Smarter Telecom Expense Management Solutions for Telecom CFOs in 2025

We know you have already moved past paper receipts and handwritten expense logs. You are likely using software to track and manage spending.

However, the real question is whether your current system is helping your finance team reduce errors and operate more efficiently. In fact, most finance leaders still face compliance and fraud risks due to outdated or manual expense tracking tools.
For CFOs in the telecom industry, managing expenses can be even more challenging. The telecom sector involves high infrastructure costs, roaming agreements, complex vendor contracts, and fluctuating network-related expenses. Also, a high percentage of telecom charges contain billing errors. These mistakes often result in overpayments and missed opportunities to save, and that’s when they need a Telecom Expense Management solution.

Effective expense management in telecom goes beyond processing reimbursements. It is a strategic function that helps control rising costs, improve billing accuracy, and provide complete visibility into financial operations.
Here, we shed light on how adopting a smarter telecom expense management solution can help telcos operate more effectively and reduce financial risk.

You’ll learn what TEM is, why telcos need it, the role of platforms like ServiceNow, and how Aelum’s AI-powered solutions simplify the process.

What is Telecom Expense Management?

Telecom Expense Management (TEM) is the strategic approach of managing and improving your organization’s telecom, wireless, voice, and data services, along with IT-related expenses. It involves tracking usage, paying invoices, managing contracts, and identifying areas where overspending may occur. Using TEM solutions enables telcos to reduce costs, boost operational efficiency, and gain better insights into their expenditure.

TEM solutions are specialized software tools to provide visibility into all parts of your telecom environment, helping you answer important questions like:

• Are we optimizing our internal network and operational costs?
• Are billing errors or inefficiencies affecting our profits?
• Are we accurately capturing all usage and revenue?
• Are we keeping up with changing regulations and contract obligations?

The right TEM solution can help telcos to avoid unnecessary costs, increase efficiency, and manage their growing needs more effectively.

The Need for Telecom Expense Management for Telco

Telecom services become more complex and competitive as they expand into new technologies like 5G, cloud, and fiber networks. Managing this complexity while keeping costs under control and improving profitability requires more than traditional finance tools. Here are the main reasons telco CFOs should consider adopting a modern TEM system.

1. Rising Infrastructure and Operating Costs

Rolling out and maintaining advanced networks such as 5G, fiber, and edge infrastructure involves large capital and ongoing operating expenses. These costs can proliferate and impact profitability if not closely monitored.

How TEM helps: 

TEM systems provide detailed insights into where money is being spent across your network and services. They help you track usage patterns, flag overspending, and make informed decisions on where to cut or adjust budgets.

2. Revenue Loss Due to Billing Errors

Even minor billing errors can add up to significant revenue leakage. Mistakes can occur in customer invoicing, including incorrect usage charges, missed fees, or incorrect discount applications.

How TEM helps: 

TEM platforms run automated checks between your billing data, service records, and contract terms. They detect discrepancies early, helping your finance team correct issues before they impact revenue or customer trust.

3. Complex Vendor Contracts and Lack of Visibility

Telcos often rely on third-party providers for infrastructure, bandwidth, roaming, data centers, and cloud services. Each vendor may have its own format, pricing model, and terms.

How TEM helps: 

TEM software gives you a centralized view of all vendor agreements and invoices. It helps track service performance, stay ahead of renewal dates, and identify which contracts are overpriced or underutilized.

4. Limited Oversight Across Business Units

Large telecom organizations usually operate across multiple geographies and departments. When spending data is spread out and not connected, it’s hard to get a full picture of your telecom costs.

How TEM helps: 

TEM centralizes expense data from across all departments and business units. It provides dashboards and reports that let finance leaders track spending by region, service, or product line, helping drive better financial planning.

5. Compliance and Regulatory Challenges

Telecom companies must meet strict regulations related to billing accuracy, record-keeping, and financial transparency. Manual processes make it difficult to ensure compliance and can increase the risk of errors during audits.

How TEM helps: 

TEM platforms maintain complete digital records of all telecom transactions and contracts. They support automated reporting and audit trails, which simplify regulatory compliance and reduce legal and financial risks.

6. Inefficiencies from Legacy Systems

Many telecom providers still rely on legacy systems to manage finance, invoicing, procurement, and vendor relationships. This leads to duplicate work, inconsistent data, and delayed decision-making.

How TEM helps:

TEM solutions integrate with your existing ERP, billing, and procurement tools to streamline processes, reduce manual effort, improve data accuracy, and enable faster, more confident financial decisions.

