Speed, transparency, and security. The doctari group relies on the Circula-Pliant combination.

Website: https://www.doctarigroup.com/

This case study is based on an interview with A. Sander, Head of Group Accounting at the doctari group.

Initial situation

Previous solutions did not offer efficient or transparent travel expense reporting, and there were frequent issues with matching receipts.

Before the doctari group chose Circula and subsequently introduced the digital business credit card solution in partnership with Pliant , expenses were processed using a travel expense form. However, this was neither efficient nor transparent: "We had no overview of where receipts were waiting for approval." Furthermore, incorrectly completed forms created extra work, for example, when calculating meal allowances and mileage reimbursements.

Credit card reconciliation also frequently led to issues with properly matching receipts. There was no overview of credit cards, statements arrived inconveniently by mail, and spending limits were rigid. All of this resulted in a stiff, slow accounting process, and the desire for a digital solution grew stronger.

Decision-making process

In search of connected, tax-compliant travel expense software.

The doctari group was looking for travel expense software that is GoBD-compliant, adheres to all tax regulations, and remains simple and flexible. Furthermore, the application needed to be very user-friendly to ensure new employees could be onboarded quickly. The company compared several providers and ultimately chose Circula:

A few months after the successful implementation of Circula, the doctari group became aware of the newly developed Circula corporate credit card in partnership with Pliant. The intelligent corporate credit card ensures even faster and more efficient accounting through its seamless integration with Circula. The credit card previously in use was tied to a rigid and error-prone billing system. The interface between Pliant and Circula enables the direct transfer of all corporate credit card transaction costs to the Circula system, where they can be automatically accounted for in expense reports. Consequently, the simultaneous approval of travel expenses and credit card payments within the Circula portal proved to be a double relief for the group accounting department.

Implementation phase

The new software solution was integrated into existing processes in no time.

A decisive criterion for introducing Circula was the rapid implementation of the software. In a very short time, the company data required for setup (emails, general ledger accounts, cost centers) was imported by Circula, and employees were trained on the software. Because Circula features a direct DATEV interface, the travel expense tool was integrated into the company's system landscape without complications. With this integration, the doctari group eliminated tedious manual entries and corrections in accounting.

Optimization and product development

The implementation of optimization requests from the doctari group is running smoothly, thanks to our close collaboration.

“Both companies respond to optimization requests very quickly. A number of requests have already been implemented, and the excellent advice regarding our existing processes has made the implementation significantly easier.”, reports Mr. Sander.

Result

New efficiency, completely paperless.

Since implementing Circula, it has become very easy for many employees at the doctari group to submit their travel expenses in no time at all. Communication regarding missing or incorrectly completed receipts has been reduced to a minimum, and by using physical and virtual corporate credit cards, an additional 25% time saving has been achieved in the accounting department.

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The doctari group managed to fully digitize its travel expense reporting in just a few weeks and say goodbye to manual credit card reconciliation.

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