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Securitas is one of the largest security service providers in Germany, with over 20,000 employees, more than 90 locations, and a complex corporate structure. Travel expenses affect many areas, from technical staff and field service to management.
Before Circula, travel expense processing was handled via Excel and DATEV Reisekosten Classic. This was manageable for a smaller structure. However, as the number of companies grew, the volume of receipts increased, and international travel to the Netherlands, Austria, and Switzerland expanded, the process reached its limits. Exports to Microsoft Dynamics 365 and DATEV LODAS had to be prepared manually, receipts arrived through decentralized channels, and the accounting department often lacked a central overview at month-end.
In January 2022 Securitas GmbH Administration went live with Circula. Since then, the solution has been rolled out step-by-step, from the first entity to currently 55 active entities. Circula connects travel expense submission, DMS, daily financial accounting exports to Microsoft Dynamics 365, and monthly payroll exports to DATEV LODAS.
The result: 178,000 digitally processed receipts, €7.9 million in processed volume, an average of 4.4 days from submission to export, over 70% touchless rate in recent months, and an NPS of 54.
Challenge: No central overview of travel expenses and spending across the group
The old process was designed for a smaller company structure. Up to 1,000 traveling employees submitted expenses, while the finance team worked with Excel and DATEV Reisekosten Classic. There was no direct integration with Microsoft Dynamics 365 or DATEV LODAS.
As a result, exports had to be prepared manually. At the same time, there was no central overview of which receipts had been submitted, approved, or were still pending. This became a particular problem during month-end closing: the accounting team had to gather information from various channels while approvals or receipts were still outstanding. On average, the process from submission to export took 14 days.
In addition, international travel increased the complexity. Per diem allowances and country-specific requirements for travel to the Netherlands, Austria, and Switzerland had to be correctly accounted for.
The requirements: Scalable, integrated, and secure
Securitas needed more than just digital receipt capture. The solution had to centrally map numerous entities, be easy to use for up to 1,000 travelers, and integrate seamlessly into the existing system landscape.
Crucial factors included structured export to Microsoft Dynamics 365, monthly transfer to DATEV LODAS, and digital receipt processing with OCR, archiving, and audit-proof approval workflows. At the same time, the finance team needed to be able to see at any time which expenses had been submitted, reviewed, approved, or were still pending.
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The results: More speed, less rework, more transparency
Since the implementation, Securitas has processed around 178,000 receipts with a volume of nearly €7.9 million via Circula. The key factor here is not just the volume, but the efficiency of the process.
1. Average of 4.4 days until export
From submission to export, it now takes an average of 4.4 days. The finance team can see early on which expenses have been submitted, approved, or are still pending. This makes export preparation and month-end closing much more predictable.
2. More than 70% touchless rate
In recent months, more than 70% of receipts passed through the accounting review without manual intervention, with a peak of 73.2%. This reduces rework while freeing up more time for complex cases and closing tasks.
3. Structured transfer to financial and payroll accounting
Nearly €7.9 million has been processed via Circula to date. Financial accounting data is transferred daily via SFTP to Microsoft Dynamics 365, and the DATEV LODAS export is performed monthly for payroll accounting. In this way, Circula connects both accounting processes and reduces manual export preparation.
4. High employee acceptance
Circula has achieved an NPS of 54 at Securitas based on more than 200 responses. This shows that the process is well-received in everyday work, even among a large, decentralized user group.
5. Foundation for further expansion
With DMS, currently activated credit cards, and the ongoing ERP transformation, Securitas is continuing to expand the process. Circula provides a standardized foundation for receipts, travel expenses, cards, and exports.
Conclusion: A central travel expense process for 55 entities
Since going live in January 2022, Circula has been gradually rolled out to 55 entities. The platform integrates travel expense submission, document management, and exports to Microsoft Dynamics 365 and DATEV LODAS.
The results: 178,000 digitally processed receipts, a volume of €7.9 million, an average of 4.4 days until export, a touchless rate of over 70%, and an NPS of 54. Securitas now has a scalable travel expense process that offers greater speed, transparency, and less manual rework.
