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.
Many companies still work with established structures in which travel expenses are treated as a separate, downstream process. Receipts are collected, manually reviewed, and later transferred into different systems. This not only consumes time but also regularly leads to queries, media breaks, and avoidable errors.
However, with increasing travel activity and hybrid working models, these traditional workflows are reaching their limits. This is exactly where ZEUS® comes in: instead of optimizing isolated steps, the entire process from request to reimbursement is digitally connected and consistently integrated. The result is not only faster processing, but also a sustainably stable workflow that adapts to modern business requirements. Travel expenses are no longer simply managed; they are actively controlled transparent, automated, and fully traceable at any time.
With ZEUS® digital travel expense management, it is not just individual work steps that improve, but the overall quality of the entire process. Information is centrally available and consistent, significantly reducing coordination efforts between employees, managers, and administration. Queries can be resolved faster or eliminated entirely, as all relevant data is directly available within the system. At the same time, data quality increases because entries are standardized, fully digital, and protected through integrated validation mechanisms. This results in fewer corrections, faster processing times, and greater reliability in expense accounting both in day-to-day operations and during monthly or annual closing processes.
This creates a clear advantage for companies: travel expenses become more predictable, transparent, and easier to control. Budget managers gain a better overview of cost structures, while HR and finance departments experience noticeable relief. As a result, what was once an administrative task becomes a manageable and strategically integrated component of overall Workforce Management.
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.
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