Streamlining Travel and Expense Management: A Seamless Approach to Attendance and Leave Management with Wallet HR

May 17, 2024
Streamlining Travel and Expense Management: A Seamless Approach to Attendance and Leave Management with Wallet HR

Managing travel and expenses effectively is crucial for businesses to ensure smooth operations and maintain employee satisfaction. Integrating travel and expense management with attendance and leave management can bring a new level of efficiency and transparency. In this blog, we will explore how to leverage a cloud based HR software to streamline these processes, ensuring a hassle-free experience for employees and managers alike.

Travel Plan Workflow and Approval Process

When an employee needs to travel for work, raising a travel plan should be as straightforward as possible. With a robust time attendance software, employees can easily create and submit travel requests through the system. The workflow typically involves the following steps:

  • Submission: The employee logs into Wallet HR software and fills out the travel request form, detailing the purpose of the trip, destinations, dates, and estimated expenses.

  • Notification: Once submitted, the request is automatically sent to the employee's manager for approval.

  • Review and Approval: The manager reviews the travel plan, considering the necessity and budget constraints, and then approves or rejects the request. Approved requests trigger further notifications to relevant departments such as finance and travel coordinators.

This automated workflow not only speeds up the approval process but also ensures that all travel plans are documented and can be easily retrieved when needed.

Ticket Booking Options

Once a travel plan is approved, the next step is booking tickets and accommodations. Wallet HR, the best HR software in India, offers flexibility in this regard:

  • Self-Booking: Employees can book their own tickets and accommodations through the software, which may be integrated with various travel booking platforms.

  • Vendor Booking: Alternatively, access can be provided to partnered vendors. These vendors can log into the system, view the approved travel plans, and book tickets and accommodations accordingly.

This dual-option approach caters to the preferences of different organizations, whether they prefer empowering employees to make their own arrangements or utilizing trusted travel partners for streamlined bookings.

Approval of Reimbursements and Expenses

Post-travel, employees need to claim reimbursements for the expenses incurred during their trip. The process is simplified with a cloud-based HR software:

  • Expense Submission: Employees submit their expense claims through the system, attaching necessary receipts and documents.

  • Managerial Approval: These claims are then routed to the respective managers for approval. Managers can review the claims, ensure they are within the policy limits, and approve or reject them with comments.

  • Finance Review: Approved claims are forwarded to the finance team for final verification.

This systematic approach ensures that all expenses are accounted for and reimbursed promptly, maintaining transparency and trust between employees and the organization.

Settlement by Finance Team

The final step in the expense management cycle is the settlement of approved claims. This is where integration with the payroll process becomes crucial:

  • Integration with Payroll Module: Being the best payroll software India,Wallet HR allows seamless data flow of approved reimbursements into the monthly payroll.

  • Direct Payouts: Alternatively, the finance team can process direct payouts for travel expenses separate from the payroll cycle.

This integration not only streamlines the financial aspect of travel management but also ensures that employees receive their reimbursements in a timely manner, enhancing their overall experience.

Seamless Tracking of Attendance with Geo-Tagging

Travel and attendance management go hand in hand. To ensure accurate tracking of employees' whereabouts during business trips, modern attendance management software incorporates geo-tagging features:

  • Mobile App Integration: Employees can mark their attendance using a mobile app that is integrated with the HR software.

  • Geo-Tagging: The app captures the employee's location when they check in or out, providing real-time data on their attendance and ensuring they are where they are supposed to be.

This feature is especially useful for companies with remote or field employees, offering a reliable way to monitor attendance without relying solely on manual check-ins.


Integrating travel and expense management with attendance and leave management using a cloud-based HR software offers numerous benefits. From streamlined workflows for travel approvals to flexible ticket booking options, efficient expense reimbursement processes, and seamless payroll integration, businesses can significantly enhance their operational efficiency. Moreover, with advanced features like geo-tagging for attendance tracking, companies can maintain accurate records and ensure compliance.

Embrace the best HR software in India to transform your travel and expense management processes, making them more efficient, transparent, and employee-friendly.

Client Testimonials Across Business Verticals

  • Auto Ancillary Manufacturing

    "We have implemented all the modules of Wallet-HR in our organization. We are very happy to mention that the product works great and the Crystal team implemented the solution at cheetah pace with good understanding. Very commendable job considering the size of our organization. We have integrated attendance devices across our 45 locations to centralised attendance software and integrated to payroll along with other modules. As a result of complete HR automation we were able to save atleast 7% on our turnover year on year. We are extremely delighted to have chosen Crystal HR as our solution provider."


  • NGO

    "We have 9 companies with almost 4000 employees Over all; managing employee’s records was very difficult. We have chosen wallet-HR after evaluating many products. Now we are using few modules of Wallet-HR, further we are planning to use all modules from this financial year. We are very satisfied with the Wallet-HR software, because of its updated technology, and the time it saves. Wallet-HR gives us accurate results and reports as per our requirements. Good Luck to Crystal team!"


  • Pharma

    "Wallet HR has been implemented and integrated across all our 9 locations. We have strict FDI guidelines to follow in respect of access control and attendance, which we have tirelessly implemented with the help of Wallet HR suite."

    IT Head

  • Auto Ancillary

    "We have nine factories across different locations in India. Wallet-HR is implemented for managing our entire employee lifecycle. We had huge challenges in managing workforce using attendance devices. Crystal with their proprietary technology was able to provide us a seamless solution. We have been using Wallet HR for 6 years now with excellent backup support from Crystal whenever required."

    HR Head

  • Retail

    "We are amazed by the domain understanding of Crystal and the configuration capabilities of the product. They have been able to provide solution to all our issues without making any customization in the product. It is a great tool that helps to balance the entire process of our organization in an easy manner."

    HR Manager

  • Hospitality

    "Intuitive UI, dynamic functionality and robust technology is what made us choose Wallet HR amongst all other products in the market. Earlier we used to manually amend the attendance data before processing payroll, now everything is automatic, which in multiple ways has reduced the time and effort spent in validating the attendance. That is indeed great."

    IT head

  • Share Registrar

    "We are very impressed by the lightning speed of Wallet-HR’s payroll engine. We have been able to process payroll of around 4000 employees in less than two minutes."

    Functional Manager - HRD

  • Steel Manufacturing

    "Selection of vendor is a tough process in Hyundai. Wallet-HR has been selected by Hyundai software division to implement the solution across all Hyundai subsidiaries. As a first step we have implemented the solution at one of our subsidiaries in Sriperumbudur and we are happy that they have gone live without any fuss. Good job done by Team Crystal."

    HR Manager

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