How to Manage your Travel Orders

This is a series of blog posts by Unitfly in which we are describing stories of Digital Transformation – stories about improving business using the power of technology. Have in mind that in these articles, we are not referring to any of our specific clients – these are examples of how we see the potential of technology in business context. Today, it’s about managing travel orders through automation.

Read on to see how M-Files solves the challenges of manual handling of documents, in this case, travel orders and invoices with document management and digitalization.

What is current situation?

The customer is an intermediary company with more than 300 employees where at least half of them are commercial travelers. They are generating around 50 – 100 travel orders per day, so keeping records and logistic is very challenging. To get from point A to a point B in logistic terms employee has a few steps to go through before actually going on the road.

graphic representation of travel orders process

Customer has solved almost every manual step in their process using BizTalk integration solution where they also connected all the systems needed for travel orders process.

Huge number of documents piling up

Employee satisfaction and productivity has increased with the implementation of BizTalk, and now the only thing to do manually is to create a request in travel orders application. With one part solved we still have problems with managing travel orders, a situation that could potentially give the finance department lots of headache.

Finance department has to deal with a big number of travel order documents (.pdf-s) that are arriving on a daily basis. Also, there is a huge number of additional receipts and documentation for each travel order. Papers pile up.

What does the client need?

The customer needs to digitally archive all the travel orders (.pdf-s) that are sent through BizTalk to the finance department. They also need a place where they can digitally save all the receipts and documentation of each travel order.

M-Files for document management and digitalization process

Knowing what customers need, we have proposed the M-Files platform for document management and digitalization process. The missing piece was a connection between BizTalk and M-Files, so customer purchased BizTalk M-Files adapter.

At the end, the integration process was set up to send data to two asynchronous systems:

  • to M-Files, where .pdf is pushed with all their available metadata
  • to financial system, where cost logic is done

Effortless processes and satisfied employees

After a successful implementation of the travel order process, employees are more satisfied. Finance department got all travel orders and all documentation digitalized in one place. Travel orders are searchable, easily accessed so that employee can effortlessly go through travel orders process. Employees can even scan their receipts and required documentation and upload or send to the finance department by email.

Implemented solution significantly reduced employees’ completion time for travel order process. It’s not only that company “saves” money, but the company has more focused and relaxed employees for their ongoing work.

Are you interested in our solutions and details about technologies used in this use case?

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