TriFact365 is a powerful platform for automating administrative processes, and it can also offer great value as software for HR. One of the most efficient ways to use TriFact365 is to set up claims workflows by department. This ensures an orderly and streamlined process that allows claims to be processed faster and more accurately. Below, we share some tips for making the most of this.
Map processes by department
Before you start setting up claims workflows, it is important to have a clear overview of how claims are handled within the organisation. Ask yourself:
- Who is responsible for approvals within each department?
- What specific rules apply by department (e.g. budget limits)?
- Are there different workflows for certain types of claims, such as travel expenses or training costs?
By answering these questions, you will lay a solid foundation for setting up your workflows.
Make use of user roles
TriFact365 offers the ability to assign different user roles. This is essential to properly manage claims by department. For example, set roles for:
- Employees: They can submit claims.
- Team leaders: responsible for initial approval.
- HR department: For final checking and processing.
Make sure roles are well aligned with responsibilities within the organisation.
Set approval levels
One of the most valuable features of TriFact365 is the ability to set approval levels. For HR, this can mean:
- Employee claims must first be approved by a team leader.
- Then a check by the HR department follows, especially for higher amounts.
With these levels, you prevent mistakes and provide an extra layer of control.
Use department-specific workflows
Each department has unique needs and rules when it comes to declarations. TriFact365 allows you to set up custom workflows for each department. This could include, for example:
- The marketing department is allowed to claim monthly team lunches, with specific limits.
- The IT department budgets for software subscriptions.
- The sales department may submit higher travel and accommodation expenses during customer visits.
By aligning workflows specifically, you avoid confusion and keep the process transparent.
Monitor and optimise regularly
Once your claims workflows are in place, it is important to regularly review them and optimise them where necessary. Make use of the reporting and analysis capabilities within TriFact365 to gain insight into:
- The speed of approval processes.
- The number of rejected claims and the reasons for them.
- Departments needing additional support in submitting claims.
By analysing this data, you can identify bottlenecks and further improve your workflows.
Ensure clear communication
A well-designed workflow is only effective if everyone understands how it works. Inform employees about:
- How they can submit claims via TriFact365.
- Which steps the declaration goes through.
- Who they can contact in case of questions or problems.
Consider organising a short manual or training session to familiarise everyone with the system.
Conclusion
Among other things, the claim workflows in TriFact365 make TriFact365 interesting software for HR to work more efficiently and accurately. By clearly mapping processes, setting approval levels and regularly evaluating workflows, you get the most out of this tool. Moreover, a well-designed system ensures happy employees and a smooth administrative process. Get started today and discover how TriFact365 can strengthen your HR department!
