Business trip automation
Labor effort reduction to organize business trips and paperwork.
Functional opportunities
Creating business trip request
Auto-check for exceptions, excess, corrections
Requests’ approval
Auto-check for conflicts in the business trip schedule
Automation of different indicators calculation
Creating and downloading printed document forms
Calculating rates for business trip of each employee
Creating notes in employees and managers schedules
ERP Systems integration: 1C, SAP
Module to book tickets, taxi, hotels
Solution description
To implement this system a list of e-documents is created – business trip requests.
With it:
Approval list
Requests to register business trips
Taxi requests
Advance money reports
Office memorandum
Acts on business trips registration
Acts on taxi
Process
An employee creates a business trip, specifying the required fields
The system allows to create personalized calculation for a group of users (for example, “Tickets class”, “Per diem”, “Taxi limit”)
The system sends a notification about the upcoming business trip to the business travel agency
Agency presents an employee with a business trip proposal
Employee chooses specification and send a request for approval to the persons responsible for the trip
After the approval, system creates an order in ERP System, when it is signed, the program expects when the business trip is over and sends a request to enter a report
At the end of the trip, the employee provides a report to the account department. After approval, the account department performs the approval of acts from the agencies
Results
Due to the introduction of the automation system to organize of business trips:
Reduced document approval time and improved trips’ planning efficiency
Control over travel expenses and preparation of reporting documentation is automated
Reduced labor efforts for paperwork and organization of business trips
Easier access to documentation
The system is flexibly integrated with all the company's systems and allows you to effectively use other tools to control and optimize costs, prepare various documentation and automate various business processes.
Costs and terms
from 200 000 batt
from 2 months
When is it useful?
If there are errors in business trip organization and coordination, which lead to a delay in approval and loss of documents
If there is a need to reduce the time for request approval and to register business trip documents
