Part of the time tracking series
Boost efficiency and save costs on your next business trip
Submit your business travel requests conveniently via the workflow request in ZEUS® Time and Attendance and benefit from a seamless, digital process that saves you time, effort and the need for follow-up queries. The major advantage: the business trip request, the subsequent recording of travel expenses and the final approval are seamlessly integrated. This creates a transparent process that allows you to add all relevant receipts – such as hotel stays, parking fees, tickets, taxi receipts or hospitality expenses – immediately upon your return. Receipts can be recorded directly via the app during the trip, rather than having to be collected and entered all at once at the end. The second approval round ensures that all details are thoroughly checked and correctly verified before the approved travel expenses are automatically transferred to the accounts department or payroll. This not only makes the entire process secure and traceable, but also particularly convenient for employees, managers and the HR and finance departments.
With ZEUS®, you can experience a modern approach to travel expense reporting that significantly simplifies the entire process whilst making it more professional. Instead of laboriously collecting, sorting and forwarding receipts manually, you can record your travel expenses digitally, in a structured manner and in a way that is traceable at any time. This not only saves time, but also reduces the risk of errors and the need for follow-up queries later on. For employees, this means greater convenience and less hassle; for managers, it means faster verification; and for the finance department, it means more efficient processing. Daily allowances and incidental expenses can be pre-set in the system, making the settlement process more consistent. The seamless integration into existing processes is particularly impressive: from preparation and digital receipt capture right through to automatic transfer to payroll, every step works together seamlessly. Travel expense management is a modern component of your digital business processes.
With ZEUS®, the manual processing of travel expense claims is a thing of the past. Thanks to its direct integration with time tracking, the system recognises business trips as soon as they are booked via terminals or the app. This enables the automated calculation of additional meal expenses and accommodation allowances based on pre-defined country-specific daily rates. Staff benefit from intuitive user guidance, allowing them to simply capture receipts using their smartphone camera and assign them directly to the relevant travel transaction.
For management, the ZEUS® travel expense reporting system provides full transparency regarding all travel expenses incurred per project, cost centre or department. Integrated approval workflows ensure that claims and expense reports are reviewed and approved as quickly as possible. This is achieved entirely without the need for internal mail rounds or queries to the accounts department. Automated checks against the company’s internal travel policies and tax regulations minimise the error rate and ensure that documentation is audit-proof.
With ZEUS®, you can process your expenses directly on the spot: simply take a photo of your taxi or hotel receipts with your smartphone. The built-in OCR technology automatically extracts the date, amounts and tax rates. This eliminates typing errors and puts an end to rummaging through your pockets for lost receipts. As each receipt is immediately assigned digitally to the correct transaction, your records are complete from the outset. This way, you can finalise your accounts on the way back and take the pressure off the admin team.
This ‘mobile-first’ approach eliminates the need for tedious follow-up work in the office. Your staff gain valuable time, whilst the accounts department benefits from significantly higher data quality and faster processing times. Thanks to the ability to use the system from anywhere, travel expense processes can be seamlessly integrated into everyday mobile working, enabling efficient time management that knows no bounds.
With ZEUS®, you can record expenses right where they arise. Take a photo of the receipt, upload it, and you’re done. Say goodbye to paper clutter, and your accounts team will be delighted to receive digital, perfectly legible receipts instead of crumpled ones from the glove compartment.
Yes, and that’s one of the biggest time-wasters we’re eliminating. ZEUS® knows the current statutory flat rates and daily allowances. Based on your travel details, the system calculates the amounts automatically and in full compliance with the law. Manual calculations are a thing of the past.
Thanks to the integrated workflow management system, staff and managers can see the current status of a request in real time at any time. There’s no longer any need to follow up via email: as soon as a trip is approved or an expense claim is authorised, a notification is sent. This ensures transparency and faster reimbursements.
As travel expense tracking is part of ZEUS® Workforce Management, working hours and travel time are seamlessly integrated. You do not need to enter data twice. The system immediately recognises whether travel time also counts as working time, which saves a huge amount of time on administrative tasks.
Unlike many standard tools, this approach is not simply designed to upload receipts quickly and thereby complete the process. The real added value lies rather in the fact that data entry, verification and further processing are mapped within a coherent system. As a result, travel expenses do not need to be managed as a separate, isolated process, but can be embedded directly into existing workflows. This is precisely what sets ZEUS® apart from lean, stand-alone solutions, which often cover only a small part of the overall process. Rather than simply solving a single problem, ZEUS® supports end-to-end process integration, thereby ensuring greater structure, consistency and reliability in the day-to-day management of travel expenses. In addition, companies benefit from a clear division of roles and standardised processes.
For users, this approach means, above all, a noticeable reduction in the workload of their day-to-day tasks. Less manual post-processing, fewer queries and less duplicate data entry mean that travel expenses can be processed much more efficiently. At the same time, there is greater transparency throughout the entire process, as data does not first have to be gathered from various systems or reconciled retrospectively. This not only ensures faster data entry, but also more consistent verification and a smoother handover to the next stages within the company. The benefits therefore lie not only in greater convenience, but also in improved process quality and the reduction of common sources of error. This makes the entire travel expense process more reliable, transparent and user-friendly for everyone involved.
What makes this approach unique is the combination of reduced administrative burden and organisational integration. Many solutions focus primarily on making data entry as simple as possible for employees, but neglect the requirements of downstream departments such as HR, accounting or controlling. ZEUS® takes a broader approach by treating travel expense reporting not as a standalone form, but as part of an end-to-end digital process. This benefits not only employees when submitting claims, but also internal auditors, who can work with clearer workflows, greater traceability and less effort required for reconciliation. The result is a solution that not only simplifies the data entry process but also brings about lasting improvements to the entire workflow.
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Downloads
Download all information materials on ZEUS® Time and Attendance here