How did Weco–Travel streamline contract circulation and business processes with AMODIT?
Introduction
Weco–Travel Services Sp. z o.o. is one of the leading companies in Poland operating under the TMC (Travel Management Company) model. It specializes in the comprehensive organization of business travel for corporate clients, as well as in planning and executing corporate events—from intimate conferences to large-scale incentive trips.
The company operates internationally—with its headquarters in Warsaw and additional offices in the Czech Republic, Hungary, and Romania. This broad scope of operations and the management of complex, high-value projects require excellent organization, particularly when it comes to document circulation and collaboration with suppliers and clients.
Challenge: Lack of control over document circulation in a growing organization
The company’s growth, international expansion, and increasing number of projects made the existing document management approach insufficient. Processes lacked formal structure, contracts were often signed in a rushed manner, and documentation was scattered. This heightened the risk of errors, non-compliance with procedures, and placed a heavy burden on employees who had to manually oversee the flow of documents.
Weco–Travel needed a solution that would not only streamline day-to-day operations but also provide the organization with full control over the content and status of contracts, ensuring compliance with legal requirements and internal procedures.
Why did Weco–Travel choose AMODIT?
During the selection process for a document workflow system, Weco–Travel evaluated many options. Some were more affordable, others could be implemented more quickly—but it was AMODIT’s approach that ultimately determined the decision. What proved crucial was the team’s willingness to understand the company’s real needs and tailor the solution to its specific requirements.
We chose AMODIT because what made the difference was the approach of the sales team—their willingness to truly understand our needs and answer all our questions. You carefully analyzed what would be necessary for Weco–Travel Services, asked us many insightful questions, and that made us believe you were genuinely trying to understand our business needs and address them in the best possible way.
Instead of presenting a ready-made product, the AMODIT team focused on diagnosing the problem and proposing specific, tailor-made solutions—something that convinced Weco–Travel to move forward with the collaboration.
Areas of AMODIT System Use at Weco–Travel
The implementation of AMODIT at Weco–Travel is a phased project, with a strong focus on adapting the system to the company’s specific operations. The first processes are already active, while others are being refined and will be launched soon. Ultimately, the system is intended to cover all key areas related to document management and project administration.
Contract Circulation with Suppliers and Clients
Centralization and formalization of the contract signing processes—with both partners and clients. Every document goes through the necessary approval stages, including legal and GDPR compliance checks, significantly increasing legal security and transparency in collaboration.
Cost Invoice Workflow
An automated cost invoice approval process that speeds up the work of the accounting department and reduces the risk of errors associated with manual document handling.
Event Project Management
A customized process supporting the event organization department—from receiving the order, through planning, to settlement and invoicing of the event. AMODIT is set to become the digital hub for managing the entire project lifecycle for project managers.
The company plans to continue developing the system by incorporating additional processes and gradually automating the entire document workflow within the organization.
Key Benefits of Implementing AMODIT
The AMODIT system has streamlined internal processes at Weco–Travel, improving the efficiency of multiple departments while also enhancing organizational security. The benefits are evident both at the operational and strategic levels.
Full Control Over the Contract Signing Process
Every contract goes through a formalized approval process to eliminate randomness and the risk of unauthorized decisions.
Enhanced Security and Compliance with Procedures
Documents are reviewed by the legal department and GDPR specialists, and every decision is recorded and traceable—ensuring compliance with regulations and internal policies.
Accounting Process Automation
The invoice workflow was designed to relieve the accounting team and minimize manual tasks, reducing settlement times and lowering the risk of errors.
Improved Management of Event Projects
The new process allows project managers to handle the entire event in one place—from planning to settlement—which significantly simplifies the execution of complex projects.
Time Savings for All Employees
Process automation has reduced the number of informal, manual tasks. Employees can now focus on substantive work instead of tracking documents.
Transparency and Real-Time Access to Data
The ability to generate summaries, reports, and document approval histories provides full visibility into what’s happening across the organization in real time.
I believe that in the future we’ll want to expand this collaboration as much as possible to include more and more document workflows, because the benefit to the company is almost impossible to overstate.
Collaboration with Astrafox – A Partnership Built on Trust
Weco–Travel speaks highly of the collaboration both during the implementation phase and in the ongoing system support provided under the SLA agreement. The AMODIT implementation team received particular praise for their commitment to helping the company map out processes and adapt them to the system—even in the case of non-standard, complex scenarios.
The cooperation with the helpdesk is also rated very positively—thanks to quick response times, the availability of consultants, and efficient handling of requests, system maintenance runs smoothly and without issues.
The implementation of AMODIT at Weco–Travel is a prime example of effective business process transformation within a rapidly growing company. By digitizing document workflows, the organization has gained greater control, transparency, and operational security. The automation of key processes has not only improved the day-to-day work of teams but also relieved the accounting and administrative departments. Weco–Travel plans to further expand its use of the system, continuing its journey toward full automation of documents and processes.
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Legal
Optimize the work of your legal department – organize contracts and addenda in a single system, granting your team easy access to vital information.
Finance
Automate financial workflows and reduce errors resulting from manual tasks.
Human Resources
Store all employee data in one place and simplify HR tasks through automation.
Administration
Reduce delays, avoid errors, and eliminate lost documents by automating administrative workflows.
IT
Enhance project monitoring and management for your IT team with an efficient, automated system.