Introduction
Our client is a global pharmaceutical company operating in more than 50 markets, including Poland, with 14 manufacturing facilities worldwide. The company specializes in the production and distribution of branded, generic, and over-the-counter (OTC) medicines, while continuously investing in research and development (R&D).
With operations spanning multiple countries, the company operates in a complex business and regulatory environment. This requires close coordination across the organization while giving local teams the flexibility to adapt business processes to their specific market needs.
Challenges Before Implementation
Before implementing a dedicated solution, the client faced challenges in managing expenses generated by its sales team. Around 60 field representatives carried out marketing and sales activities within allocated budgets, while supporting documents were submitted to headquarters through multiple channels, including email scans and hard copies delivered in person.
The client began looking for a business expense management application that would automate the expense approval process, strengthen budget control, and reduce the administrative workload for both business and finance teams.
Why Did the Client Choose Qalcwise?
The decision to choose Qalcwise was driven by several key factors:
"The greatest value of Qalcwise was its ability to adapt to our existing business processes. We didn't have to change the way we work—the system was built around our day-to-day operations.
Solution Scope
The Qalcwise implementation covered key business processes related to expense management and budget control.
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Expense Document Approval
The platform enables sales representatives to submit and describe invoices quickly and accurately, while allowing managers and finance teams to review and approve them efficiently. As a result, the entire expense document workflow has become more transparent and better controlled.
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Budget Management and Expense Control
Qalcwise provides real-time visibility into budget utilization across individual sales representatives and marketing activities, helping the organization control spending more effectively and prevent budget overruns.
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Further Digital Transformation
The company plans to expand the solution with five additional applications supporting the expense document process, including workflow enhancements, reporting capabilities, and the management of additional document types.
"For us, implementing Qalcwise was not only about solving current challenges—it was also an important step toward further digital transformation. The platform gives us a foundation for moving additional business processes to modern, flexible applications.
Benefits of the Qalcwise Implementation
Benefits of the Qalcwise Implementation
The implementation of Qalcwise delivered measurable improvements to the client's day-to-day business operations.
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Greater Control Over the Expense Approval Process
The company gained full visibility into the expense document workflow, reducing the risk of unauthorized spending and incomplete expense records.
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Reduced Unnecessary Spending and Budget Overruns
By linking expenses directly to allocated budgets, the organization minimized the risk of overspending and strengthened financial discipline.
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Faster Processing and Reduced Accounting Workload
Process automation significantly shortened document processing times while reducing the workload for managers and finance teams.
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Fewer User Errors
The application helps sales representatives submit expense documents more accurately, improving information flow and reducing the need for corrections.
Thanks to Qalcwise, the client not only simplified and accelerated its business expense management process but also gained greater confidence that expenses comply with allocated budgets while ensuring full transparency across the entire workflow.
Implementation Results at a Glance
The implementation was completed in six months, and the system was widely adopted from day one. Below are the results achieved during the first four months of operation.
More than 4 460 expense invoices processed through the system
Within the first four months after go-live, 82 active users were working with the application on a daily basis, and the system processed 1,014 budget approval workflows.
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82 active daily users
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1 014 budget approval workflows
"Within the first few months of implementation, we saw a significant improvement in our day-to-day operations. Our processes became more transparent, expense processing became faster, and we gained full control over business spending.
These results demonstrate that Qalcwise quickly became an integral part of the client’s business operations. The implementation delivered measurable value within the first few months, allowing the organization to realize a rapid return on its investment.