System should be working seamless and should support user at any time rather to be additional burden. At the same time the user should be provided by an intuitive interface environment which they are familiar with. These objectives were our guiding principles throughout the development of the functionalities and the user experience (UX) layer. This is the reason for choosing partners for system integration, who guarantee the best solutions (ECM and OCR engines), the most efficient online booking searching engines and most emerging technologies. Besides from making the lives of travellers easier, our system uses intelligent integration within the scope of organisational structure, suppliers’ data and account plans management as well as ERP analytical dimensions.
Most companies have worked out the principles for business trips and associated expenses, but do not have the tools to execute them. Hermes Management Consulting research (2015) shows that compliance with the rules established by a company, generates a 23% reduction of travel costs and expenses. We are fulfilling these needs by supplying a system which monitors compliance rules. Our solution features both preventative as well as detection functions. At the same time, we make sure that the business is not disturbed so that it can grow freely.
Everyone who does business travel knows how important is to prepare all the essential documents and information: tickets, boarding cards, hotel reservation confirmations, insurance policy and a like. Most of this information such as venues for meetings, contacts details, addresses etc. requires the noting of this information or printing it out. When people care about business effectiveness every moment is invaluable. Any time an unexpected complication may result in a change of the itinerary. The number of collected expense-related invoices is ever-increasing which raises a risk of misplacing them. Knowing these challenges from own and customers experience, we’ve included an electronic wallet in our system, where all documents are kept together with the itinerary. The tickets, invoices and data collected therein will subsequently be used to automatically generate an expenses claim document.
Travel transport costs usually represent the third largest expense item (after direct costs and personnel costs). In particular these costs are difficult to monitor online (on the go) and often the only action available to the CFO is to give exceptional approval and communicate a warning to the employee. Our solution enables prevent from such a situation. The system has a review dashboard, matching the needs of the person responsible for the Travel & Expense process. The dashboard features a system of appropriate KPIs and events monitoring. Additionally for customers convenience, all transactions feature a full audit trail.
Attested to the results of numerous studies, tasks associated with business trip expenses are usually carried out during working hours. Why waste time completing laborious tables and attachments, which distract you from achieving your targets? While using our system, all you have to do is take a photograph of a document, for its content to be automatically recognised and the right FX rate to be selected. For our system, settling business trip expenses and calculating allowances is routine. And all documents are stored in an electronic archive which meets statutory requirements, and as such there is no need to collect and store them elsewhere.
Posting travel or business expense documents entail continual correction of mistakes and reconciliation employee balances. In our solution, transaction calculations are performed automatically and data from invoices, once recognised, are inserted into appropriate fields, in compliance with VAT and CIT tax regulations. Our proprietary artificial intelligence (AI) algorithms accurately suggest GL accounts.
Today automation finds application in every aspect of a business. Innovative technologies are becoming ever more widespread and at the same time fostering the business growth. However, thus far automation overlooked the travel & expense process, as the possibilities to integrate modern technologies and multiple business partners in one system-location were lacking. We overcame these barriers by delivering a solution which integrates ECM (Enterprise Content management), OCR (Optical Character Recognition), AI algorithms, HRM (Human Resource Management) and ERP (Enterprise Resource Planning) systems with OBT providers, travel agents, payment operators and ICT infrastructure providers.
At Mindento we respect privacy of our website visitors and users of our applications along with all restrictions and regulation on privacy and personal data protection. As a personal data we understand: name and surname, e-mail address, telephone number, internet provider, IP address and other personal data received or collected with accordance to the governing law.
In Mindento we collect two kinds of information about users of our applications and our website guests:
We do not collect anonymous information or personal data related to the visit at our website if these data is not handed out to us voluntarily.
Collected personal data we use for:
All personal data of users are stored during period of contractual liabilities between Mindento and employer of user (Customer of Mindento).
At our website we utilize mechanisms of automatic collection of data (“cookies”). These are files saved on the user devices, utilized for web browser recognition during browsing. Based on this, the website administrator receives information on: traffic, user activities and browsing pattern.
“Cookie” files are utilized in order to:
Storage of “cookie” files or access to it requires visitor’s acceptance of terms and conditions on www.mindento.com.
Storage of “cookie” files does not cause any change to the mobile device and its operating system.
A visitor can disable “cookie” files use, however this may cause a dysfunctioning of the website.
mindento.com website can include links to third parties’ websites. We do not take responsibility for data privacy and personal data protection and the content of linked websites which are not in Mindento Sp. z o.o. control.
Every visit of www.mindento.com is registered in the system’s log files. Among these registered data are: date, time of the visit and IP address. The log file data are used solely for the administrative and statistic purpose.