Initial Situation
Staff at a public research institute regularly attend international conferences, workshops and professional study trips. Travel approvals and expense reporting (travel costs, per diems, accommodation and registration fees) were previously handled through manual Excel- and Word-based processes, with approvals by email. This was time-consuming, and lost documents and missed deadlines were common.
Project Objective
The goal was to introduce a digital system that would
make travel requests and approvals transparent and controlled,
support automatic expense documentation and retrieval,
reduce paper-based administration,
integrate with existing organizational permissions and responsibilities.
The Implemented Solution: xFLOWer Workflow System
The implementation of the xFLOWer system developed for HUNREN-KRTK established two core processes: travel approval and expense reporting.
Key features:
A fully customizable request form for detailing the purpose of travel, dates, participants and expenses.
Approval routing based on the organizational hierarchy (e.g. line manager, finance department, director general).
Automatic email notifications at decision points.
An automatically generated document (PDF) recording the decision.
A post-trip expense report form completed by the traveler and approved through the same workflow.
Reporting and record-keeping for completed business trips, including itemized expenses.
Implementation and Training
Implementation took 2–3 months, including consultations. During the requirements assessment, existing paper-based and digital documents were mapped, and the process was then modeled using xFLOWer’s low-code interface. Users received training on the system, including form creation, approval management and permission settings.
Results
Approval times were reduced by 40%.
100% of documents are stored electronically and can be retrieved in accordance with permission settings.
Managers and finance staff can view current and completed business trips on a clear, easy-to-use dashboard.
User acceptance is high: “Finally, we no longer have to search through emails.”
PROJECT INFORMATION
Client:
HUN-REN KRTK
Project Objective:
Travel approvals and expense reporting
Start of Partnership
2025