How Solvinity processes expense claims 50% faster

Solvinity provides Secure Managed IT Services to organizations with high security requirements. With managed cloud solutions, the company supports (central) government, municipalities and organizations in financial and business services, such as the Ministry of Justice and Security, Police Netherlands, ING and ONVZ.

To save its own time and costs, Solvinity automated the expense reimbursement process with Klippa SpendControl. This resulted in faster and correct handling of the financial administration, which now leaves employees more time for more meaningful tasks.

Previously, the processing of expense claims was done entirely manually, leading to a large amount of paperwork and challenges for the team.

Maarten Kriek, Application Administrator at Solvinity, described the old process as follows: “We still literally had to physically pass by the desks of all employees to approve expense claims. As the number of employees grew, this no longer proved sustainable.” Receipts, invoices and expense claims were piling up and being processed less accurately because of the high workload.

This situation quickly became a burden for Solvinity, as the process was not only inefficient, but also difficult to scale. In assessing the situation, Solvinity identified the following pain points: 

Solvinity searched Google for a solution to address these issues. They researched various digital solutions for the expense reimbursement process and considered a number of providers.

Klippa turned out to offer the most user-friendly solution and the contact was very pleasant. In addition, Klippa offered a seamless integration with AFAS so that data could be directly synchronized with the accounting system.

Another decisive factor was that Klippa SpendControl was faster than the competition and offered good value for money, which Maarten Kriek said was an important reason for choosing Klippa. 

It was important for users to be able to claim expenses anywhere and in an easy way, as they are regularly on the road.

Klippa offered the ideal solution for this with a system equipped with OCR technology and a Google Maps integration to quickly submit mileage claims. The process for submitting expense claims now involves three simple steps:

Implementing Klippa SpendControl has helped Solvinity achieve its main goals of processing expense claims faster and more efficiently and maintaining an overview of the process.

Maarten Kriek: “Klippa allows our colleagues to focus on meaningful tasks instead of retyping receipts. We realize time savings of at least 50% as a result.”

With Klippa SpendControl, Solvinity enables its employees to: