How the UZA processes expense claims up to 3x faster
Learn how the Antwerp University Hospital (UZA) is automating their expense management and processing expense claims up to 3 times faster using Klippa SpendControl.
Industry
Healthcare
Team
3.000 employees
200+ users
Modules
Integration
Export/import custom accounting program
About Antwerp University Hospital
Antwerp University Hospital is one of the largest organizations in Antwerp. It employs many doctors who incur expenses or travel costs, which they must claim and be reimbursed for. For a long time, this was a manual process with a lot of paperwork.
For the healthcare staff, this cost too much time, which could be better spent on their care tasks. The UZA therefore started looking for a partner who could make this process easier and faster.
Pain points of a manual process
In the old situation, expense claims were submitted manually to a finance clerk. Doctors who incurred expenses would manually fill out an expense report and submit it along with the receipt for the purchase. A cumbersome process that cost them valuable time.
Then the paper had to be sent via internal mail to the department head, only to be sent back to the accounting department. As a result, the total process took up to three weeks.
The old process was error-prone and time-consuming for both the doctors who had to claim the expenses and the administrative assistant. As a result, they had:
Why Klippa SpendControl?
Antwerp University Hospital was looking for a solution to automate their expense reimbursement process. It was important that the expense claims could be booked into their custom-developed accounting system.
It was also important that the reimbursement process provided convenience for both the doctors submitting expense claims and the administrative staff approving them.
Klippa SpendControl matched this best and distinguished itself on the following points:
How the UZA automates their expense management with Klippa
The implementation process went through several additional steps compared to implementation at most organizations. This is because the UZA’s customized accounting system was not one of Klippa SpendControl’s standard integrations. As a result, the export function had to be customized, after which the declarations with supporting proof of purchase could be imported effortlessly.
The result was impressive: the integration works completely and meets all data processing requirements. Now, when employees want to claim travel or other expenses, they can do so in three simple steps:
Department heads can approve the expense claims after submission just as easily through the app or through the web environment. Also, all expenses are easily overseen in the expense dashboard.
The results of working with Klippa
UZA’s main goal was to save time that could be used for patient care. This was accomplished by making it easier to claim expenses. In addition, the payment of expenses took about three weeks. By working with Klippa, employees get reimbursed up to three times faster.
Klippa SpendControl now provides:
As a result, the doctors already using the new system are very satisfied with the new way of working. Accounting staff are also happy with the advent of SpendControl because expenses are easy to track and approve. They are now processing expense claims a lot more efficiently.
“With Klippa SpendControl, we save valuable time that we can now use for our care tasks. In addition, we see many happy faces because we reimburse expense claims faster.”
Get started today!
Do you want to save 70% in time and costs like the UZA? Then get in touch or schedule a free demo below!