Electronic document workflows, despite significant technological advances, are still out of reach for many organizations. Manual expense processing remains a challenge not only for employees but also for HR and payroll teams. Business travel expense management is a perfect example of a necessary process that is highly susceptible to human error. With the Qalcwise application, however, most tasks and calculations are automated. See how it has helped our customers.
Most of us remember submitting our first business travel expense claim—collecting receipts and invoices, calculating mileage, completing forms, and sending documents by email or internal mail. These are complex procedures where mistakes are easy to make. Manually entering information into forms and Excel spreadsheets increases the risk of typos, incorrect numbers, and other inaccuracies.
The forms themselves can be complicated, containing numerous fields that must be completed according to company requirements. In addition, employees often use different spreadsheet formats and styles, making data consolidation more difficult. Paper documents can be misplaced, incorrectly classified, or damaged. As a result, manually completing, reviewing, approving, and archiving business travel documents is a time-consuming process for both employees and accounting teams.
Automation of business travel expense management significantly improves the efficiency, accuracy, and transparency of the entire process while reducing the risk of errors and shortening processing times. It accelerates expense approvals and provides greater control over spending through advanced reports available on demand. Like all applications built with Qalcwise, the business travel expense application is based on a no-code platform. This means that users can work with it easily and intuitively without the support of developers or third parties. When traveling on business, all employees need is a mobile device—which most people already carry with them at all times. Using the mobile application, employees enter the required information, attach photos of receipts, and let the system automatically calculate mileage reimbursement and travel allowances while categorizing expenses. Instead of spending time on paperwork, employees can focus on the work that matters most. — Przemysław Fura, Digital Marketing Manager Qalcwise
Business Expense Automation – Footwear Company Case Study
One of the largest footwear companies in Europe uses the Qalcwise platform. The organization employs 12,000 people and processes up to 26,000 business trips each year. Previously, it relied on Excel spreadsheets and paper forms. At this scale, automating business travel expense management became a necessity.
The company’s goal was to reduce the workload of the accounting department while improving the employee experience. It also required a solution that would fit the organization’s structure, support its subsidiaries, and integrate with its existing travel booking systems.
The implemented TEM (Travel & Expense Management) application reduced process handling time by 70%. By automating and simplifying procedures, employee satisfaction increased, while the accuracy of expense processing significantly reduced the number of errors in documentation.
The accounting team no longer needs to spend as much time processing business travel expenses, and company management has immediate access to analyses and reports without the need for manual preparation. All data is archived and available whenever it is needed.
Business Expense Automation – Hosiery Company Case Study
One of Poland’s largest manufacturers of hosiery and apparel was looking for a solution to automate business travel expense management and car allowance processing. The application was intended for 1,000 users, including employees without access to a computer or email.
Previously, the company relied on paper documents and Excel spreadsheets. Implementing the TEM (Travel & Expense Management) application completely eliminated paper-based documentation. The time required to process business trips was reduced by 60%, while the time needed to reimburse employees decreased by 50%.
A key requirement was the ability for managers to submit requests on behalf of employees who did not have access to email. All relevant data, such as cost center information, is retrieved automatically, and every submitted record is immediately reflected in reports.
Thanks to its flexibility, Qalcwise delivers a solution tailored to the customer’s specific business needs. It includes only the functionality required for the process, eliminating unnecessary elements that could complicate completing forms or requests. By automating business travel processes, the organization can manage and settle travel expenses more efficiently while gaining reliable visibility into related costs.