The client is a structurally developed trading and service company with nationwide reach, operating 12 regional branches and employing several hundred people. A large mobile team, sales advisors, and service technicians generate hundreds of operational expenses daily related to business trips, fuel purchases, accommodation bookings, meals, and equipment purchases.
Before implementing the new solution, the process relied on an analog paper workflow and was paralyzed by three main factors:
The employee takes a photo of the receipt/invoice and selects the payment method (Company Card / Advance / Private Expense). The system immediately checks the entered expense against defined position-based and categorical limits.
An expense within the limit goes to the direct supervisor and requires only a 1-click approval. If the limit is exceeded, the system requires a business justification and automatically routes the request to a higher level (escalation of the approval path).
For cards, the system automatically matches the document with the bank statement. For private trips, it instantly generates a batch of reimbursement transfers, and for advances, it independently balances the employee's sub-account.
Automatic validation of limits at the source eliminated unjustified costs and abuses before they were approved.
Company cards, advances, and private reimbursements are handled within a single, consistent interface.
No need for manual verification of each receipt's compliance with company regulations.
Employees know their limits directly in the application and do not wait weeks for private fund reimbursements.
Insight into the utilization level of budgets and expenditure limits, broken down by 12 branches.
+48 606 281 103
marcin@resivo.pl
