Please enable JavaScript.
Coggle requires JavaScript to display documents.
DECLAREE IMPLEMENTATION - Coggle Diagram
DECLAREE IMPLEMENTATION
Business Process & Requirements
Functional requirements
Mobile & Web Usability
Multi-Language Support
English + other company-required languages
Local currency display
Localized tax formats
Web Application
Browser-based portal with role-based access
Drag-and-drop receipt upload
Accessibility compliance (if needed)
Mobile Application
iOS and Android compatibility
Biometric login (Face ID, fingerprint)
Push notifications for approvals and rejections
Expense Capture & Submission
Receipt Capture
Ability to take photos of receipts via mobile app
OCR (Optical Character Recognition) to extract date, amount, currency, VAT
Auto-associate captured receipt to an expense line
Support for multi-currency receipts
Offline mode for receipt capture when traveling
Expense Entry
Manual entry of expense details (type, date, cost center, project, notes)
Auto-fill vendor names using OCR or historical data
Currency conversion based on live exchange rates
Tax/VAT field configuration by region or company policy
Expense category drop-downs configurable by admin
Expense Bundling
Grouping multiple expenses into a single report
Support for trip-based expense reports (travel ID, event tag, etc.)
Auto-save drafts for incomplete reports
Approval Workflow
Policy Enforcement & Compliance
Integration & Data Handling
Reporting & Analytics
Security & Compliance
Reimbursement & Payment
Administration & Configuration
Target Process Design
Define new expense policy flow
Design roles and responsibilities
Validate with stakeholders
Current State Analysis
Map current expense report process
identify the gaps
gather feedback
Non-Functional
Compliance and policy alignment
DTSC
Belgian accountant expense report standard
ISO 20022: This is a global standard for financial information
Go-Live & Post-Implementation
Go-Live Execution
System activation
Monitor first submissions
Manage go-live issues
Post-Go-Live Review
Go-Live Preparation
Customization & Configuration
Configure approval workflows
Set up company expense policies and limits
Enable mobile capture and receipt OCR
Technical Setup
Configure Declaree environment
Set up integrations
ERP
Payroll system
HR system
User profiles
Roles
permissions
approval notifications
Data Migration
Identify data to be migrated
users
costs centers
expenses categories
client accounts
Cleanse and prepare data
Import and verify data
Testing & Validation
Test Planning
Develop test strategy
reserve Test period
create testing team
Define test cases and acceptance criteria
Prepare test environment
Testing Execution
Conduct unit and integration testing
Perform user acceptance testing (UAT)
Record defects and retest
Validation & Sign-Off
Obtain UAT approval
Verify data accuracy
Final readiness assessment
Training & Change Management
Communication & Engagement
Develop communication plan
Announce project and benefits
Maintain stakeholder engagement
Training
Develop training materials
videos
guides
manuals
FAQs
Conduct training sessions for users and approvers
Collect feedback
Adoption & Support plan
Monitor early usage ( 1 month)
Provide hypercare support
Transition to steady-state support