Business Travel
Background
Y Tech is a cross-border SaaS company with operations across multiple countries and regions. Its sales team and business development team have extensive travel needs each month, covering expenses such as flights, hotels, dining, and client entertainment.
Before using ORBSIS, employees typically had to apply for petty cash advances or pay out-of-pocket and claim reimbursement afterwards. The financial approval process was cumbersome, the burden of out-of-pocket payment was significant, and travel receipts were scattered and difficult to consolidate, resulting in reimbursement cycles that often exceeded half a month.
Travel Expense Control: Eliminating Out-of-Pocket Payments and Cumbersome Reimbursement
Establishing Travel Budgets by Department
Finance Director Lin set up dedicated travel budgets for each department on the ORBSIS platform:
| Budget Name | Department | Quarterly Budget |
|---|---|---|
| Sales Team Travel Budget | Sales | $15,000 |
| Business Development Travel Budget | Business Development | $10,000 |
| Management Travel Budget | Administration | $8,000 |
| Client Entertainment Budget | Marketing | $6,000 |
Each budget is independently controlled. Each department uses its travel expenses within its budget limit, and spending is automatically restricted once the budget is exceeded, preventing overspending at the source.
Issuing Dedicated Virtual Travel Cards to Employees
Each employee with travel needs holds a dedicated virtual card linked to their department's travel budget. Employees use the virtual card directly for payments during business travel — no personal out-of-pocket payments are required, and no cumbersome post-trip reimbursement is needed.
Take top salesperson Xiao Chen from the sales department as an example. This month, he visited Singapore and Thailand for client meetings. All flights, hotels, and dining throughout the trip were paid directly using his personal virtual card, with every transaction recorded in real time under his name for clear visibility.
Finance Team Perspective
Finance specialist M is responsible for travel expense auditing and budget execution management at Y Tech.
Before ORBSIS
Every travel season, M's desk was piled high with paper receipts and reimbursement forms submitted by various departments. Employee out-of-pocket amounts varied widely, extended reimbursement cycles caused widespread dissatisfaction among employees, and the finance team had to verify the authenticity and reasonableness of each receipt one by one. Budget overruns were often only discovered during the month-end summary, making after-the-fact tracing difficult.
After ORBSIS
Since each employee holds an independent virtual card, all travel expenses are tracked in real time on the platform. M can check each department's budget utilization at any time, detect when budgets are running low in advance, and promptly remind department heads to control spending.
At the same time, spending details are categorized by employee and by budget, so M no longer needs to collect paper receipts one by one. Transaction records for the relevant period can be exported directly from the platform for expense verification, compressing the reimbursement cycle from over half a month to just 1–2 business days.
💡 Through ORBSIS's budget control and virtual card system, Y Tech transformed travel expense management from after-the-fact reimbursement to proactive control and real-time tracking. The travel experience for employees improved significantly, and the efficiency of the finance team's review process took a qualitative leap forward — truly achieving cost reduction and efficiency gains in travel expense management.