How d.velop built a fully digital expense process at scale with Declaree

“We estimate our expense processes are now up to 5x faster, what used to take weeks now can be done in just days.”

Elisabeth Schulze-Egberding

Financial Accounting Manager, d.velop

Context

For mid-sized organisations like d.velop, the biggest impact isn’t just time savings, it’s eliminating process friction. Declaree enabled a fully digital, intuitive, and consistent expense workflow, supporting over 1,100 employees working across locations and processing hundreds of expense reports monthly efficiently.

As a digitally mature organisation, d.velop required internal processes to match the standards of their own product offering, especially when it came to document and expense management.

The challenge

Previously, the team’s expense management process was not fully digital, and employees were required to physically submit receipts at a central location. This created inefficiencies and friction, particularly in a distributed and remote working environment.

Thanks to an existing strategic partnership, d.velop was already familiar with Declaree’s capabilities and how it could integrate with their own platform, d.velop documents.

As the organisation scaled, several limitations became clear:

Non-digital process (“Medienbruch”): Employees had to physically hand in receipts, breaking the digital workflow.
Low usability of previous system: The tool was not intuitive, leading to frequent questions and support requests.
Manual document handling: Receipts and reports had to be merged manually, increasing administrative effort.
Limited VAT handling: The previous system could not split multiple VAT rates per invoice, complicating financial accuracy.
Distributed workforce challenges: With many employees working remotely, a centralised, physical process was no longer viable.

“We moved from a fragmented process to a 100% digital workflow.”

Elisabeth Schulze-Egberding

Financial Accounting Manager, d.velop

Solution

d.velop implemented Declaree to create a fully digital, user-friendly expense process aligned with their distributed way of working.

Key improvements included:

End-to-end digital workflow: Receipts can now be scanned directly into expense reports, eliminating physical handovers.
Intuitive user experience: Reduced the need for repeated questions and support.
Automated document handling: No more manual merging of receipts and reports.
Advanced VAT handling: Ability to break down multiple VAT rates per invoice.
Card expense automation: Card transactions are automatically captured and matched to expenses.
Seamless fit for remote teams: Employees can submit expenses from anywhere.

Results

The impact is clear across usability, adoption, and operational efficiency.

By introducing a more intuitive experience, employees can now submit expenses with ease, resulting in fewer recurring questions and far less back-and-forth between travellers and finance. What was once a fragmented process is now straightforward and consistent.

At the same time, the system scales effortlessly with the organisation. With an average of over 200 expense exports per month, reports are processed efficiently and fit seamlessly within the weekly payment cycle.

“Declaree is far more intuitive, which has noticeably reduced the number of questions we receive.”

Jaqueline Lüdiger

Payroll Accounting, d.velop

In addition, d.velop benefits from Declaree’s cards integration. Card transactions are automatically captured within the platform, allowing employees to easily match expenses without manual input. This simplifies the reconciliation of third-party card usage and gives finance teams a clear, consolidated overview of all transactions. As a result, expense data can be reviewed and exported in just a few clicks, eliminating the need for manual reconciliation and reducing administrative effort.

Overall, Declaree fits naturally into d.velop’s way of working today. Employees can manage expenses wherever they are, making the entire workflow more flexible, reliable, and easy to maintain.

About d.velop

As an international company with strong local roots, d.velop drives the digitalisation of document and business processes across Europe. The company supports its customers in progressing faster through digital, AI-powered services designed to connect people and organisations.

The d.velop platform connects, integrates, automates, simplifies, and reimagines business processes of all kinds, all while ensuring state-of-the-art security and maximum compliance.

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