How Datamatics Transformed Reimbursements for a Leading Energy Company

The client, one of India's largest integrated power companies headquartered in Mumbai, is dedicated to generating, transmitting, and distributing electricity across the country. With a strong commitment to sustainability, the client has made significant investments in renewable energy, particularly in solar and wind power projects. By leveraging cutting-edge technology and innovative energy solutions, the organization continues to play a pivotal role in powering India's future while advancing its clean energy mission.

The Challenge: Barriers to Growth & Efficiency

The client faced a significant operational roadblock. The legacy system struggled to keep up with the company’s scale, requiring employees to manually submit bills, wait for approvals, and navigate complex reimbursement workflows.

Further complicating the issue was the need to integrate with the company’s existing SAP and HR systems while ensuring compliance with diverse mobile usage policies across departments. Security concerns around sensitive employee data also posed a challenge.

Employees and approvers, accustomed to traditional methods, were hesitant to adopt a new digital system. Without proper user engagement, the transition risked delays and inefficiencies. Additionally, the reimbursement system needed to accommodate the varied approval workflows across different business units, requiring a tailored, flexible solution to meet the company's diverse operational needs.

The Solution: Automated Reimbursement System

Datamatics implemented a developed the Mobile Bill Reimbursement System to automate the client’s mobile bill reimbursement process. The new system eliminated cumbersome manual steps, offering employees a seamless platform to submit their bills electronically, whether on a monthly or quarterly basis. With real-time tracking capabilities, employees could monitor the status of their reimbursement requests effortlessly, reducing uncertainty and the need for frequent follow-ups.

To enhance transparency and efficiency, the system introduced automated email notifications at every stage of approval, keeping employees and approvers informed throughout the process. Integration with the company’s SAP system ensured that credit histories and bill payments were processed without delays, while predefined validation criteria ensured only eligible bills were accepted, reducing errors and compliance risks.