Imagine dealing with paper travel orders every day that you have to manually approve, search for documents, and correct errors. That’s exactly what the company was experiencing when it started asking itself: “Does it really have to be this complicated?” They decided to move to online travel orders on the SmartFP platform, which made everything simpler and faster.
“It was total chaos. We didn’t keep track of costs, employees made mistakes when filling out orders and everything was sent in emails or physically. When we needed to find a receipt, it took forever,” says a company representative.
When enough was enough, they decided to change. And that change came in the form of an online travel order system that made everything simpler and faster.
(The customer wishes to remain anonymous, therefore his name is not mentioned.)
Previous: Paper travel orders, slow and impractical
Prior to SmartFP, the company had long used paper travel orders, which meant manual data entry, long approval processes and lack of transparency. All orders were passed between departments, which often led to delays. When a document was lost or missing, the whole process was unnecessarily prolonged.
“Documents were easily lost or missing data had to be filled in, which slowed down the whole process,” saysa company representative. Imagine a situation where every order had to go through manual approval and the paperwork was very time-consuming to manage. Now we have everything in one place and accessible from our mobile phones, even on the beach, which has made the whole process much easier and faster.
The SAAS problem and its solution
Our customer originally planned to run the system as a SAAS (Software as a Service), where they would rent the platform. However, when integrating with their existing payroll software, we ran into a problem: their on-premise payroll software did not allow for external access, which meant that SmartFP could not run on the SAAS platform. So SmartFP had to be installed on-premise, directly on the same server as the payroll software. We successfully resolved this issue and the integration went smoothly.
We are flexible in terms of software placement, supporting both SAAS and on-premise deployments, depending on our customers’ needs.
We set up a meeting, and that was crucial
Before the customer decided to switch to SmartFP, he made an appointment to try a demo of the system.
This opportunity allowed the company to get a feel for the system, see how everything works in practice and, most importantly, be confident that it really simplifies processes. Demo was a key step in showing the firm how quick and efficient it would be to have travel orders online.
“We weren’t quite sure if everything would work the way we imagined, but the demo convinced us that it was a step in the right direction,” adds the company representative.
Working with us, without any problems and with a clear interpretation
The whole process of cooperation started with clear and transparent communication with our salesman and project manager. “From the start, your salesman explained all the options and showed us how SmartFP exactly matched our needs. It was clear he understood what he was doing and helped us find a solution that would be perfect for our business,” says a company representative.
The project manager was with us at every stage of the implementation. “He explained how to fit everything to our specific processes and how to adapt the system to really suit our requirements. We had a lot of questions, but his clear answers and support made the whole process smooth and uncomplicated.” He adds.
Our people especially appreciated the individual approach, where they paid attention to details and adapted the system exactly to our needs. “We felt we were in good hands, everything was explained clearly and understandably, and what we were offered was a great fit for our processes,” summarizes the company representative.
Benefits that surprised us, time savings and better control
The implementation of SmartFP has brought several unexpected benefits that have greatly simplified day-to-day processes:
- Saving time, fast approval
- Completion from a mobile device
- Synchronisation with decrees and current exchange rates
- Ability to make a request on behalf of someone else
- Automatic propbilling and more…
- Easy filtering of archived commands
“Approval of travel orders now takes just minutes instead of weeks, which has sped up the process. By linking to legal decrees and currency rates from the CNB, we can be sure that costs are always in line with regulations. In addition, we have the ability to enter applications on behalf of others, which saves time and makes administration easier.” He adds.
Paper vs. online: What’s the difference?
If we were to sum it up in one sentence: The move to online travel orders has brought us speed, efficiency and clarity. The whole process is now automated, fast and error-free, which has allowed us to significantly improve the company’s administration.
“With the transition to the online system, everything is automatic. We have an instant overview of the status of travel orders and approval processes, which was not so clear before. Now we can focus on more important tasks and don’t have to deal with administrative details,” concludes the company representative.
Conclusion: travel orders in SmartFP
If you too want to speed up and simplify the management of travel orders in your company, SmartFP is the ideal solution. Request a demo and see how online travel orders will save you time, improve visibility and eliminate administrative errors.
Moving to an online travel order management system is an easy and efficient step that will simplify the daily work of your employees and bring clarity to all processes.