SutiExpense Platform A SaaS Integration Platform (SIP) for End to End Travel and Expense Management A SutiSoft, Inc. Whitepaper March 2014
Table of Contents 1. Introduction... 3 2. Saas Integration Platforms Where the Sum is Greater than the Parts... 4 3. Travel & Expense Management A Case for Integration... 5 3.1. Benefits of an Integrated T&E Solution... 5 4. SutiExpense An SIP for end to end travel and expense management... 6 4.1. Core Travel & Expense Applications... 7 4.2. Add On Modules... 8 5. Integration with third party applications... 8 5.1. Data API... 8 5.2. Other APIs... 9 6. SutiExpense An Open Platform... 9 7. Why Sutisoft?... 10 Appendix A: Pictorial representation of SutiExpense Platform Architecture... 11
1. Introduction Integration, which remains a big challenge to this day, can be effectively countered by the deployment of Saas Integration Platforms (SIP). Software as a Service (SaaS), which revolutionized the Information Technology world, is fast becoming the dominant model of software delivery. The umpteen benefits of switching to the cloud such as lower costs, subscription pricing options, multi tenancy, and zero maintenance to name a few, have resulted in more and more organizations embracing this innovation. The adoption of Software as a Service has not been without its fair share of challenges though. The early days of SaaS adoption brought in challenges like security concerns, unfamiliarity with the SaaS provider s interface, lack of customization options, etc., which SaaS providers have been able to solve to a great extent. Today, however, one big challenge still remains: Integration. Integration is not a new challenge. SaaS inherited the same from the enterprise software model, where organizations had to find a way of getting disparate systems to work together or find a provider that can give an end to end solution that was affordable. Integrating SaaS solutions with existing enterprise solutions, processes, or other SaaS solutions is a big challenge for both users and providers. It is not uncommon to see organizations being affected due to faulty integrations which led to loss or leakage of data, which resulted in service providers often losing out on new accounts. Integration requires the organization s IT department or a consultant to work closely with the service provider on integrating the solutions with the applications, incurring the organizations an additional cost. This challenge can be effectively countered through the deployment of a SaaS Integration Platform (SIP) a single interface through which users can access multiple SaaS applications. Through an SIP, service providers can now provide SaaS solutions as part of a comprehensive platform for all the enterprise needs rather than as a standalone application that caters only to some organizational requirements. This can only help SaaS gain increased prominence not just as a delivery mechanism but also as a business model in the long run. Page 3
2. SaaS Integration Platforms Where the Sum is Greater than the Parts An SIP combines and leverages all the benefits of SaaS while adding some of its own. To list a few: Apart from providing a single, cost effective platform, an SIP also improves business synchronization and allows for long term relationships with service providers. One place for all: Users can now access all their applications from a single interface, without the need to switch among several applications for different functions. Whether an invoice has to be created or a sales lead tracked down, users can now do it all from a single interface. Duplication of data: Organizations usually need to transfer data and results from one application to another. With integration of several business productivity applications, users can now avoid duplication of data, saving several man hours. Greater synchronization: Integration provides scope for greater business synchronization too. Sales data from CRM software can be input into business intelligence software that analyzes the results and provides in sights, all simultaneously and in one place. Long term relationships with service providers: With SIPs, organizations typically choose one vendor for all their business needs, giving them greater control over security and a chance for long term relationships with service providers. Cost Benefits: As a solution which bundles several solutions together and comes to the user integrated, an SIP eliminates the need to purchase and deploy different solutions, saving money. It also benefits the users in terms of manpower cost and integration cost. Page 4
3. Travel & Expense Management A Case for Integration A single platform for travel and expense management automates the process, saving time and eliminating the need for duplication and the scope for error. Separate SaaS applications for travel management and expense management are already available in the marketplace today. While travel management applications allow users to manage their itinerary, record expenses, and manage hotel bookings all from one place, expense management solutions allow users to implement budgets and create expense reports while complying with regulations at all times. Of the many business management solutions available, travel and expense management solutions make a compelling case for integration. As mentioned before, an SIP provides all the benefits of the individual applications and adds more benefits as a result of integration. An integrated travel and expense management software is one such SIP which lets users manage all their travel and expense needs from a single interface. Users can now manage their bookings, create itineraries, check for delays, and make reservations from anywhere and these details along with the expenses are automatically imported into the expense software, making the process of travel expense management easy and hassle free. 3.1. Benefits of an Integrated T & E Solution Some benefits of an integrated T&E solution are as follows: An end to data duplication, manual labor, and human errors. As mentioned earlier, all travel related details and expenses are automatically captured and imported, thereby eliminating the need for data duplication and the associated manual labor. Since credit cards are already integrated with the expense system, this data can be double checked against. Since there is no human intervention required, there is also no scope for human error. A single interface for all needs. There is no need for users to familiarize themselves with different applications. Fast, accurate, up to date reporting. Users can simultaneously manage and report expenses, which means that they can now create an expense report even before they return to their workplace. Page 5
