How MedSkin unified travel and expense management with Yokoy and TravelPerk

Struggling with fragmented processes, MedSkin needed a smoother way to manage travel bookings

Established in Germany by Dr. Wolfgang Suwelack in 1997, MedSkin is a globally-established manufacturer of premium skincare products. They combine scientific research with enhanced biological modes of action to create solutions for skincare, wound care, and soft tissue regeneration.

Today, MedSkin has several global office locations, making business travel a key part of their operations. But for some time, despite their well-oiled back-office machine, managing travel bookings and expense reimbursements was a confusing ordeal.

MedSkin found itself entangled in a web of disparate booking, payment and expense methods. Employees booked business trips through various channels, paying out of pocket and waiting weeks for reimbursement.

“Previously, compliance checks were nearly impossible, and we had no clear view of costs or approval statuses.”

Majbritt Löss- Office Manager at MedSkin

This lack of a unified process not only created administrative headaches, but also a frustrating experience for the many frequent travelers at MedSkin.

A single integrated solution with countless benefits

To bring harmony to their operations, MedSkin decided to integrate TravelPerk’s booking platform with Yokoy’s expense management tool. They also connected both platforms to their HR system, Personio. Now, employees can book their trips seamlessly through TravelPerk and pay using a lodge card.

“All travel policies are embedded in TravelPerk, and once a trip is approved, no further approval is needed for the related invoices.”

Majbritt Löss- Office Manager at MedSkin

Yokoy’s AI automatically matches travel bookings with invoices and transactions, eliminating the need for manual data entry. For any additional expenses incurred during travel, employees use their Yokoy Smart Corporate Card and upload photo receipts, with Yokoy’s AI ensuring 99% accuracy in expense reporting.

Seamless and efficient travel and expense management

Now, MedSkin has an integrated solution that unifies all their booking, payment, and expense processes. Frequent travelers enjoy a one-stop shop with TravelPerk and no longer need to submit reimbursement claims.

Out-of-pocket expenses are a thing of the past, thanks to the Yokoy Smart Lodge Card and virtual corporate cards. The administrative burden for travelers and decision-makers has been drastically reduced, since manual tasks have been eliminated.

“Employee, travel, and expense data flow smoothly through all three systems, enabling easy setup of new employees, quick approvals, and efficient travel bookings and reimbursements.”

Majbritt Löss- Office Manager at MedSkin

With this integration, MedSkin has not only streamlined its processes but also enhanced the travel experience for its employees, ensuring efficiency and compliance every step of the way.

Saving time and money for a clear ROI

MedSkin’s new system has produced striking results for the business. The new setup has resulted in a 26% cost savings, and operates at 3x the efficiency of the old system.

The processing per report for the finance team has been reduced from 25 minutes to just two minutes, saving 251 working hours per year! And 45% of all expenses are now processed immediately, within 24 hours.

“TravelPerk, Yokoy, and Personio have proven that it's worth rethinking the whole approach and investing in an integrated solution, instead of working with many disconnected systems.”

Majbritt Löss- Office Manager at MedSkin