Travel orders are one of the most time-consuming and administratively exhausting processes in the company. Employees don’t like them, accountants don’t like them, and managers often only get an overview of them when it’s too late to make a difference. SmartFP makes it a clear and, most importantly, simple process that saves time for everyone involved.
Summary of article on travel orders:
What is a travel order and what does the Travel Orders module bring
A travel authorisation is a document that authorises a staff member to travel on official business and contains information on the purpose of the trip, the costs and the calculation of the amount of entitlement to reimbursement according to Act No. 262/2006 Coll., Labour Code. It serves as a basis for the billing of transport, board and lodging costs. Digitising this process with systems such as SmartFP simplifies and speeds up travel management, reducing the administrative burden and the risk of errors.
Travel orders module in the SmartFP platform offers a clear way to manage business travel from request to settlement in one place. It allows employees to easily enter a travel request, provides managers with an estimate of reimbursement costs when approving online, and makes it simple to enter travel progress. Based on the information entered, the system automatically calculates the actual amount of compensation. It is possible to synchronise the lump sums for individual refunds with the decree or adjust them according to internal guidelines directly in the administration.
What does the processing of travel orders look like without digitalisation
Travel orders are filled out in Excel or on paper, the data is transcribed manually and the company is run around for signatures. Receipts end up in wallets or in pockets, and everything has to be intricately recalculated and documented upon return. The accountant then spends time checking for errors, transcribing them into the system and the company doesn’t have a quick overview of how much the business trips actually cost.
What problems often occur:
- unnecessary administrative burden on accountants and managers,
- miscalculated amounts,
- missing data,
- delays in billing and payment of refunds,
- binders full of papers,
- and zero online visibility.
In short, travel orders take more time than the journey itself and instead of controlling costs, they just create more paperwork. Yet it can be done more easily, clearly and entirely online.
How SmartFP simplifies travel orders
Travel orders module in SmartFP processes business trips from A to Z completely online – from the request before the trip, through approval to the final billing and submission to accounting. Employees, managers and accountants work in one system, with up-to-date data and no unnecessary paperwork.
Everything is done electronically from your computer or mobile phone, so no matter where you are, applications, approvals and billing can be conveniently handled from your hotel room, office or while you’re on the go. In addition, the module can be connected to other business applications via REST API, so travel orders can be created or updated automatically based on data from other systems.
What are the key features of the Travel Orders module?
- Online travel management – travel orders are created, edited and approved in one system – from application to settlement, without printing and paper binders,
- Access from anywhere – the employee completes the trip from a laptop or mobile phone, takes a picture of the receipt on the way and uploads it to the system. Managers also approve remotely, nothing is waiting for a “signature in the office”,
- Automatic calculations according to legislation – the system calculates compensation according to the applicable Czech and Slovak legislation, monitors typos and missing data, so the accountant no longer has to manually correct errors in Excel, but just checks the finished result,
- Automatic currency conversion – automatically synchronises currency exchange rates every day according to the CNB, so converting foreign travel into your chosen currency is a matter of one step. It is also possible to specify your own currency amount,
- Electronic records of documents and trips – receipts and documents are uploaded for a specific trip, visible to the accountant immediately upon approval. The company has a central overview of employee travel and expenses, with filtering options and a clear audit trail for checks,
- Fast approvals and notifications – workflow follows predefined rules, the system sends comments and managers approve in a few clicks. The process is not hindered by physically chasing the boss around the office or different branches.
SmartFP makes travel orders a simple matter instead of a lengthy administrative task. Employees quickly fill out the trip and upload receipts, managers approve in a few clicks, and the accountant has complete, properly calculated supporting documentation immediately.
What are the benefits of online travel orders for the company
Digitization of travel orders in SmartFP means that all steps – from application to approval to billing. Everything runs in one system. Employees don’t have to deal with paperwork, managers have instant visibility and accountants work with complete and correctly calculated documents. Plus, thanks to the REST API, travel orders and their billing can be seamlessly plugged into the accounting or payroll system without manual entry.
The company saves time and costs, eliminates errors from manual processing and obtains clear data for decision-making. Instead of tedious administration around business travel, they can focus on the business itself.
What are the specific benefits of the SmartFP module?
- Less paperwork, less manual work – applications, approvals and billing are all in one system, so there’s no printing of forms, no signing round the office and no manual transcription into the accounts,
- Faster billing and happier employees – automatic calculations and electronic documents significantly reduce the time between return from travel and payment of compensation. Employees have a clear overview of the status of their claim and billing,
- Travel cost control – managers have real-time visibility of the number of trips, their purpose and costs at any time . The data is also ready for budgeting, management reporting and controlling,
- Compliance with legislation and fewer errors – automatic compensation calculations according to the applicable Czech and Slovak legislation ensure that travel orders are in compliance with the law. This reduces the risk of errors, miscalculations and last-minute corrections.
Online travel orders in SmartFP combine convenience for employees, visibility for managers and certainty for accountants. What was once a burdensome agenda becomes a quick, clear and well-managed process.
Are you interested in this module?
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Linking travel orders with other modules
SmartFP and its modules have a full REST API that allows easy integration with your existing systems. This enables secure data exchange and process automation, eliminating errors and simplifying integration with, for example, accounting, CRM or time and attendance systems.
Employee records, HelpDesk or Trust Box can be connected so that processes run smoothly and automatically. For example, travel orders can be automatically linked to the Employee Register, where they are directly linked to employee data, or they can be part of a broader workflow that starts with suggestions in the Trust Box. This saves time not only in data entry, but also in subsequent approval and billing, making the whole process simpler and faster.
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