Case Study

Deutsche Bahn RPA

  • Challenge

    In today's digital age, paper travel expense reports are still widely used. This leads to high administrative costs and long waiting periods for employees. Due to the manual processing in the accounting system, the examination of the documents as well as the physical archiving of the documents, backlogs in processing repeatedly occurred during volume peaks.

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  • Solution

    Step-by-step optimization of the billing process 

    • Development and introduction of a smartphone application for recording travel data and receipts (Travel Expenses App)
    • Takeover of the capture of paper-based documents by the SPS service team
    • Realization of a scalable solution for process automation
    • Use of RPA technology in SPS's German high-performance computing centre 
    • Ongoing optimization through Continuous Improvement Process (CIP) for technology and processes
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  • Benefits

    • 70 % shorter processing time
    • 60 sec average processing time per travel expense report
    • 93 % of applications without manual processing after one year
    • ROI within one year
    • Legally compliant, secure implementation in German data center
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