Business trips and advance reports – process automation
Are you familiar with these problems?
Long approval of the business trip budget
Difficulties with business trip registration without access to a computer
Costly logistics: buying tickets, booking a hotel
Routine business trip reporting process
Solutions
We consider business trips as a single business process – from creating a request to issuing a travel report. LITIKO LLC fully automates its execution, ensuring communication between company departments and assigning tasks to robots.
BPMS (Business Process Management System)
A class of corporate systems designed to manage the business processes of an enterprise
Ensuring the legal significance of electronic advance reports
Fast and regulated approval of business tripsм
- A business trip request is created in a few clicks in the system, and you can specify several destinations at once.
- Right in the application, you can request the purchase of tickets or indicate that the trip is planned by personal vehicle.
- Approval is carried out within the framework of a task on a customized route with clear deadlines and responsibilities, as provided for by the company’s regulations.
- If there are any inaccuracies in the design, the responsible persons can send the request for revision to the initiator.
- As soon as the request is approved by all responsible persons, the system automatically generates a travel order based on the data from the request. The manager has to sign the order using an electronic signature (ES), and the accounting department has to transfer the advance payment.
Correctness of extracting details from the document is more than 90%
Preparation of an expense report with minimal employee effort
- The system generates an expense report card (ER) automatically after transferring funds to the employee who is going on a business trip.
- Documents confirming the expenses (e-tickets, receipts, scanned images or photos of invoices, receipts) are sent to a special email address of the organization, from where they are picked up by intelligent services (RPA robots) and sent to the system.
- Intelligent services (RPA robots) also extract data from receipts and tickets and then automatically enter it into the tabular part of the report card.
- The employee checks the report card and the correctness of the information provided and approves it by the manager.
- The electronic expense report is generated automatically based on the data in the card. The employee only needs to sign the AP and submit the paper originals to the accounting department.
The risk of losing documents is minimized
Easy uploading of documents for tax audit
- All advance reports are stored in a single registry in the system, and access to them is limited by the configured user rights.
- According to the set parameters, you can quickly find and download an archive with reporting documents for tax and audit purposes.
- The reports are uploaded in accordance with the requirements of the regulatory authorities: together with files supported by a qualified electronic signature (QES) and supporting documents. In addition, the report is stamped with the information about the ES. If the AP is signed by a simple ES, then only the document with the stamp is uploaded.
Results of implementation
1
%
Reduced time for the business trip process
1
min.
Spent by an employee on business trip registration
1
%
Reduction of direct costs for the business trip process
Average in companies where LITIKO LLC has implemented the Travel and advance reports solution
Use omnichannel in business trips
Start the business trip process through any convenient channel – browser, smartphone, messenger, or native app. For example, send a message to a chatbot that you are planning a trip. Or call a voice robot, which will ask you about all the necessary details and start the business trip preparation process.
Work with any device
Start the process even if you’re already on a business trip, on the road, or simply away from your computer.
Natural communication
No need to learn standard commands. Text and voice robots work like regular operators – they will capture all the information and start the process.
At any time
The robot does not go to sleep and has no days off. You can start the process even at the most inopportune moment.
Feel the effect of implementation
Use a full-fledged travel management system. It flexibly integrates with all corporate accounting systems, allowing you to quickly collect and analyze all travel data and integrate business trips into the end-to-end process of the company’s commercial activities.
More efficient
The management of employee business trips is being improved. Reports on business trip expenses are generated automatically. Specialists no longer have to deal with routine tasks.
Faster
Organizing a business trip takes a much shorter period of time, with documents being approved and logistics calculated in a matter of minutes. The deadline for reporting business trip expenses is not violated.
Cheaper
The solution saves expensive resources for office managers, executives, and employees. Thanks to the automation of travel expenses accounting, the accounting department saves time.
More transparent
Accounting of expenses and their posting is automated. All documents for business trip spending are collected in a common system.
Business trips and advance reports – process automation
Implementation examples
A management accounting system was built, which made it possible to analyze the company’s financial results and the profitability of business lines from different angles. Three main financial reports were created and automated: P&L, Cashflow, Balance. A CRM system for sales and project management was installed. It allowed to build communications with external contractors and between employees, to appoint a specific person responsible for each process within the company, to establish project management and concert planning. As a result of the implementation, the client received a single integrated environment in which all its departments work. There is a clear picture of any project – from the first negotiations, distribution of responsibilities and tasks, to understanding what includes accounting of income and expenses of a particular project.
Implementation of ERP and CRM systems based on Bitrix24 and 1C: Enterprise products.
A company working in the show business sector
We finalized IFRS accounting components on the basis of 1C: Enterprise configuration “Production Enterprise Management”. The work was carried out in several stages, within the framework of which we realized: finalization of the mechanism of elimination of intragroup operations, mapping and translation of IFRS, finalization of the document (report) “Sales base”. This made it possible to reduce the time of formation of financial statements, reduce the number of routine operations on data erection, as well as reduce the risk of errors caused by “manual” data processing.
Improved the efficiency of reporting under IFRS international standards
Agricultural company
As a result of the implementation, the company additionally began to receive several million hryvnias of profit each month due to saving the working time of employees, increasing labor productivity and reducing the production cycle – increasing the speed of passing all documentation within the enterprise.
Implemented an electronic document management system
Pump equipment production plant
This tool allowed the client to model and automate the execution of business processes, monitor and analyze them in depth, identify and eliminate problem areas. As a result of the implementation, the company increased its operational efficiency, ensured effective interaction of its departments, minimized the impact of human factor on the workflow, thus eliminating the loss of important information.
Implemented Business Process Management System (BPMS)
Large pharmacy retailer
