The German Rowing Federation (DRV) coordinates travel expenses and outlays for a nationally distributed organization: full-time and volunteer staff, coaches, athletes, and personnel at federal training centers regularly submit receipts, for example, for travel, meals, transportation, training camps, or international competitions.
Until mid-2025, this process was entirely paper-based. Receipts were collected, sorted, and sent by mail to the external tax consultancy. Especially around training camps, regattas, and major international events, this created a significant manual effort for those submitting, for the federation's administration, and for the external accounting department.
Since the go-live on June 1, 2025 , the German Rowing Federation has been using Circula as a digital interface between the federation, travelers, and DATEV accounting. Today, receipts are submitted via app, travel expenses are digitally reviewed, and then transferred to DATEV Unternehmen Online.
After almost a year, the effect is clear: almost 4,000 receipts have been submitted since go-live, approximately €786,000 in receipt volume exported to DATEV, and on average, less than six days from submission to transfer. The NPS is 61 with 23 responses.
“Anyone still processing travel expenses with Excel and paper today is losing a significant amount of time, money, and employee satisfaction. The DRV (German Rowing Federation) serves as a best practice example of how a radical shift to digital practices can be achieved flawlessly.” Alexander Kersten, Head of Administration & Finance at the German Rowing Federation.
The Challenge: Paper Receipts, Mail Delivery, and Decentralized User Groups
Before Circula, travel expenses at the German Rowing Federation were handled entirely on paper. Coaches, athletes, volunteers, and training center staff collected receipts, filled out expense reports, and sent the documents to the main office. There, the receipts were stored, reviewed, and independently booked.
For a nationally organized federation, this process was particularly complex. Many expenses arise at national training centers, in training camps, during competitions, or at international events. Especially around major events, at least 50 receipts quickly accumulated; for boat transport alone, there were often 20 to 30.
The result was a high sorting and verification effort, queries, and delayed reimbursements. At the same time, the federation had to comply with regulations regarding travel expenses, meal allowances, and funding.
The DRV therefore needed a digital travel expense process that supports decentralized user groups, incorporates federation rules, and provides structured data for accounting.
The Requirements: Mobile Submission, DATEV Integration, and Federation Rules
The German Rowing Federation sought a solution that not only digitized the travel expense process but also adapted it to the reality of an elite sports federation.
Mobile submission was initially crucial. Coaches, athletes, and support staff needed to be able to record receipts where they arose – on the go, in training camps, at national training centers, or around competitions. An app-based solution was therefore key.
At the same time, the process had to work for external accounting. Since the federation works with a tax consultancy firm, direct integration with DATEV Unternehmen Online was an important part of the target vision. Verified receipts and booking data were to be transferred digitally instead of being manually processed again.
Furthermore, the solution had to support federation-specific rules. These include, for example, meal allowances, mileage rates, and a travel expense cap of €250. Such requirements should ideally no longer be checked exclusively manually, but rather be mapped in the system and considered in the process.
Another important point was the mapping of the federation's structure. The DRV must clearly separate various legal entities and requirements from funding bodies. Therefore, the solution needed to be multi-client capable and support multiple companies or entities in the long term.
The Solution: From Paper Process to Mobile Travel Expense Management
The decision for Circula was made in spring 2025. On June 1, 2025 the German Rowing Federation went live with Circula.
Since then, coaches, athletes, and support staff submit their receipts digitally via the Circula app. Travel expenses are recorded, verified, and prepared for further processing in the system. The relevant data is provided to the external tax consultancy firm via DATEV Unternehmen Online.
This transformed a paper-based process into a digital workflow:
Record receipt → Submit travel expenses → Verify → Transfer to DATEV → Prepare reimbursement
This change is particularly relevant for decentralized user groups. Receipts no longer need to be collected and physically forwarded. They can be submitted digitally immediately after they arise, regardless of whether the person is at a national training center, in a training camp, or on a trip.
In October 2025, the process was enhanced with integrated company cards added. These allow selected user groups to make certain expenses directly through the federation's account, instead of paying out of pocket. Especially for coaches and support staff, this can be a noticeable relief when expenses for travel, materials, or meals regularly arise.
The Results: Less administration, faster reimbursements, more transparency
Less than a year after going live, the paper-based travel expense process has been transformed into a digital workflow for submission, review, and DATEV export.
“Circula revolutionizes DRV's receipt management with a smart app that seamlessly combines decentralized processes, legal structures, and DATEV interfaces – for paperless efficiency that, after just one year, demonstrably pays off in outstanding key figures and maximum user satisfaction.” Alexander Kersten, Board Member Administration & Finance at Deutscher Ruderverband e.V.
Nearly 4,000 receipts submitted digitally
Since June 2025, nearly 4,000 receipts have been recorded via Circula. Coaches, athletes, and support staff now submit expenses via app from any location, instead of collecting paper receipts and sending them to the office.
Less than six days until handover
On average, less than six days pass from submission to further processing. This allows reimbursements to be prepared more quickly — a significant advantage for employees who initially pre-finance travel expenses privately.
91.5% DATEV export rate
Since going live, approximately €786,000 in receipt volume has been exported to DATEV. The export rate is 91.5%. As the DRV records its travel expenses internally, the data is transferred directly from Circula in a structured format into its own accounting process.
Fewer queries and less manual work
Paper statements, separate emails for rejections, and detailed answers to queries have largely been eliminated. Changes, reductions, and reasons for rejection are documented directly in Circula and remain transparent for those submitting.
For the DRV, the greatest benefit lies in time savings: less administrative effort, more time for association-specific tasks, and more satisfied employees due to faster reimbursements.
“The biggest change is that the bureaucratic effort for all involved has significantly decreased. Travelers record their receipts directly via smartphone and receive their expenses back faster. At the same time, manual typing and searching for missing receipts in accounting are eliminated. For us as an association, this creates significantly more transparency regarding ongoing expenses.” Alexander Kersten, Board Member Administration & Finance at Deutscher Ruderverband e.V.
Conclusion: From paper process to digital travel expense standard
With Circula, the German Rowing Federation has digitized a paper-based travel expense process and adapted it to the requirements of a nationally organized elite sports association.
Coaches, athletes, and support staff can now submit receipts via app instead of physically collecting and forwarding them. The external tax firm receives data via DATEV Unternehmen Online, while association-specific rules and legal structures can be considered in the process.
Less than a year after going live, the figures show a clear change: nearly 4,000 receipts submitted, 91.5% DATEV export rate, €786,000 in exported receipt volume, an average processing time of under six days and an NPS of 61.
The DRV has not only replaced paper. The association has created the foundation for a digital travel expense standard that connects decentralized user groups, external accounting, corporate cards, and multiple legal entities within a single process.
