Every case has an owner
An equipment, access, vehicle, ticket, or record-change case goes to the responsible person, who tracks its due date and status.
Astrafox solution
Administration and employee services without email and paper
Equipment and access issued after verbal requests, a car reserved in a spreadsheet, a contractor record corrected by email, and invoices and exchange rates reconciled for weeks after an international business trip. We manage administrative cases and employee services in one process: from request through approval and fulfillment to settlement, integrated with HR, finance, and reporting. Leave requests are only one of many examples.
From request to decision and fulfillment
Every administrative case has an owner, due date, and status
On the AMODIT platform, we design forms, roles, limits, substitutions, and exceptions for requests, tickets, and work orders. Integrations retrieve data from HR and financial systems and transfer approved results without rekeying.
An employee submits a request with the required data, documents, and due date
The process checks the balance, limit, availability, cost center, or other rules
The case reaches the correct people according to the approval matrix
Tasks, reservations, advances, and substitutions start after the decision
Documents and expenses are attached, checked, and settled
Approved data goes to HR, finance, ERP, and reporting
Business travel settled within the process
Approval, the advance, per diems, lump-sum allowances, currency conversion, invoices, and other expenses form one case with a complete history.
Leave with a visible balance
The request accounts for absence, the limit, the team calendar, and substitution, then returns the result to the HR system.
We present the secure channel for reporting legal violations as a separate service: explore whistleblower protection →
A business trip connects to purchasing and expense documents. A travel or advance request triggers a purchase, while an invoice, bill, or receipt enters the correct workflow and remains linked to the travel settlement.
More than workflow
Technology and services for administration and employee services
We start with AMODIT and Astrafox products. We select other solutions for the documents, data, and systems used by the organization.
AMODIT
On Astrafox's own platform, we build workflows for leave, business trips, advances, equipment, fleet, access, Master Data, and specialized requests.
Explore AMODIT →KSeF Connector
Astrafox's own product transfers an invoice from KSeF (Poland's National e-Invoicing System) to the purchase invoice workflow, where the document is linked to a business trip or expense and sent to accounting.
Explore KSeF Connector →AI and document OCR
AI OCR reads data from invoices, bills, and receipts, while a user reviews and approves the output. We use existing models and configure them for the client's process—we do not train models.
Explore AI solutions →BI for travel costs and requests
Reports show business travel costs, advance use, time at each stage, returned cases, team workloads, and bottlenecks.
Explore process reporting →HR, finance, and ERP
We exchange balances, absences, schedules, employee data, cost centers, contractor data, business trips, and settlement documents with source systems.
Explore Software & Integrations →Cloud or on-premises
We run the solution in the Astrafox cloud, the client's cloud, or the client's infrastructure, with access control, backups, monitoring, and defined maintenance accountability.
Explore Cloud & Infrastructure →AI remains under human control. A user approves the extracted data before it is used in a settlement. Full control over data-processing location, EU regions, and models that are not trained on client data ensure compliance with GDPR and the EU AI Act.
How it works
From request to fulfillment, settlement, and reporting
We adapt the process to the case type and the organization's rules. Clear accountability and data exchange among people, assets, and company systems remain consistent.
This universal path covers everyday requests, business trips, and administrative cases. We configure roles, rules, exceptions, and settlement scope for the company's process.
-
Request or ticket
An employee describes the need, due date, and data required to start the case.
-
Approval
The process checks rules, limits, and availability, then routes the case to the correct people.
-
Fulfillment
The decision initiates a purchase, reservation, asset issue, or administrative task.
-
Settlement
Business trips, advances, per diems, and expenses are checked and transferred to finance.
-
Report and archive
Statuses, costs, and decision history feed reports and remain in the archive.
AMODIT manages the case and records the accountability history, while integrations exchange data and statuses with HR, financial, and operational systems.
AMODIT
Requests, roles, rules, tasks, and decision history.
-
Flow: Accountability, decisions, and substitutions..
People and roles
- requesters
- approvers
- fulfillment teams
-
Flow: Employee data, limits, and settlement results..
