How TRIP automates the reimbursement process with business rules

TRIP employs mostly highly educated staff, who need to devote as much of their time as possible to clients. Therefore, the office had the desire to make the declaration process easier for the lawyers and notaries and for the payroll administration.

They found the solution in Klippa SpendControl.

For lawyers and notaries, time is invaluable. Every minute spent on administrative tasks is a lost opportunity to focus on clients and their needs.

Filing expense claims is one such time-consuming aspect of the profession that many legal professionals wish was more efficient. Geert Jan Veldthuis, Finance & IT Manager at TRIP, commented:

“The old process was anything but efficient. It started with saving receipts and filling out expense forms. This was often delayed until the end of the month, which meant that all expense claims came in at once. Piles of declaration remained on desks and it sometimes took weeks before a claim was reimbursed. This was frustrating not only for the lawyer or notary, but also for the finance department, which had to deal with peak workloads.”

Key pain points:

“The biggest challenge in changing the way we manage expenses was that our authorization flows are quite complex. We have three offices and all expense claims have to go through different layers in our company. And not all three offices have the same process.”

Geert Jan continues: “We wanted a solution where lawyers and notaries could easily submit claims using their mobile phones. In addition, the new solution had to be able to handle our authorization flows and integrate with Loket.nl and Aderant. Fortunately, this was not a problem for Klippa.”

After a smooth implementation, TRIP started with the module for expense management.

After submitting the expense claim, it automatically reaches the correct approver thanks to the use of advanced business rules:

“At first it seemed challenging to integrate the different authorization flows, but Klippa managed to pull this off by applying business rules. Depending on the branch chosen, a certain rule is triggered, which ensures that the expense claim reaches the right person. After going through all the steps, I can transfer everything immediately to our payroll and accounting system.”

The result is a customized solution for TRIP’s attorneys and notaries, including layered authorization flows and direct integrations with existing software.

“What makes Klippa unique to me is their willingness to keep innovating. Klippa really listens to user feedback to continually improve the system. As a result, the system grows with the user’s needs, and that’s super valuable.”

Key benefits at a glance: