This system turned the slow, paper-heavy chore of travel reimbursement into a smooth digital experience. By calculating distances automatically and routing requests directly to supervisors, the clinic eliminated manual errors and approval delays. The business impact is clear: employees get reimbursed faster with less paperwork, supervisors save hours tracking requests, and finance teams have clean audit records for every trip. It is a win-win that has replaced administrative headaches with a modern, professional flow that keeps both staff and clinic managers happy.
Travel & Expense Management System
Overview
A Case Study on How We Eliminated Paperwork and Automated Travel Reimbursement for a Multi-Location Healthcare Clinic
We built a centralized platform that automates the entire mileage lifecycle. The system tracks distances via GPS, triggers approval workflows for the correct supervisors, and generates audit-ready logs. moving the entire process from a manual headache to a single, automated dashboard.
Requirements
Our solution
Employees submitted travel claims on paper forms or spreadsheets. They had to manually calculate distances, fill out trip details, and email supervisors for approval. This led to lost forms, calculation errors, and delays in getting paid back.
We created an Employee module where staff can submit travel requests in minutes. They enter the travel date, start location, and destination. The system automatically calculates one-way or round-trip distance using Google Maps integration, applies the current reimbursement rate, and shows the total amount before submission. Employees can track status, edit pending requests, or cancel if plans change.
Supervisors had no central place to see pending requests from their team. They relied on email reminders or employees following up, causing some requests to sit unanswered for weeks. There was no way to track which requests were overdue or see team travel patterns.
We built a Supervisor module with a real-time dashboard showing pending, approved, and rejected requests. Supervisors see a history grid with all their team's travel, click to review details, and approve or reject with comments. The system flags overdue requests automatically when travel dates pass the monthly deadline, ensuring nothing slips through the cracks.
The organization paid different rates per mile, but there was no central system to manage or update these rates. Employees were unsure what rate applied to their trips, and finance teams struggled to ensure fair compensation across all reimbursements.
We added an Admin Settings module where super admins set and update the reimbursement rate per mile for each year. Rates can be marked active or inactive, ensuring employees always get paid according to current policy. This removes guesswork and ensures consistency across all 114 locations.
Results:
Integrated mapping that calculates one-way or round-trip mileage instantly, with options to avoid tolls or highways, eliminating manual math and disputes.
Requests route automatically to assigned supervisors who can approve, reject, or comment from a single dashboard, with overdue alerts ensuring timely action.
Centralized admin controls to set annual reimbursement rates per mile, activate or deactivate rates by year, and ensure consistent compensation across the organization.