Travel orders in 2024 - Complete guide

Why go digital?

Travel orders are an essential part of the company, allowing for the recording and reimbursement of expenses related to business trips. In a time when paperwork is giving way to efficient online solutions, the digitalization of travel orders brings a revolution in the speed, accuracy, and availability of these important documents.

Instead of filling out forms with a pen and calculating expenses on paper, you can have an online system for automatic calculations, electronic approval, archiving, and reports. This digitalization not only simplifies processes, but also provides a better overview of costs and facilitates compliance with legislative requirements.

Benefits of digitalization:

• Efficiency: Easy online order completion and approval saves time and eliminates paperwork.

• Accuracy: Automated calculations eliminate the risk of errors.

• Availability: Information is accessible from anywhere and enables the management of travel orders remotely.

• Ecology: Low paper consumption is a step in the right direction for environmental protection.

Legislation and requirements in 2024

In 2024, legislation regarding travel orders tightened. Related legal frameworks reflect the need for transparency and digital integration in business processes. 

Companies are obligated to ensure compliance with the following requirements:

Electronic archiving: Current regulations require companies to electronically archive travel orders
and related documents for a minimum of ten years.

Personal data protection: All information must be processed and stored in accordance
with GDPR and other data protection regulations.

Transparency and burden of proof: In the event of an audit, the company must demonstrate the purpose
and necessity of these expenses.

In this changing legislative environment, INSIO comes with an advanced solution that eliminates the need to personally deal with regulations. You no longer need to spend hours monitoring changes in rates, bands, categories, and intervals, which vary depending on the location. Thanks to the automatic monitoring of legislative changes, you will always stay one step ahead.

What INSIO Travel Orders product offers

A comprehensive package will transform your routine tasks into smooth and hassle-free processes and through one intuitive interface, it will allow for easy creation, approval, and archiving of travel orders. Automated calculations, integrated approval processes, cost overviews and advanced features ensure compliance with legislative requirements.

INSIO brings a range of benefits:

• Administrative reduction: Eliminates human errors and facilitates expense management.

• Instant accessibility: Access to data and reports from any location and device.

• Compliance with legislation: Ensuring that your company always meets the latest legal requirements.

• Security and data protection: Data is securely stored in compliance with GDPR and other regulations.

• Cost reduction: Minimization of administrative and paper costs.

Practical example:

A distribution company struggled with high costs and time-consuming paperwork associated with processing travel orders. The approval process was slow and often caused delays in reimbursements to employees, documents were getting lost, and there were no reports.

After implementing INSIO, a radical change occurred

Simplified processes reduced the time required to process travel orders from several hours to a few minutes.

Summaries of all trips simplified reimbursements and financial reporting. Managers had a better overview
of employees' trips and expenses.

Mobile access enabled employees to submit and track their travel orders from anywhere.

The result was a reduction in administrative burden, employee satisfaction due to faster reimbursement, and improved efficiency of corporate processes. The distribution company also recorded a reduction in administrative costs, contributing to better company performance.

Prepare for the future with INSIO

In the era of digitalization and the search for more efficient ways of working, transitioning to online travel orders is the right step for every modern company. INSIO offers a solution that simplifies the management of travel orders and guarantees compliance with current legislative regulations. By transitioning to digital travel orders with INSIO, you can increase the satisfaction of your employees and open doors to new opportunities for your company. 

The latest innovations and trends form an indispensable part of every company's future, and INSIO's vision goes even further - a paperless office and automated processes so that employees can focus only on what is important and not repeat routine tasks.