Case study: “Implementation of a solution for automating the business travel process”

About the Client

This is an internal case study from LITIKO, a leading IT integrator in Ukraine and a resident of Diia.City, with over 20 years of experience in implementing electronic document management systems and automating business processes. The company has successfully delivered more than 350 projects for clients such as ATB, ALEF, Kyiv Cardboard and Paper Mill, Farmak, UNIQA, BASF, and others.

The Problem

We asked numerous accountants, heads of financial and IT departments about the challenges they most frequently face when organizing business trips.

In many companies, the process of organizing business trips is complex and unstructured, involving manual approvals, request processing, booking, and post-trip reporting. This approach leads to:

• High workload for accounting and management;
• Complicated control over approval stages;
• Delays and document loss;
• Slow reporting speed;
• Risks of duplication, inaccuracies, and human errors.

The Solution

The LITIKO team decided to develop a business trip management solution based on the Scriptum system, tailored to real user needs.

Goal — to provide a unified, controlled, and fast mechanism for planning, approving, and supporting all stages of a business trip.

Solution Functionality

Within the Litdoc solution for business trips and advance reports, the following features are implemented:

• Business trip request — created with details on purpose, dates, route, and expected expenses;
• Automatic approval — triggered by roles: manager, finance department, logistics, etc.;
• Business trip order generation — automatically based on request data;
• Actual expense report — records real expenses after the trip and generates an advance report;
• Deadline and status control — notifications, transparent stages, and access to relevant information only.

Implementation

• The solution is based on out-of-the-box functionality and can be configured in 2–3 working days;
• LITIKO analysts described a typical business trip process, which was standardized and documented in a template;
• After installation, the system is ready to launch — just fill in the directories of structural units and roles;
• The solution is scalable — additional stages, custom fields, and integration with accounting systems can be added.

Results

• The average time for business trip request approval was reduced by 2–3 times;
• All approved documents (request, order, report) are now stored centrally, linked to the employee and department;
• Human error is minimized — thanks to templates, directories, and control at every stage;
• Transparency increased — management can view request statuses at any time;
• Report preparation now takes minutes, not days.

Conclusion

Implementing the business trip management solution at LITIKO became an example of rapid automation of a routine process, while maintaining flexibility and scalability. Thanks to a structured approach, the company ensured transparency, accountability, and convenience in managing business trips, paving the way for similar solutions in other businesses.