HR and financial systems
- employees
- balances
- settlements
-
Flow: Reservations, issues, returns, and due dates..
Calendars and assets
- fleet
- equipment
- availability
-
Flow: Work orders after a decision and their fulfillment status..
Help desk and tasks
- tickets
- queues
- due dates
-
Flow: Master data, completeness checks, and changes..
Master Data and contractors
- records
- cost centers
- validation
-
Flow: Statuses, costs, and decision data..
Reporting and BI
- costs
- stage duration
- workload
Integrations
A request does not end with approval
We have connected request and administrative processes with SAP HR, TETA, Symfonia, Comarch ERP XL and Optima, enova365, Microsoft Business Central, Dynamics, Office 365, and SharePoint. We also integrate other HR, financial, and ERP systems.
The exchange covers employees, balances, absences, schedules, substitutions, cost centers, contractors, exchange rates, business trips, advances, expense documents, and settlement statuses.
We select the exchange method for each system
- REST APIs, SOAP APIs, and web services;
- SQL views, ODBC, and staging databases;
- XML, CSV, Excel, PDF, and DOCX files;
- secure exchange through SFTP, email, and portals;
- error control, retries, and synchronization history.
Typical scope
From equipment and access to employee self-service
We design shared accountability, data, and integrations, while each case type retains its own rules and participants.
Equipment and access
Equipment issue, return, and inventory plus access provisioning, changes, and removal.
Fleet and fuel
Vehicle reservations, issues, and returns, fuel cards, mileage, allowances, and settlements.
Help desk and visitors
Tickets, group and recurring tasks, visit registration, and security notifications.
Contractors and Master Data
Record creation and changes, completeness checks, and parallel data completion and approval.
Business travel and advances
Approval, reservations, per diems, lump-sum allowances, currencies, expenses, invoices, and settlement.
Leave and absences
Balances, limits, calendars, schedules, substitutions, and exchange with the HR system.
Working time and location
Remote work, attendance confirmation, overtime, time off, and schedules.
Specialized requests
Grants, subsidies, banking processes, certification, audit recommendations, and industry-specific cases.
Experience catalog
What we work with in administration and employee-service projects
This catalog covers both recurring and specialized scopes: from employee self-service and asset and data administration to banking and public-sector processes. We select the scope for the organization's process, systems, and needs.
Systems, registers, and integrationsAMODIT, SAP ERP i SAP HR, TETA, Symfonia and Symfonia Finance and Accounting, Comarch ERP XL and Optima, and more
- AMODIT
- SAP ERP i SAP HR
- TETA
- Symfonia and Symfonia Finance and Accounting
- Comarch ERP XL and Optima
- enova365
- Microsoft Dynamics 365, Business Central, and Navision
- Office 365 and SharePoint
- EasyRedmine
- wFirma
- HR and payroll, financial and accounting, and ERP systems
- banking and operational systems
- document repositories and data warehouses
- fleet systems and fuel-card data
- AMODIT KSeF Connector
- Statistics Poland (GUS), VIES, and the Polish VAT whitelist
- National Bank of Poland (NBP) exchange rates
- public and industry registers
- REST API
- SOAP APIs and web services
- SQL, ODBC, SQL views, and staging databases
- SFTP
- XML i XSLT
- CSV, Excel, and text files
- PDF and DOCX
- email and SMS gateways
- web forms and external portals
- custom operational applications
Request and case typesdomestic and international business trips, leave requests, absences, and days off, advances, expenses, and business-trip settlements, travel approvals, tickets, lodging, and travel-management services, per diems, lump-sum allowances, additional costs, and foreign-currency settlements, and more
- domestic and international business trips
- leave requests, absences, and days off
- advances, expenses, and business-trip settlements
- travel approvals, tickets, lodging, and travel-management services
- per diems, lump-sum allowances, additional costs, and foreign-currency settlements
- border crossings, mileage allowances, and private-car use
- balances, limits, schedules, and absence calendars
- substitutions and temporary permissions
- remote work, attendance, overtime, and time off
- training requests
- vehicle reservations, checkouts, and returns
- fuel cards, mileage, fuel settlements, and fleet registers
- purchasing, issuing, returning, and inventorying equipment and phones
- fixed-asset registers, asset acceptance documents, and disposals
- granting, changing, and removing access
- help desk and group and recurring tasks
- visitor registration and planned visits
- cost-center requests
- customer, supplier, and contractor records, including dual-role entities
