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Securitas is one of the largest security service providers in Germany: over 20,000 employees, more than 90 locations, and a complex corporate structure. Travel expenses affect many areas, from technical staff and field service to management.
Before Circula, travel expense processing was handled via Excel and DATEV Reisekosten Classic. For a smaller structure, this was manageable. However, with a growing number of companies, increasing receipt volume, and international travel to the Netherlands, Austria, and Switzerland, the process reached its limits. Exports to Microsoft Dynamics 365 and DATEV LODAS had to be prepared manually, receipts came in via decentralized channels, and at month-end closing, Accounting often lacked a central overview.
In January 2022 , Securitas GmbH Administration went live with Circula. Since then, the solution has been rolled out gradually, from the first company to today's 55 active entities. Circula connects travel expense submission, DMS, daily financial accounting exports to Microsoft Dynamics 365, and monthly payroll accounting exports to DATEV LODAS.
The result: 178,000 digitally processed receipts, €7.9 million processed volume, on average 4.4 days from submission to export, over 70% Touchless Rate in recent months and an NPS of 54.
Challenge: No central overview of travel & expense across the group
The old process was designed for a smaller company structure. Up to 1,000 traveling employees submitted expenses, while Finance worked with Excel and DATEV Reisekosten Classic. There was no direct integration with Microsoft Dynamics 365 and DATEV LODAS.
This meant exports had to be prepared manually. At the same time, there was no central overview of which receipts were submitted, approved, or still pending. This became particularly problematic during month-end closing: Accounting had to gather information from various channels while approvals or receipts were still outstanding. On average, the process from submission to export took 14 days.
Additionally, international travel increased complexity. Per diems and country-specific regulations for travel to the Netherlands, Austria, and Switzerland had to be correctly accounted for.
The Requirements: Scalable, Integrated, and Secure
Securitas needed more than just digital receipt capture. The solution had to centrally manage numerous entities, be easy to use for up to 1,000 travelers, and seamlessly integrate into the existing system landscape.
Key requirements included structured export to Microsoft Dynamics 365, monthly transfer to DATEV LODAS, and digital receipt processing with OCR, archiving, and audit-proof approval processes. At the same time, Finance needed to be able to see at any time which expenses were submitted, reviewed, approved, or still pending.
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The Results: Increased Speed, Less Rework, More Transparency
Since its introduction, Securitas has processed approximately 178,000 receipts with a volume of almost €7.9 million via Circula. What's crucial here is not just the quantity, but the efficiency of the process.
1. Average of 4.4 Days to Export
On average, 4.4 days pass from submission to export. Finance has early visibility into which expenses are submitted, approved, or still pending. This makes export preparation and month-end closing more predictable.
2. More than 70% Touchless Rate
In recent months, more than 70% of receipts passed through accounting review without manual intervention, with a peak of 73.2%. This reduces rework, while freeing up more time for clarification cases and closing tasks.
3. Structured Transfer to Financial and Payroll Accounting
Almost €7.9 million has been processed via Circula to date. Financial accounting data is transferred daily via SFTP to Microsoft Dynamics 365, and the DATEV LODAS export is performed monthly for payroll accounting. This way, Circula connects both accounting processes and reduces manual export preparation.
4. High Employee Acceptance
Circula achieved an NPS of 54 at Securitas with over 200 responses. This shows that the process is well-received in daily work, even by a large, decentralized user group.
5. Foundation for Further Expansion
With DMS, currently activated credit cards, and the ongoing ERP transformation, Securitas is further expanding the process. Circula provides a standardized foundation for receipts, travel expenses, cards, and exports.
Conclusion: A Central Travel Expense Process for 55 Entities
Since its go-live in January 2022, Circula has been progressively rolled out to 55 entities. The platform integrates travel expense submission, DMS, and exports to Microsoft Dynamics 365 and DATEV LODAS.
The results: 178,000 digitally processed receipts, €7.9 million volume, an average of 4.4 days to export, over 70% touchless rate, and an NPS of 54. This provides Securitas with a scalable travel expense process that offers greater speed, transparency, and less manual rework.
