Hamilton offers a flexible and powerful SaaS-based Expense Reporting and Travel solution. The Hamilton Expense and Travel solution automates the corporate expense reporting and approval process and manages corporate travel booking from initial travel requests to booking and trip approval. Our Expense Report and Travel software applications are hosted on the Hamilton Business Application Cloud Hub and combines the perfect mix of standard features and customization possibilities to ensure that ALL of your business needs are met!

1. BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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HAMILTON DATA SERVICES
Expense reporting SaaS Solution

2. Company Overview
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
15 YEARS OF EXPERIENCE PROVIDING BUSINESS
APPLICATIONS AND DATA SERVICES
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Headquarters in France, 3 Offices in
Russia, Eastern and Western Europe
100+ employees
Highly skilled staff: project managers, IT
engineers, R&D
Servicing over 100 large international
organizations
Certified ISO 9001 & ISO 27001

3. A few of our customers…
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.

4. International Presence
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Service Centers
 Global Service Center in
Bulgaria
 Regional Service Center in
France
 Regional Service Center in
Russia
Clients in 12 countries
 Western Europe : UK, France,
Germany
 Eastern Europe : Russia, Ukraine,
Kazakhstan, Belorussia, Armenia,
Azerbaijan, Georgia
 South Eastern Europe : Bulgaria,
Greece
Single users
 United States, Spain, Italy,
Poland, Hungary, other

5. HDS specializes in
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Flexible, business applications designed to:
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Improve and accelerate decision making
Reduce costs
Increase operational efficiency
Meet compliancy requirements

6. Large SaaS Application Offering
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
TRAVEL & EXPENSE
SALES & AFTER SALES
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Travel booking & Authorization
Travel Agency billing approval
Expense Report Approval
Marketing Events and Congress
management
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Sales Contracts
preparation & Approval
Credit Control
Sales Bonus & Discount
After Sales
ONE PORTAL
PURCHASING & INVOICE
RECEPTION & MAIL DESK
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Purchase Contract preparation
& Approval
Purchase Requisition
Purchase Invoice
Mobile Phone Invoices
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Visitor access
management
Courrier and package
tracking
Meeting Room and
Shared Resource
Reservations

7. Business Process Hub Open Architecture
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Sales Offices
ERP
CRM
Other
Vendors
Travel Agencies
Accounting Dept.
ONE PORTAL
Legal Dept.
Other Dept.
SCAN
Bpo
Providers
Third parties
CLIENT
Procurement
Dept.

8. Expense Report Management – Main Features
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• SaaS APP, accessible from anywhere - including
mobile!
• Adapted to your company approval workflows
• Manage multiple currencies and VAT rates
• Receipt and invoice scanning
• Extensive compliancy features and complete
traceability
• Automated reminders and escalations
• ERP and storage integration

9. Travel Management – Main Features
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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Online accessible , users can be
anywhere : France, UK, US …
Pre-authorization by managers
Final approval according to internal
rules
Interface with travel agency for
ticket reservation
Compliancy features and complete
traceability
Adapted to your company approval
workflows

10. Integrated Travel and Expense
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Better Together!
• Thanks to the integration of travel with
expense reporting, all itineraries and credit
card charges are automatically imported.

11. Travel management
SERVICES
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System maintenance
Change requests
System hosting
Data base management
Users’ support by phone and by mail
FINAL BOOKING
MANAGEMENT
APPROVAL
TRAVELER SELECTION
BOOKING
PRE-APPROVAL
REQUEST SUBMISSION
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
TECHNOLOGY
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Manual tasks automation
Compliance validation
Budget approval
Technologies validated by Goodrich
France and UK SSC
 Proven : 2 years in use

12. Customized compliance
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
– Completely, customizable travel policies:
• Variable reimbursement rates by country:
hotel, restaurants, taxis, airfare, kilometers
• Per diem reimbursement rates
• Other parameters: traveler statutes,
guests/employees
– Policies can be adapted by department
– Manage alerts for expenses outside of policy
• Warnings or freezing accounts
• Modifications
• Unlimited process validation structures possible
• Reporting of anomalies

