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SportScheck is one of the leading sports retailers in the DACH region, combining brick-and-mortar retail with an online business. Employees frequently travel between the headquarters and various branches, for instance to check product displays or attend operational meetings.
Before Circula, travel expense reporting was a highly manual process. Receipts had to be collected, individually transcribed, scanned, copied, and then forwarded to headquarters via email, fax, or internal mail. In some cases, branch administrative staff were also involved.
Today, employees capture their receipts on the go using the Circula app. This not only reduces the effort for travelers but also simplifies the work for assistants and the administration team.
The Challenge: Collecting, Forwarding, and Manually Processing Receipts
Before Circula, traveling employees had to collect their receipts throughout the week and process them manually afterward. This involved transcribing individual expenses, scanning, copying, and forwarding them to headquarters.
Depending on the branch, an administrative assistant was often involved to receive and forward the documents. This created multiple handoff points and a significant organizational burden.
For employees like Martin Frankowski, this meant up to 45 or 60 minutes of work per week just for travel expense reporting, depending on the volume of travel.
The administrative team also had to consolidate receipts and travel data from various sources. Missing documents led to follow-up questions and additional tracking.
The Solution: Capture Receipts directly on the Go
With Circula, employees can photograph their receipts immediately after an expense is incurred and store them in the app. A fuel or parking receipt, for example, is captured on the way to the car and is then available digitally.
As a result, receipts no longer need to be collected over several days or entered later at a desk. Even if the original is lost, the receipt is already saved digitally.
Circula also offers an assistant feature for administrative staff. This allows them to prepare and submit expense reports on behalf of managers or colleagues. The clear user and folder structure ensures that individual trips remain fully traceable.
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The Result: Significantly less Effort per Week
The biggest impact is the time saved. What used to take up to an hour per week now takes a maximum of about ten minutes, according to the users themselves.
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The process is also becoming easier for the administration:
- Receipts are immediately available digitally
- Trips can be filed completely and in a structured manner
- fewer follow-up questions regarding missing documents
- no additional forwarding via branch offices
- faster access for subsequent verification
Conclusion
With Circula, SportScheck has replaced a complex, multi-stage travel expense process with a mobile and centrally organized solution.
Traveling employees capture receipts directly while on the go. Assistants can manage expense reports for colleagues and maintain an overview across all users and trips. As a result, the time spent on travel expense reporting has dropped from up to an hour to around ten minutes per week.
