01
Starting point
Employees travelled often, and every business trip went through paper forms, Excel spreadsheets and email. Calculations were done by hand, and a request was hard to follow on its way to approval.
Business software · Business travel
How one system replaced paper, spreadsheets and email for business travel
Travel requests, approvals, accommodation, shared trips and the calculation of daily allowances and fuel costs in one web application. At the company it replaced paper, spreadsheets and email and stayed in use for years.
From our experience
Starting point and outcome
02
One process
Business trips followed one path, from the request to the documents, in a web application available from the browser.
03
Accurate calculations
Automatic calculation of daily allowances and fuel costs removed the errors of manual calculation.
04
Traceability
Every request had a clear status and a traceable approval history, and accounting worked with the data and documents from the system instead of forms collected by hand.
05
Shared trips
Shared trips made it possible to reduce fuel costs and brought colleagues from different teams into one car.
A request with the costs calculated upfront
Employees choose the route, dates, transport and hotel. The distance comes from a mapping service, and fuel, daily allowances and accommodation are calculated before the request is sent. The form also shows whether a colleague is travelling the same route.
What the system included
- 01Requests and approval
- Employees submit a request from the browser, and it follows approval rules set up to match the company's structure.
- 02Routes, allowances and fuel
- Route distances come from an integration with a mapping service, and daily allowances and fuel costs are calculated automatically according to the regulations.
- 03Shared trips
- Colleagues travelling the same route can share one car.
- 04Accommodation
- Hotels entered in advance let employees choose accommodation as part of the request.
- 05Documents
- The system generates the trip documents ready for printing and signing, and keeps attached files.
- 06Reports and export
- Reports for management and data exports for accounting.
Our role
A Meliora engineer led the project from start to finish: gathering requirements, analysis, development, rollout and support. Employees, managers and accounting used the system for years.
Technologies
- PHP
- MySQL
- JavaScript
- Mapping service integration
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