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Orthomol already had travel expense software in place. However, the solution no longer met the company's requirements and was still characterized by paper-based workflows. Expense reports were sent to administration via interoffice mail, where they were checked, sorted, and re-entered into the system. Missing information regularly led to queries.
In search of a modern alternative, Orthomol evaluated various providers. Key factors were primarily ease of use for employees, flexible customization options, and reliable collaboration with the provider.
They chose Circula.
The Challenge: Paper, Duplicate Entry, and High Administrative Burden
Before Circula, employees sometimes documented their travels on paper. Expense reports were then sent via interoffice mail to the relevant teams and processed manually there.
The administration team, in particular, invested a lot of time: Receipts had to be sorted, information checked, and data re-entered into the existing system. Incomplete expense reports required additional queries.
Employees who needed assistance with travel expenses often came by in person to complete their expense reports together with the team.
Orthomol was therefore looking for a solution that employees could use without extensive training and that would simultaneously reduce manual administrative work.
The Solution: User-Friendly Operation and Salesforce Integration
Circula was integrated into the existing system landscape in such a way that the travel expense data of the field sales team could be transferred from Salesforce. There, employees document, among other things, when and where they traveled. The jointly developed interface then transfers this information in a structured manner into the travel expense process.
Receipts are now photographed and uploaded directly. Instead of submitting paper expense reports, employees independently record their expenses in Circula. This means administration no longer has to manually transfer the data.
An important factor for the implementation was its intuitive operation. Many employees were able to use the application directly and without extensive training.
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Besides the product, collaboration was also crucial for Orthomol. In regular meetings, requirements, further developments, and open questions are discussed together. Individual issues were resolved in a solution-oriented manner and, if necessary, also reviewed for tax implications.
The Result: Significantly Less Administrative Effort
Digital submission eliminates a large portion of the previous paper-based and data entry work. Employees upload receipts themselves, while relevant travel data is integrated into the process via the Salesforce interface.
This significantly eases the burden on the responsible team:
- no more expense reports via internal mail
- reduced sorting and data entry
- fewer queries about accumulated or late receipts
- more independent expense reporting by employees
- structured integration of field sales information from Salesforce
Employees who previously collected receipts for weeks or submitted them late particularly benefit from mobile capture: simply photograph the receipt, upload it, and process it immediately.
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At the time of the discussion, Orthomol was processing an average of around 150 submissions per month. Looking ahead, further paper-based processes are to be digitized, and additional user groups integrated into the process.
Conclusion
With Circula, Orthomol replaced a paper-heavy travel expense process with a digital workflow. The intuitive app simplifies submissions for employees, while the Salesforce interface reduces manual administrative work.
The decisive factor was not only the technology but also the collaboration: short response times, regular exchange, and the opportunity to jointly develop individual requirements.
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