Employee expense approval and invoice workflow automation

Using SAIO Navigator and SAIO IDP, Martex has standardised the employee expense approval process end-to-end – from purchase requests and managerial approval to automatic invoice recognition, matching with prior approvals, and delivering fully prepared documents directly to accounting.

Case study

Business context

Martex needed to streamline the process of approving employee-related expenses. Before making a purchase, employees were required to obtain approval from their supervisors (the CEO or managers). Previously, the process was dispersed across emails and verbal arrangements, which led to a lack of transparency, delays, and a higher risk of errors in settlements.

Scope of automation

The process built in SAIO Navigator allows employees to submit purchase requests via a form. Once submitted, the request is sent to the appropriate supervisor for approval or rejection. After approval, the employee receives feedback and can proceed with the purchase. The invoice is then sent to the system, where the intelligent IDP module recognises the document, links it to the prior approval, and prompts the user to indicate the cost allocation. The data is visualised and automatically filled in, enabling fast verification. The final invoice reaches the accounting department already described, approved, and ready for posting.

Technologies used

SAIO Navigator, SAIO IDP

Implementation results

  • A structured and transparent employee cost approval process.
  • Reduction of invoice handling time by several dozen percent.
  • Fewer errors in document descriptions.
  • Automatic linking of invoices to purchase requests.
  • Documents ready for posting without additional work from accounting.