- item master records and Master Data
- management-board requests
- procedures, instructions, and quality documents
- consents to use images and creative works
- grants, subsidies, research activities, and public programs
- certification requests
- factoring requests and proposals
- banking-product approvals
- customer, credit, and claim reviews
- work orders, operational events, and transaction controls
- audit recommendations and project and supplier risk assessments
- medical-transport orders and settlements
- data-change protocols for high-volume services
- tax declarations
- complaints and change proposals
Process scenariossubmitting a request in one form, approval by role, unit, cost center, and amount, checking balance, limit, and availability, designating and activating a substitute, requesting and paying an advance, and more
- submitting a request in one form
- approval by role, unit, cost center, and amount
- checking balance, limit, and availability
- designating and activating a substitute
- requesting and paying an advance
- separate workflows for companies and business units
- single-level, multilevel, and parallel approval
- returning, correcting, resubmitting, or canceling a request
- validation of required fields and attachments
- checking the approver's authority
- notifications, reminders, and escalations
- mobile access to requests and approvals
- automatic document generation from templates
- document signing, archiving, and change history
- travel planning and ordering tickets, lodging, or currency
- calculating per diems, lump-sum allowances, and additional costs
- NBP exchange rates and foreign-currency advance settlements
- attaching invoices, bills, and receipts to a business trip
- accounting checks and blocking settlement before the trip ends
- transferring data to the financial system and payment batches
- exchanging employee absences, schedules, and calendars
- recording remote work, attendance, and overtime
- reserving, issuing, and returning a vehicle from the correct pool
- importing fuel-card data, mileage, and fuel settlements
- issuing, confirming, and inventorying equipment
- access changes and group and recurring tasks
- visit registration and security notification
- creating and updating records with parallel Master Data completion
- contractor verification in external registers
- checking data completeness and accountability
- importing, migrating, and bulk-updating data from spreadsheets
- temporary access and handling requests and statuses in an external portal
- generating PDFs and result summaries
- archiving, retention, and monitoring deadlines and recommendations
- handling exceptions and integration errors
Reports and analysisrequest status and current stage, case volume by type, requester, and assignee, time at each stage and delays, returned, rejected, and resubmitted cases, decision and change history, and more
- request status and current stage
- case volume by type, requester, and assignee
- time at each stage and delays
- returned, rejected, and resubmitted cases
- decision and change history
- leave balances and limit use
- attendance, absences, remote work, overtime, and working time
- domestic and international travel costs
- costs by cost center, project, and company
- per diems, lump-sum allowances, and additional costs
- advances paid, used, and unsettled
- expenses by payment method
- links between invoices and business trips and settlement timeliness
- vehicle and fuel-card use, mileage, and fuel consumption
- equipment issued, returned, and unconfirmed
- access by user and system
- ticket, administrative-task, and visit statuses
- contractor-record and Master Data completeness
- validation errors and data-update history
- grant requests and support programs
- operations, transactions, and recommendations requiring control
- operational and management reports and BI dashboards
- exports to Excel, CSV, and PDF
Scale and environments100 organizations, nearly 150 projects, projects since 2011, midsize, large, and enterprise organizations, at least 1,500 users in the largest program, and more
- 100 organizations
- nearly 150 projects
- projects since 2011
- midsize, large, and enterprise organizations
- at least 1,500 users in the largest program
- approximately 20,000 operations per month in a large banking process
- Polish and international multi-company groups
- SaaS, client cloud, and on-premises installations
- SLA-based support, updates, and further development
Scale and experience
We have implemented digital administration and employee services in approximately 100 organizations
Our projects cover employee self-service, travel and expenses, asset administration, Master Data processes, and specialized operational cases. Our clients in this area include Rhenus, Netia, Currenda, PCBC, Polmlek, Infor, Gi Group, and Holcim.
