manually reconstructing this sample would have represented a major operational risk and a considerable workload for internal teams.

The organisation faced several specific challenges:

Volume and complexity: identifying 4,700 supporting documents from 130,000 lines over three years, without an automatic reconciliation tool.
Readability constraint: attachments had to be presented in a structured format, directly accessible to inspectors.
Concur API costs: using the platform's native APIs to extract data at this scale would have generated very high costs.
Tight deadline: the response to the administration could not wait for a complete overhaul of the process. An operational solution was needed within a matter of weeks.

Key issues

Beyond the immediate audit, the project was part of a broader long-term compliance approach:

Regulatory compliance: meeting administrative requirements with clear, traceable, and complete supporting documents, reducing the risk of reassessment.
Traceability and verifiability: meeting the obligations of law on corruption prevention, which requires expenditure traceability and the ability to rapidly produce reliable supporting documents.
Cost control: avoiding the use of SAP Concur APIs, whose usage-based pricing represents a significant additional cost at group level.
Reusability: having a durable tool, activatable for any future audit (financial, compliance, internal audit) or deployable across other group entities.

Solution and benefits

To meet this requirement, Arago's teams developed, under a dedicated contract, a new feature within Extract-it. This is based on an automatic reconciliation mechanism between the lines targeted by auditors and the SAP Concur records, followed by a structured extraction of the corresponding supporting documents.

A bespoke development, delivered within one month

The approach was structured in three stages:

Loading and reconciliation: via a loading file provided by Bouygues' teams, the tool automatically identifies the expense report lines to be extracted from SAP Concur.
Extraction and structuring: generation of an enriched Excel file, in which each line has a direct link to its attachment, extracted and grouped in a compressed archive ready to send.
Turnkey delivery: from expression of need to go-live, the tool was operational in under one month, thanks to Arago's team's immediate understanding of the business challenges.

Measurable results

4,700 supporting documents extracted and organised from 130,000 lines of expense reports across three financial years, without manual intervention.
Delivery in under 1 month: from expression of need to operational tool.
Significant time savings for accounting and HR teams, freed from a lengthy and risky manual reconstruction.
Reduced risk of reassessment: structured and readable presentation of supporting documents, minimising friction points with auditors.
Durable and reusable tool: already activated under the law framework, deployable across other group entities or other audit types.

Go further with Arago

Why choose Extract-it for your SAP Concur audits and extractions?

Extract-it is a solution developed by Arago, a specialist in SAP SuccessFactors and SAP Concur since 2010. Designed to extract supporting documents from SAP Concur without relying on the platform's native APIs, it addresses the compliance, traceability, and cost management needs of large enterprises.

The solution adapts to your existing processes through bespoke developments, as demonstrated by this Bouygues Construction project. Whether it concerns a URSSAF audit, a Sapin 2 law audit, an internal financial review, or a recurring extraction need, our teams design the feature suited to your context, with a rapid go-live.

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Selected solutions

To address these challenges, Bouygues Construction relied on the following solutions, integrated and developed by Arago:

SAP Concur Expense

Integrating your expenses data means that your company can always control spending anywhere and at any time.

Arago Extract-it

Extract-it allows you to extract expenses and related receipts from your Concur expense solution quickly, in just a few clicks.