Despite significant technological progress, electronic document circulation is still a dream in many companies. Laborious, manual settlements cause sleepless nights not only for employees, but also for HR and payroll departments. Settlement of business trips can be classified as such activities – necessary, although burdened with a high risk of human error. Meanwhile, the automated Qalcwise application will do most of the activities and calculations for you. Check how it worked for our clients.
Most of us remember settling our first business trip – collecting receipts and invoices, calculating mileage, filling out forms, sending emails or documents via internal company mail. Complicated procedures, in which it is easy to make a mistake. The need to manually enter information onto forms and into Excel spreadsheets increases the risk of typos, errors in numbers and other inaccuracies. The forms themselves can be complicated and contain a lot of fields that must be filled in according to requirements. What's more, each employee can use different formats and styles in Excel, which can lead to chaos and difficulties in consolidating data. Papers can be misclassified or damaged. The process of filling out, checking, accepting and archiving documents manually in many companies is very time-consuming for both employees who go on business trips and the accounting department.
"Automation of business trip settlements significantly increases the efficiency, accuracy and transparency of the entire process, while reducing the risk of errors and data processing time, accelerating cost acceptance and improving control over expenses, thanks to advanced reports available immediately. The business trip settlement application, like all others available in Qalcwise, is based on the NO-CODE system. This means that every user can use it freely and intuitively without the support of programmers and third parties. When going on a business trip, we need a mobile device, and after all, each of us has it with us 24 hours a day. It is in the application on the phone that we enter basic data, add photos, the system will calculate the mileage, allowance, and sort costs. The employee does not waste time on unnecessary paperwork - they have time to focus on their tasks" – says Przemysław Fura, Digital Marketing Manager at Qalcwise.
Automation of business expenses – Case Study Shoe Company
The Qalcwise.com application is used by one of the largest footwear companies in Europe, which employs 12 thousand employees and handles up to 26 thousand business trips per year. The company has used Excel and paper forms so far. With such a scale, automation of business trips has become a necessity. The company wanted to relieve the accounting department and increase employee satisfaction. In addition, the tool was to be compatible with the specifics of the company and its subsidiaries, as well as the previously implemented reservation systems. The solution used, the TEM – Travel & Expense Management application, shortened the process handling time by 70 percent. Thanks to automation and simplification of procedures, employees were more satisfied, and the accuracy and precision in settlements reduced the number of errors in documents. The accounting department no longer has to spend so much time on settling business trips, and the company's management has convenient access to analyses and reports without the need for special preparation. All data is archived – available immediately at any time.
Automation of business expenses – case study of Firma Pończosznicza
One of the largest manufacturers of hosiery and clothing products in Poland was looking for a tool that would automate the process of settling business trips and handling car allowances. The solution was to be used by as many as a thousand users, some without access to a computer or e-mail. The company had previously relied on Excel printouts and tables. The implementation of the TEM application completely eliminated paper documents. The time of handling business trips will be shortened by 60 percent and the time of paying out funds due to an employee by 50 percent. An important element was to enable the supervisor to issue an application on behalf of an employee who does not have access to e-mail. All data, such as MPK, is downloaded automatically, and all entered information is continuously saved in reports. Thanks to its flexibility, Qalcwise is a tool tailored to the individual needs of the customer. It does not contain elements that are irrelevant or make it difficult to fill out documents or applications correctly. Automation of processes allows for more effective management and settlement of business trips and provides reliable insight into the costs associated with them. If you want to learn more, try the DEMO version or schedule a meeting.
