kbht prioritizes processes over tools

Digitalization is here – but structure is often missing

Many companies have digitized their processes over the past few years. However, in practice, it often turns out that digital does not automatically mean efficient. Inefficient workflows frequently persist, especially in expense management—Excel spreadsheets are no substitute for clear processes, receipts are submitted late, approvals are delayed, and coordination between companies and their accounting firms wastes valuable time.

For kbht, this is the crucial point: it is not the tool that makes the difference, but the process behind it. Digitalization is not an end in itself; it must lead to a structural improvement of workflows.

Legacy structures hinder efficiency

A similar picture often emerges in our work with clients. Travel expense processes have grown organically over time, are individually tailored, and have become increasingly complex. Responsibilities are not always clearly defined, receipts are missing or submitted too late, and the processes are rarely designed with efficiency in mind.

The result is a high manual workload—both for the client and the accounting firm. This becomes particularly evident when dealing with missing receipts: it leads to queries, coordination efforts, and delays in bookkeeping. These friction losses tie up resources that could be used much more effectively elsewhere.

Rethinking processes – not just digitizing them

kbht is convinced that simply digitizing existing workflows is not enough. Instead of transferring analog processes one-to-one into a digital environment, the goal is to fundamentally question and redesign them.

Everything starts with an analysis: Where are the current pain points? What should the process achieve in the future? What requirements must be met for it to function efficiently in the long term? Only once these questions are answered is a decision made regarding which solution can best support the process.

A central starting point for this is often expense management. This is precisely where visible improvements can be achieved quickly—for example, with travel expenses, credit card statements, or recurring expenses. For many companies, this is the first step toward a structured, digital process landscape.

Structured processes with Circula

To map these processes sustainably and efficiently, kbht relies on Circula. The focus is not on the software itself, but on its ability to facilitate clear and well-thought-out process structures.

The combination of intuitive usability, automation, AI-supported functions, and integration into existing systems—especially DATEV applications—creates a seamless process. This ensures that data can be captured, processed, and transmitted in a structured manner.

From kbht's perspective, it is crucial that a solution not only impresses technically but is also accepted and used by employees in their daily work. This is the only way a process can remain stable and efficient in the long term.

Fewer queries, more clarity

The introduction of structured processes in expense management noticeably changes the collaboration between the accounting firm and the client. While regular queries about missing receipts and manual coordination were previously necessary, more complete and reliable data is now available.

This significantly reduces the need for coordination and creates clarity for both sides. The accounting firm can work more efficiently and focus more on advisory services. At the same time, clients gain a better overview of their expenses and can make well-informed business decisions.

Efficiency, transparency, and sustainable relief

Restructuring expense management leads to a noticeable increase in efficiency. Manual tasks are reduced, data quality improves, and transparency regarding company spending increases.

Above all, it provides lasting relief in day-to-day operations – for both the firm and its clients. Processes become more stable, coordination is minimized, and collaboration becomes significantly more efficient overall.

{{quote1}}

kbht highly recommends Circula because the solution enables exactly what modern collaboration needs today: less manual effort, more efficiency, and clear, reliable processes. With Circula, we help our clients set up their expense management in a smart, efficient, and sustainable way. The result is structured workflows and a noticeable reduction in daily workload.