Synchronization of Travel & Expense Management (T&E)

Context

Travel and finance teams face the challenge of processing travel data correctly and seamlessly integrating it into financial systems. Our solution takes this burden off their shoulders. By synchronising ERP, HR, and T&E systems, processes are automated and errors in expense reporting are avoided. Employees hardly notice this – but finance and controlling teams benefit from faster approvals, improved compliance, and stable processes. Precision where it matters most.

What We Do

Our solution creates a seamless workflow for travel and expense management:

• Export of travel-related orders: Order data for travel-eligible projects is extracted from the ERP based on defined criteria.

• Synchronisation of employee data: Active, travel-authorised employees are taken from the HR system and enriched with client- and company-specific assignments.

• Integration of the T&E system: Prepared order and employee data are passed on to the T&E system so that travel bookings can be made directly specific to a project.

• Processing of expense reports: After trips have concluded, expense reports are retrieved from the T&E system and broken down into individual line items.

• Reconstruction of client-specific charges: Expenses are reassembled according to client-specific rules and allocations.

• Forwarding to the ERP: The final charges are allocated to the respective order in the ERP and are immediately available for further invoicing.

Benefits

The solution brings significant operational improvements:

Efficiency Gains:

• Automated data flows: Manual entries are eliminated, and sources of errors are reduced.

• Simplified expense processing: Raw data is automatically converted into billable formats.

Compliance & Accuracy:

• Regulatory-compliant billing: Expenses always comply with the client's and the company's requirements.

• Audit-proof data: Consistent and traceable datasets support audits and financial reports.

Flexibility & Scalability:

• Adaptable processes: Complex rules and diverse company structures can be accurately represented.

• Scalable solution: Increasing numbers of employees, trips, and projects are managed without additional effort.

User Experience:

• Easy booking and billing: Employees book trips and log expenses without additional process steps.

• Relief for HR and Finance: Less manual reworking, more reliability in operations.