Integration and output of travel orders in SmartFP
The integration and output of travel orders in SmartFP ensures that billing data is seamlessly linked to accounting, payroll and other corporate systems. The result is a unified document with no manual transcription and no differences between departments.
Outputs from the billing
The billing may result in:
- PDF overview of the trip including calculation of compensation and attachments
- data sentence for easy transfer to the accounting system
It also includes vehicle registration (fuel type, consumption and other parameters), optionally extended by the approval of a new vehicle and its assignment to a specific trip.
Integration of travel orders to other systems
Accounting
Basis for posting without overwriting.
– overview of costs and refunds – all traceable in one place
Payroll
Clear basis for reimbursement.
– Amounts ready to pay – less mistakes and guesswork
Other SmartFP modules
It builds on other company processes.
– approval and finance – documents and HR
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FAQ
Your most common questions
Looking for answers to your questions or need help with our system? We’ve put together a list of frequently asked questions where you can find useful information and solutions to common problems. If anything is not clear to you? Send us a question.
Is it possible to run SmartFP as SaaS and on-premise?
Yes. We are flexible in the location of our solutions, supporting SaaS and on-premise. For some customers, on-premise makes sense because of the integration to internal systems that are not available externally.
How do you deal with travel allowances and compliance with the law?
SmartFP has a travel reimbursement codebook that we synchronize according to the current decree, so you can be sure that the calculations correspond to the legislation and there is no need to manually monitor rate changes.
Is it possible to set up a travel order for someone else?
Yes. Depending on the permission settings, you can create Requests and Billing for another person, typically an assistant, supervisor, or even a traveling companion.
How does vehicle registration work?
Vehicles can be registered in the system with all the data needed for calculating travel allowances (e.g. fuel type, consumption). The registration can also be extended to include approval, for example when a new vehicle is created or assigned to a trip.
Is the Request mandatory or can we turn it off?
The request is not mandatory, we can turn it off. However, it is used in most organizations because it brings control over travel: approval, the possibility to request an advance and, most importantly, a preliminary overview of the costs before the trip.
Do you know how to do bulk travel orders and summary billing?
Yes. SmartFP supports:
- bulk travel orders,
- carpooling,
- as well as summary travel reports, where multiple overnight trips can be settled in one billing.
How does travel approval work?
The approval process is normally set up so that the trip is approved by the supervisor, but we can adapt the process, for example, according to the organisational structure, centres or other internal rules.
Is SmartFP also available on mobile?
Yes. It’s all in one place in the system, and it’s accessible from a mobile phone, so the passenger can add loads and attachments continuously, not just “when they get back to the computer”.