Also Read: Generative AI in Telecom: What Happens in 24 Hours Inside a Smart Telco

Key Capabilities of TEM solutions and the role of ServiceNow

1. Inventory Management

A robust TEM system provides a centralized view of all telecom-related assets, including mobile devices, SIM cards, phone lines, circuits, software licenses, and cloud communication tools. This helps avoid overspending on unused services and simplifies audits and compliance checks.

How ServiceNow helps:

• Telecom Network Inventory & CMDB: ServiceNow consolidates all telecom and IT assets into a central Configuration Management Database (CMDB). It provides real-time visibility into circuits, devices, services, and locations, ensuring accurate inventory and easier lifecycle tracking.
• Automated Inventory Updates: Through integrations with platforms like, inventory records are automatically updated based on provisioning or data, eliminating manual errors and helping ensure data accuracy for audits.
• Lifecycle Management: By linking assets to incidents, changes, and users, ServiceNow helps organizations track asset usage, decommission unused lines, and avoid paying for inactive services.

2. Invoice and Payment Processing

Telecom billing is complex, and a good TEM platform automates the collection and validation of invoices from multiple vendors. It verifies charges against contracts and usage data, flags discrepancies, and ensures timely, accurate payments.

How ServiceNow helps:

• Automated Invoice Ingestion & Validation: ServiceNow, with its out-of-the-box apps automatically resolves telecom invoices, validates charges against inventory and contracts, and flags errors for review.
• Accounts Payable Integration: These applications connect directly with ERP systems (SAP, Oracle, NetSuite), automating approvals and payment execution while maintaining audit logs.
• Dispute Management Workflow: Discrepancies in invoices are routed to relevant stakeholders via ServiceNow workflows, making it easy to track, resolve, and document disputes.

3. Contract and Vendor Management

Many organizations struggle to keep track of contract terms, SLAs, and renewal dates across multiple telecom vendors. TEM tools help centralize all contract data, set renewal reminders, and ensure vendors meet agreed-upon conditions.

How ServiceNow helps: 

• Contract Management Module: ServiceNow stores vendor contracts and SLAs in one place, sends automated renewal alerts, and ensures contract terms are easily accessible for comparison and compliance.
• Vendor Management Workspace: This module tracks vendor performance, service issues, and SLA breaches. It automates onboarding and offboarding and supports centralized collaboration with telecom providers.
• Billing Compliance Checks: ServiceNow compliance capabilities compare vendor invoices against contract terms to automatically highlight overbilling or missed discounts, helping organizations avoid financial leakage.

Also Read: What is TSM in ServiceNow? A Guide for the Telecom Industry

4. Cost Allocation and Reporting

Understanding where telecom expenses are coming from by department, region, user, or service is critical for budgeting and optimization. A strong TEM system supports granular cost allocation and real-time reporting to drive smarter decisions.

How ServiceNow helps: 

• Granular Cost Allocation: Costs can be automatically assigned to business units, cost centers, or specific users based on inventory usage and data, improving accountability.
• Dashboards & Analytics: Real-time dashboards visualize spending trends, top cost drivers, and zero-usage assets. Finance teams can access detailed insights to inform budgeting and procurement strategies.
• Automated Reporting & Audit Readiness: ServiceNow and its TEM apps generate scheduled reports that support compliance, internal audits, and executive reviews, all with minimal manual effort.

Checkout Aelum’s AI-powered Expense Management

Expense management gets easier when you combine smart automation with clear policy enforcement. Our ServiceNow AI-powered solution helps reduce errors, control spending, and ensure compliance at every step. Built by Aelum’s experienced ServiceNow consultants, it’s fully integrated into the ServiceNow platform delivering a seamless experience and scalable workflows that grow with your business.

Key Features:  

• OCR-Driven Automation: Automatically extracts data from receipt images or PDFs using OCR, minimizing manual entry.
• Policy-Based Validation: AI validates expenses like travel and meals based on predefined rules such as job level, distance traveled, and trip duration.
• Smart Filtering of Expense Items: Automatically detects and classifies alcohol vs. non-alcoholic items and enforces company policy.
• Anomaly Detection: Flags outliers and discrepancies in real-time, prompting human approvers only when needed.
• End-to-End ServiceNow Integration: Built natively on ServiceNow, it integrates directly with existing workflows, approval chains, and financial systems.

Manage Expenses the Smarter Way with Aelum

Telecom costs can quickly spiral without the right controls. A strong Telecom Expense Management system helps you stay on top of contracts, invoices, inventory, and usage reducing waste and boosting visibility. At Aelum, we help telcos streamline their TEM processes through expert implementation, automation, and integration within the ServiceNow platform. Backed by our expert consultants, it’s designed to cut costs, improve compliance, and scale with your enterprise.

Ready to take control of telecom spend? Let Aelum help you do it smarter.