Hong Kong Air Cargo Terminals Limited (HACTL) is one of the world’s major air cargo terminal operators, managing logistics and staff across complex operations in Hong Kong.
🔍 Challenges:
- Manual expense tracking in Excel
- Complex approval processes across departments
- No integration with their core Oracle finance system
- No automated payment file generation or employee notifications
✅ Solutions:
- Replaced Excel with a fully paperless Odoo expense management system
- Integrated with Oracle to sync approved expenses directly into core accounting
- Automated bank file generation for direct staff payment transfers 🏦
- Set up a dynamic approval matrix based on:
- Department
- Department admin staff
- Amount
- Project / cost centres
- Position
- Enabled payment receipt proof attachment 📎
- Sent reminders to approvers 🔔
- Tracked full approval history & system logs
- Automated status notifications to employees (approved, rejected, processed)
- Allowed both self-submission and delegated submission 👤
- Triggered alerts for stalled/delayed applications ⚠️
📈 Results:
- 100% paperless reimbursement process
- Faster approvals and reduced manual work
- Smoother payment processing and system integration
- Clear visibility and traceability of expense records
