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Expense management
Company credit cards
Employee benefits
Key Take-Aways
The initial situation
Growth that pushes Excel to its limits
When Torsten Blaschke joined Doctari as CFO in 2018, the company was still family-run and travel expense reporting was handled via Excel.
What initially seemed practical became a real burden as the workforce grew: legislative changes were difficult to track manually, and the administrative load increased with every new employee.
The key pain points:
- Excel-based reporting: error-prone, unscalable, non-compliant
- A maximum of 5 credit cards in circulation: more receipts would have overwhelmed the system
- A previous solution provided digitization but failed when it came to administrative accounting
- Manual uploads with time-consuming corrections of booking texts and creditors
- Per diem calculations were performed manually - leading to errors and inconsistencies
Keeping up with the legal situation and the administration was a nightmare. It simply wasn't manageable anymore as we hired more people.
Torsten Blaschke CFO, Doctari Group
The solution
Two requirements, one platform
The goal was a platform that could effectively serve two sides simultaneously: employees, through an intuitive smartphone app, and the accounting department, through deep, error-free system integration.
Circula – implemented with the support of our partner Finclair – was the only solution that convincingly addressed both sides.
- Native tax logic: Automatic per diem calculation: Daily allowances are calculated automatically based on travel start times, end times, and locations, including deductions for provided meals. No manual steps, no errors, and consistent reimbursements for all employees.
- Deep integration with Microsoft Dynamics 365 Business Central: The interface transfers booking texts, vendors, and tax codes directly into the accounting system – with no manual rework required. Developed in collaboration with Circula and our partner FinClair.
- Corporate credit cards with automatic synchronization: 40 credit cards, including digital cards, are now integrated into Circula. Transactions appear in the system automatically – the previous chaos of managing receipts with a maximum of 5 cards is a thing of the past.
- AI-powered receipt recognition: When a receipt is uploaded, fields are automatically pre-filled. Employees only need to add individual details like the cost center or reason for travel – Circula handles the rest.
“We had another solution for a while before we discovered Circula. The digital side of that solution was okay, but the administrative side for accounting was very poorly handled. That’s why we urgently started looking for someone who could serve both sides well.”
Torsten Blaschke, CFO, Doctari Group
The results
From manual to automated - at every level
Just a few months after introducing Circula, measurable changes were evident for both the field staff and Cathrin Pols' accounting team.
"A huge advantage is that we have grown with Circula. Integrating credit cards used to be a nightmare for us. We could only have a maximum of five credit cards in circulation because we couldn't keep up with the receipts. Now we have 40 credit cards and are very flexible. Digital credit cards, integration into Circula, automatic transfer to all systems: it’s a world of difference compared to before."
Torsten Blaschke, CFO, Doctari Group
Why Circula
What makes the difference
1. Native tax logic - not retrofitted: Per diem calculations, the three-month rule, and GoBD compliance are built into the architecture - not a global tool adapted for Germany.
2. Flexible system integration: Custom interfaces tailored to client needs - such as the bespoke Business Central integration for Doctari.
3. 54% processed no-touch: 54% of all expenses are ready for export the moment they are submitted - no manual intervention required from accounting.
4. Easy to use: Circula is intuitive and ready for all employees to use immediately, with no training required.
Would you like to achieve similar results for your finance team?
Schedule a personal demo now, tailored to your specific processes and system setup.
Disclaimer
We would like to point out that the contents of our website (including any legal articles) are for information purposes only and do not constitute legal advice in the strict sense. The content of this information cannot and should not replace individual and binding legal advice that addresses your specific situation. In this respect, all information provided is without guarantee of accuracy, completeness and topicality.
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