13. Simple put powerful customization
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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Easy process modification
• simple configuration, no need to redevelop a new application
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Extensive customization possibilities
• screens, category types, approval
structures
- Manage multiple processes and subprocesses
• Variable for different entities (ie.
Country, department..)
- Set a process for each type of trip,
destination, local regulations, type of
traveler (employee, client…)

14. Document Automation
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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Automated document and form productions
– Easily adapt documents for each department, country
or other entity
– Automatically generates required legal and tax
documents
• Example: Russia requires 15 separate documents per trip
– Create documents for internal controls
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Electronically sign and archive legal documents
– Allows complete dematerialization of documents
– Multiple electronic signature formats supported
• Example: RGS (France) and GOST (Russia)
– Partnership with national certification authorities
• ChamberSign (France et EU), Taxcom (Russia)

15. Integration
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
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Automatic accounting entries
Credit card interface(ex American Express,…)
3rd party software integration (via file
transfer or web service):
– HR Systems(HR Access), Single Sign-On…
– ERP: Oracle, SAP, 1C (Russia)…
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Experience integrating with travel agencies
– With large international agencies: American
Express, Carlson Wagon-lit, BCD
– With local agencies: ex. Russia : Tsar Voyage,
Aéroclub, Vip Service

16. Ultimate Localization
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
ローカライゼーション
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Adapted to local regulations!
Customized screens per
location/language
Extensive language support
εντοπισμού
локализация
– English, French, German, Spanish, Portuguese,
Italian, Russian, Hungarian, Romanian, Bulgaria
n and Greek
– Possibility to add other languages
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Alphabet support
– Latin, Cyrillic, Greek, Arabic, Chinese, Japanese
– Possibility to display text from right to left
本土化
localization

17. Quality Service
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
HELP DESK
GUARANTEE
 SLAs for all customers
 KPIs (Availability levels,
response time…)
 Clear, fixed objectives
 Monthly reporting
 Regular performance
reviews
 Mail and telephone
support
 Multiple languages
handled
 English, French, German,
Russian…
 Extended service possible
7j/7 et 24h/24
CERTIFICATION
 HDS products are certified by
Bureau Veritas
 Security : ISO 27001
 Quality: ISO 9001

18. Goodrich – Travel and Expense Management
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
• Many languages, +1000 users, +10
trips per year
• Pre-approved Travel orders (similar
to PO request)
• Integration with Amex for
reconciliation of credit card
payments
• Meeting Sarbanes Oxley and local
tax compliance needs
• Archiving, reports and analytics
SCREEN SHOT
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Also using data center services for
reception and control of expense
receipts
Scanned and archived with report

19. Goodrich - Expense report management
Scan
Attach
MANAGEMENT
APPROVAL
EXPENSE
RECEIPTS
EXPENSE REPORTS
SUBMISSION
Receive
Audit
SERVICES
 Receipts processing :
technology, specialization and near
shore
 Managed Software Services :
maintenance, change
requests, hosting, help desk
 Proven : 2 years in use
ACCOUNTING ENTRIES
PREPARATION
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
ERP :
SAP, CINCOM
TECHNOLOGY
 Manual tasks automation
 CINCOM and SAP (iDoc) proven
interface
 Technologies validated by Goodrich
France and UK SSC
 Proven : 2 years in use

20. Merck – Expense Reporting Benefits
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
– Full compliance with Sarbanes Oxley
– Entire expense note process accelerated
– 60% savings in back office costs
• Automation of accounting transactions
• Automation of compliance verification
– 20% reduction in expense costs
• Budget known at approval stage
• Travel pre-approved
• Unit prices controlled by purchasing
department
– Monthly payments low risk, no CAPEX

21. Contact Details
BUSINESS PROCESS IMPROVEMENT – REDUCED COSTS - COMPLIANCE.
Christian Salem
Sales Director – Western Europe
• Cell
: +33 6 14 31 21 33
• Email
: christian.salem@hds-group.com
Pascal Gilaber
General Manager – HDS Group
• Cell
: +33 6 14 47 13 10
• Email
: pascal.gilaber@hds-group.com
Viktorya Lapteva
• General Manager Russia and Eastern Europe
• Cell
: +7 910 427 70 90
• Email
: viktoria.lapteva@hds-group.com