How the Organization for the Judiciary Digitalized Expense Management
Discover how the Dutch government organization digitized its expense management with Klippa. This eliminated paperwork, improved efficiency, and ensured quick reimbursements for judges.
About the Organization
This independent judicial organization in the Netherlands is responsible for ensuring fair and impartial legal proceedings across the country. With a large network of judges handling cases nationwide, efficient expense management is crucial for reimbursing court-related costs such as travel and daily allowances. The organization required a streamlined digital solution to modernize its expense claim process for judges.
The Challenges of Paper-Based Expense Processing
Before implementing Klippa, the organization relied on traditional, manual processes for handling judicial expense claims. Their entire expense process was still paper-based, requiring judges to manually submit receipts and claims, which were then reviewed and processed by administrative staff.
This approach was time-consuming, prone to errors, and inefficient in handling the high volume of claims across multiple courthouses. The lack of automation made it difficult to ensure accurate and timely reimbursements.
Enhancing Expense Management with Klippa’s Automated Processing
With Klippa’s fully digital expense management system, the organization has transformed its reimbursement process. Judges can now submit their expenses seamlessly using a web app and mobile app, allowing them to claim costs related to courtday allowances, mileage reimbursement, public transport, taxi fares, and parking fees.
A custom form was created within Klippa’s platform, guiding judges through the process of selecting relevant expenses. The form dynamically adjusts based on the judge’s inputs, ensuring all necessary information, such as the courthouse location, court date, and judicial function, is accurately filled in. This automation guarantees that compensation amounts for courtday allowances and mileage claims are calculated correctly.
Additionally, Klippa automates the export of daily expense data into the organization’s Oracle Leonardo system, eliminating the need for manual data entry. Every day, a customized XLSX file is generated, containing all submitted expense claims.
This file is then automatically transferred and processed in the organization’s system through a scheduled integration, ensuring that financial records are updated in real time without human intervention. This not only speeds up claim processing but also enhances accuracy by reducing the risk of manual input errors.
Why Klippa
The organization chose Klippa for its ability to provide a tailored and user-friendly digital solution that fit seamlessly into its existing processes. The intuitive interface made it easier for judges to submit their expense claims, reducing the complexity of the reimbursement process. Additionally, Klippa’s capability to generate a custom export to Oracle Leonardo ensured smooth integration with the organization’s financial system, eliminating manual data entry and improving overall efficiency.
Another key factor was Klippa’s co-creation approach during the pilot phase. By working closely with the organization, Klippa ensured that the expense management system was specifically designed to meet their operational needs. This collaborative process allowed for a smooth transition from a paper-based system to a fully digital workflow, ensuring that all requirements were met while maintaining ease of use for end users.
The Benefits
Fully digital expense management
Judges can now submit expenses through a web and mobile app, eliminating the need for paper-based claims and streamlining the reimbursement process.
Seamless integration with Oracle Leonardo
Automated daily XLSX exports ensure smooth data transfer into the organization’s financial system, reducing manual data entry errors.
Improved efficiency and accuracy
Automation minimizes human errors, accelerates approval times, and ensures correct compensation calculations for courtday allowances and mileage claims.
Reduced administrative workload
By digitizing expense claims, staff can focus on higher-value tasks instead of manually processing and reviewing receipts.