4. SutiExpense An SIP for end to end travel and expense management SutiExpense, the travel and expense management solution from SutiSoft, combines the best of its travel and expense management software to provide an integrated travel and expense platform. Page 6
Key Features: Our travel and expense platform leverages the best of both travel and expense management and comes rich in features. Integrated travel and expense management Travel booking engine Flexible workflow Approval functionality Credit card integration Set corporate travel policy and spending limits Customizable user interface Centralized reports to track and analyze budgets across the entire organization Multi format support Option for additional security by fingerprint and dynamic signature authentication Mobile device support 100% compliance with all policies and regulations Multi currency conversion The integrated SutiExpense platform is a combination of core travel and expense management applications with the option to add several other Sutisoft plug ins. 4.1. Core Travel & Expense Applications Travel Booking: Users can book flights and hotels, rent cars, create itineraries, and even look at vacation packages. Expense Reporting: With an integrated platform, users can prepare expense reports from anywhere and get approval in minutes. Hotel Property Management: This solution allows users to manage hotel bookings, both individually and in a group, and even offers the advantage of flexible pricing. Page 7
4.2. Add On Modules Other business productivity software and third party applications can also be integrated with the travel and expense management platform. Wireless Expense Management: Integration of a wireless expense management solution allows users to control their wireless spending by managing data, voice, and text usage. Procurement: A solution that accelerates and automates the entire procure-topay cycle, when integrated with T&E management software eliminates the need for duplication and save time, effort, and money. Asset Management: This integrated solution lets you manage all your assets from one place. Customer Relationship Management: Salespeople have reason to travel a lot. By integrating CRM with travel and expense, we can offer a single platform from which all the business needs of the CRM team can be met. E-Signature: With the integration of our fully secure e-signature solution with this platform, approvals can be done online. Survey: An integrated survey solution gives users the chance to rate their experience and easily capture partner feedback. Analytics/Business Intelligence: An integrated analytics solution lets administrators track and analyze spending data. 5. Integration with third party applications A very important requirement of an SIP is its ability to seamlessly integrate with third party applications. One of the biggest advantages of deploying SutiExpense is its easy integration with third party applications. Through APIs it interacts with several third party applications to perform the required tasks. 5.1. Data API Using data APIs, SutiExpense stores and retrieves data from several relational, object relational, and non-relational database management systems, including Microsoft SQL Server, Oracle DB, and My SQL. Page 8
5.2. Other APIs Apart from the data API, SutiExpense also uses several other APIs for different purposes. Some of them are: SutiExpense is an open platform which allows users to integrate multiple systems with the solution which leads to greater cost benefits for the organization. Property Management API Accor hotels Credit Card API Visa, MasterCard, American Express, Diners Club Accounting API Intuit, Paycheck, Microsoft Dynamics GP Trip booking API nutravel, Egencia, Orbitz, Amadeus, Galileo CRM API Oracle, Salesforce.com 6. SutiExpense An Open Platform Through external programming interfaces, open platforms allow third parties and developers to add additional functionality to the existing product. Open platforms come with many advantages, some of which are: Multi system integration: Open platforms allow integration of multiple systems as per the user s requirements, which allows for easier access to information, all in one place and from a single interface. Cost benefits: Organizations of the same size have similar needs. Open platforms encourage for a sharing and healthier relationship among organizations. Users can share information which can result in more efficiency and reduced costs. SutiExpense, developed as an open platform, allows users to customize the platform to suit their needs and add additional features. Page 9
7. Why SutiSoft? SutiSoft is a leading provider of cloud-based business management solutions and comprehensive SaaS Integration Platforms (SIP). SutiSoft provides a comprehensive suite of cloud based business management solutions for entities of all sizes. The solutions are built on robust platforms that allow for integration, sharing, delivery, and management, esentially paving the way for the next revolution in SaaS adoption. Our suite of solutions includes scalable and easy to use solutions for HR, document management, payroll, employee travel & expenses, ERP, CRM, business data analytics, and electronic signature. This allows our customers to control costs, save time, and achieve superior security. We are dedicated to the strategic synchronization of tailored business solutions to meet our customer s critical business needs. Our integrated solutions combine superior technology products with world class implementation services tailored to meet your most mission critical business requirements. Business Solutions help improve business operations by delivering enhanced operational efficiencies, thereby mitigating business risk. Security Solutions include robust endpoint security, authentication, data encryption, and strong identity / access management systems. Our security solutions meet or exceed regulatory compliance requirements in a variety of industry verticals. SutiSoft is a minority owned enterprise headquartered in Los Altos, California, and has offices in Northern California, India, Germany, and Japan. Page 10
Appendix A: Pictorial Representation of SutiExpense Platform Architecture Page 11