Why Astrafox
- Our experience across approximately 100 organizations covers employee self-service, travel, expenses, and administrative cases.
- A named team organizes roles, limits, rules, and exceptions, then provides SLA-based support after launch.
- When a request initiates further actions, we connect it with HR, finance, ERP, KSeF, and reporting.
Implementation and maintenance
The project covers the process, integrations, and post-launch accountability
We run the solution in the Astrafox cloud, the client's cloud, or the client's own infrastructure. The architecture follows the organization's security rules, integrations, user scale, and ways of working.
Process analysis and design
We organize roles, forms, rules, limits, exceptions, data sources, integrations, migration, and test scenarios.
Testing and training
We prepare environments, conduct user testing, and provide training for employees, approvers, finance, HR, and administrators.
SLA-based support and development
We provide maintenance, updates, error handling, integration monitoring, and further development following organizational and legal changes.
Explore SLA-based support →Related resources
How to prepare a company to automate administration and employee services
These resources explain how to organize process requirements, data accountability, and integrations and select a solution that develops with the organization.
How to select a document workflow system
Criteria covering roles, substitutions, exceptions, integrations, security, and workflow-platform maintenance.
Read the guide →HR digitization is more than eTeczka
Why a document archive alone does not replace the complete process, tasks, approvals, and data exchange across departments.
Data quality and Master Data
How data consistency, timeliness, and completeness affect processes, integrations, reporting, and AI solutions.
This page presents how we implement and integrate the solution in a company's environment. The AMODIT website provides a detailed description of product features.
Administration features in AMODIT →
Explore request-management reporting
Read the Master Data definition →
FAQ
Frequently asked questions about administration and employee services
How does this solution differ from HR and eTeczka?
HR and eTeczka cover employee documentation, personnel files, onboarding, and offboarding. This solution covers everyday administration and employee services: equipment, access, fleet, help desk, visitors, Master Data, business travel, and requests. The processes connect—for example, onboarding initiates equipment and access provisioning, while leave requests feed the HR system.
Can one system handle leave, business travel, and administrative processes?
Yes. Each process has its own form, roles, data, rules, and permissions, but all run on a shared platform. The organization retains one sign-in method, case history, reporting, and maintenance model.
How does the solution handle international business travel?
The process manages travel approval, the advance, per diems, lump-sum allowances, additional costs, exchange rates, invoices, and settlement. After approval, the data goes to the financial or ERP system, while the documents remain linked to the trip.
Does the system check the leave balance and substitution?
Yes. The integration retrieves the balance, absences, and schedule from the HR system, while the process checks the limit and designated substitute. After approval, it returns the result to the source system.
Can requests connect to any HR or ERP system?
Yes, provided the system offers the interface required for the exchange. We have connected processes with SAP HR, TETA, Symfonia, Comarch ERP XL and Optima, enova365, Microsoft Business Central, and Dynamics. For another system, we assess APIs, services, SQL views, or file formats.
How is data extracted by AI or OCR controlled?
AI OCR proposes data from an invoice, bill, or receipt, and a user reviews the output before it is used in a settlement. The system records the status, responsible person, and change history.
Does the solution run in the cloud and on-premises?
Yes. We run it in the Astrafox cloud, the client's cloud, or the client's infrastructure. The project defines data-processing locations, access, backups, integrations, and maintenance accountability. After launch, we provide SLA-based support, updates, and further development.
How does Astrafox ensure continuity of accountability for the administrative process?
A named team leads the project: an account manager, project manager, and deputy. The same accountability covers the request workflow, connections with HR and ERP systems, and SLA-based support after launch.
Start with the case that circulates by email or waits for fulfillment today
Describe the case type, participant roles, and systems the process needs to connect with. We will define the process, integrations, and accountability.
Describe your challenge