HDS Expense and Travel - SaaS workflow application

BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

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HAMILTON DATA SERVICESExpense reporting SaaS Solution


15 YEARS OF EXPERIENCE PROVIDING BUSINESS APPLICATIONS AND DATA SERVICES

Headquarters in France, 3 Offices in Russia, Eastern and Western Europe

100+ employees Highly skilled staff: project

managers, IT engineers, R&D Servicing over 100 large

international organizations Certified ISO 9001 & ISO 27001

Company Overview


A few of our customers…


Clients in 12 countries

Western Europe : UK, France, Germany

Eastern Europe : Russia, Ukraine, Kazakhstan, Belorussia, Armenia, Azerbaijan, Georgia

South Eastern Europe : Bulgaria, Greece

Service Centers

Global Service Center in Bulgaria

Regional Service Center in France

Regional Service Center in Russia

Single users

United States, Spain, Italy, Poland, Hungary, other

International Presence


Flexible, business applications designed to: Improve and accelerate decision making Reduce costs Increase operational efficiency Meet compliancy requirements

HDS specializes in


TRAVEL & EXPENSE Travel booking &

Authorization Travel Agency billing

approval Expense Report Approval Marketing Events and

Congress management

SALES & AFTER SALES Sales Contracts

preparation & Approval

Credit Control Sales Bonus &

Discount After Sales

PURCHASING & INVOICE Purchase Contract

preparation & Approval Purchase Requisition Purchase Invoice Mobile Phone Invoices

RECEPTION & MAIL DESK Visitor access

management Courrier and package

tracking Meeting Room and

Shared Resource Reservations

ONE PORTAL

Large SaaS Application Offering


Sales Offices

Procurement Dept.

Accounting Dept.

Legal Dept.

Other Dept.

CLIE

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Third

par

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Vendors

Travel Agencies

BpoProviders

CRM Other

ONE PORTAL

ERP

SCAN

Business Process Hub Open Architecture


•SaaS APP, accessible from anywhere - including mobile!•Adapted to your company approval workflows•Manage multiple currencies and VAT rates•Receipt and invoice scanning•Extensive compliancy features and complete traceability•Automated reminders and escalations•ERP and storage integration

Expense Report Management – Main Features


Travel Management – Main Features

Online accessible , users can be anywhere : France, UK, US …

Pre-authorization by managers Final approval according to

internal rules Interface with travel agency for

ticket reservation Compliancy features and

complete traceability Adapted to your company

approval workflows


Integrated Travel and Expense

• Better Together!• Thanks to the integration of travel with

expense reporting, all itineraries and credit card charges are automatically imported.


Travel management

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SERVICES

System maintenance Change requests System hosting Data base management Users’ support by phone and by

mail

TECHNOLOGY

Manual tasks automation Compliance validation Budget approval Technologies validated by

Goodrich France and UK SSC Proven : 2 years in use

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– Completely, customizable travel policies: • Variable reimbursement rates by country:

hotel, restaurants, taxis, airfare, kilometers• Per diem reimbursement rates• Other parameters: traveler statutes,

guests/employees– Policies can be adapted by department– Manage alerts for expenses outside of policy

• Warnings or freezing accounts• Modifications• Unlimited process validation structures possible• Reporting of anomalies

Customized compliance


- Easy process modification• simple configuration, no need to re-

develop a new application- Extensive customization possibilities

• screens, category types, approval structures

- Manage multiple processes and sub-processes

• Variable for different entities (ie. Country, department..)

- Set a process for each type of trip, destination, local regulations, type of traveler (employee, client…)

Simple put powerful customization


- Automated document and form productions– Easily adapt documents for each department, country

or other entity– Automatically generates required legal and tax

documents• Example: Russia requires 15 separate documents per trip

– Create documents for internal controls

- Electronically sign and archive legal documents– Allows complete dematerialization of documents– Multiple electronic signature formats supported

• Example: RGS (France) and GOST (Russia)– Partnership with national certification authorities

• ChamberSign (France et EU), Taxcom (Russia)

Document Automation


- Automatic accounting entries- Credit card interface(ex American Express,…)- 3rd party software integration (via file

transfer or web service):– HR Systems(HR Access), Single Sign-On…– ERP: Oracle, SAP, 1C (Russia)…

- Experience integrating with travel agencies– With large international agencies: American

Express, Carlson Wagon-lit, BCD– With local agencies: ex. Russia : Tsar Voyage,

Aéroclub, Vip Service

Integration


- Adapted to local regulations!- Customized screens per

location/language- Extensive language support

– English, French, German, Spanish, Portuguese, Italian, Russian, Hungarian, Romanian, Bulgarian and Greek

– Possibility to add other languages- Alphabet support

– Latin, Cyrillic, Greek, Arabic, Chinese, Japanese– Possibility to display text from right to left

Ultimate Localization

εντοπισμού

локализация

本土化التعريب

localization

ローカライゼーション


GUARANTEE HELP DESK

Mail and telephone support

Multiple languages handled

English, French, German, Russian…

Extended service possible

7j/7 et 24h/24

Quality Service

CERTIFICATION

HDS products are certified by Bureau Veritas

Security : ISO 27001 Quality: ISO 9001

SLAs for all customers KPIs (Availability levels,

response time…) Clear, fixed objectives Monthly reporting Regular performance

reviews


Goodrich – Travel and Expense Management

• Many languages, +1000 users, +10 trips per year

• Pre-approved Travel orders (similar to PO request)

• Integration with Amex for reconciliation of credit card payments

• Meeting Sarbanes Oxley and local tax compliance needs

• Archiving, reports and analytics

• Also using data center services for reception and control of expense receipts

• Scanned and archived with report

SCREEN SHOT


Goodrich - Expense report management

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Receive

Scan

Attach

Audit

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Receipts processing : technology, specialization and near shore

Managed Software Services : maintenance, change requests, hosting, help desk

Proven : 2 years in use

TECHNOLOGY

Manual tasks automation CINCOM and SAP (iDoc) proven

interface Technologies validated by

Goodrich France and UK SSC Proven : 2 years in use

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Merck – Expense Reporting Benefits

– Full compliance with Sarbanes Oxley– Entire expense note process accelerated– 60% savings in back office costs

• Automation of accounting transactions• Automation of compliance verification

– 20% reduction in expense costs• Budget known at approval stage• Travel pre-approved• Unit prices controlled by purchasing

department– Monthly payments low risk, no CAPEX


Contact Details

Christian SalemSales Director – Western Europe• Cell : +33 6 14 31 21 33 • Email : [email protected]

Pascal GilaberGeneral Manager – HDS Group• Cell : +33 6 14 47 13 10 • Email : [email protected]

Viktorya Lapteva• General Manager Russia and Eastern Europe• Cell : +7 910 427 70 90• Email: [email protected]

mailto:[email protected]

mailto:[email protected]

HDS Expense and Travel - SaaS workflow application

Technology

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