use cases

A Business Journey

PREPARING FOR BUSINESS TRIPS, EXECUTING DOCUMENTS AND ALL

Services designed to accept business trip applications are a big hit among large businesses. It is common for managers and ordinary employees to sometimes (or more frequently) make business trips to other cities and even countries. WorkFlowSoft can help you automate the processes related to business trip prep—and this article will tell you how.

A Business Journey

FIRST WE CREATE THE FIELDS

Each request should have departure and destination points with the dates and desired departure and arrival times, business objective, and name of the event. The application form should also contain fields for comments and support attaching documents to an application.

In the service description, we recommend you explain any relevant issues that should be taken into account when executing documents for the business trip.

WORKFLOW CHART

A whole team of your colleagues will work on the business trip request you created.

To start, the manager of the travelling employee will have to approve or reject the request. If the request is approved, it is redirected to approval by the budget owner.

The budget owner specifies the amount of money available for business trips or informs the requester that the budget is empty by clicking Budget is not available. At this stage, the application is controlled by the manager of the travelling employee, so if the company is out of budget, they can explain how to pay for this trip in the task comments. If the manager agrees that there are no available funds, the application is closed and the business trip documents are not executed.

If the budget is sufficient, the application is sent to the employee in charge of organizing business trips (for example, a travel manager).

They plan all the expenses in such a way that they all fit in the budget specified by the budget owner at the previous stage. If this is impossible, they click Expenses exceed budget. The process is then sent to the manager of the travelling employee, who either cancels the trip or changes the conditions in such a way that they meet the budget. If there is enough money, the travel manager purchases the tickets and books the hotel. When everything is ready, they attach the documents to a task. At this stage, the task is controlled by the applicant, who can check the document details, including the business trip date and time. If something goes wrong, the request creator sends the task to the travel manager for revision.

If everything is fine with the booking documents and tickets, the workflow advances to the next step—the HR department—where the manager prepares a business trip order.

A Business Journey

At this stage, the workflow is also controlled by the applicant so they can check order correctness. If something goes wrong, they just send the task for revision to the HR department. If everything still looks good, the workflow progresses to the expense report step. When an employee returns from the trip, they must complete a report on all their expenses. If they paid certain expenses in advance, this sum will be refunded later based on the expense report. An accountant controls the workflow at this stage so they can check the correctness of expense report execution and send the file back for correction to the employee. The next task is assigned to the accountant, who pays the employee the sum equal to the expenses incurred. At this stage, the employee is assigned the role of inspector and must confirm actually receiving the money. This is very convenient: no papers, no signatures.

The last stage is feedback from the applicant on business trip organization quality. This assessment applies to the entire workflow team and can be used to improve their future performance.

QUICK AND CONVENIENT!

Forget about long email chains. Forget about stress and loss of documents. All data are collected in one place, the assignees track the entire process and start their work as soon as their turn comes.

Working in the system requires no programming skills, so any employee can automate processes in WorkFlowSoft. Try it for free!