Business trip settlements are one of the most hated tasks — both for employees and accounting departments. See how, thanks to the Qalcwise application, you can shorten travel expense reporting by up to 90% and complete it even before returning to the office!
Collecting expense reports from employees at the end of the month is a nightmare for almost every finance or accounting department. On the other hand, finding missing receipts, filling out forms, printing documents, and collecting signatures is also far from being a favorite task for employees.
The more we simplify and automate this process, the more willing employees are to handle it on an ongoing basis.
The TEM (Travel Expenses Management) application enables full automation of business trip settlements — starting from travel approval, through expense reporting, preparation of settlements and approval, all the way to reimbursement.
And that’s not all. By moving travel expense management to Qalcwise, you can finally enforce your company’s expense policies effectively. You can easily define rules, limits, permissions, and alerts that minimize the risk of abuse.
The Qalcwise application also helps eliminate mistakes that occur in roughly every fifth spreadsheet-based settlement.
How the Qalcwise travel expense app works
Fast creation and approval of business trips
After logging in and opening the application, the employee creates travel stages. One stage if traveling to a single location, or multiple if visiting several destinations.
Then they define the purpose, client, destination, dates, transport method, and advance payment amount. Private stays can also be added.
The completed request is sent for manager approval. The manager receives a notification and can approve or reject it directly in the application.
If approved — everything is ready. The employee can travel. Submitting the request and receiving approval takes only a few minutes.
Expense reporting during the trip
During the business trip, the employee can record expenses in real time. Using the mobile version of the application, they can take photos of receipts and invoices directly with their smartphone.
Managers and accounting teams can also use the mobile version to review expenses and approve or reject requests.
After returning to the office, the employee does not need to fill in additional documents or copy receipts — all expenses are already registered and approved.
Of course, the employee can also settle the trip after returning. Each stage of the trip is recorded separately, including expenses, mileage, and uploaded receipts or tickets.
The application automatically calculates domestic and foreign per diems as well as mileage allowances, ensuring compliance with regulations.
It can also import transactions from company credit cards automatically.
Instant reimbursement of expenses
The completed report goes to the manager for approval and then to accounting.
Qalcwise allows automatic mapping of costs to accounts and cost centers (MPK).
Accounting can generate a bank transfer directly from the application (without logging into the bank system) and archive the settlement.
This is another major time saver.
Employees receive reimbursement immediately, without waiting months or sending reminder emails.
Full control
At any time, managers and accounting teams can check expense levels and generate required reports.
The application can also generate scheduled automated reports and send them to selected users.
This allows easy cost analysis versus budget and reporting in any dimension required by the finance department.
Why Qalcwise?
Qalcwise applications have a major advantage over competing solutions — they are fully customizable to company needs.
They are not rigid, off-the-shelf tools with fixed modules, but flexible solutions that do not require long and costly implementation projects.
They can be extended with any required functionality and integrated with ERP systems, suppliers, or booking platforms (e.g. Booking.com).
This means you can replicate your travel expense process 1:1 in the application while maintaining full flexibility.
Because Qalcwise uses no-code technology, the applications are self-service. With knowledge of the process and spreadsheet-like formulas, users can build applications without IT support.
Using the application is as easy as configuring it.
Thanks to an intuitive interface, employees, managers, and accounting teams all have access to the data they need and can manage requests, approvals, and expenses easily.
No paper documents, no scanning, no emails, no spreadsheets.
With Qalcwise, managing business trips is up to 90% faster.