Reducing Manual Work in Home Healthcare Travel Reimbursements with a Fully Automated Solution

Industry

Healthcare

Service

Web and Mobile Application Development

Company Size & Location

Medium-sized organization, India

Our Client’s Vision

Technologies

.NET, React, PostgreSQL, Azure

Integrations

Google Map API, Zoho CRM, Zoho Books, GreytHR

Team

5 - (Project Manager, Developers, QA)

Timeline

2 - Month Engagement Project

Challenge

The current travel reimbursement process is manual, error prone, inefficient, and lacks a clear audit trail.  

The nurses are required to submit their estimated mileage claims to Zoho Books at the end of each month. After approval, the reimbursement amount is calculated, manually entered as a journal entry in Zoho Books, and then uploaded to the bank for payment via a separate Excel spreadsheet.  

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Cabot’s Solution

Our solution completely streamlines this multi-level process by automating travel distance calculation to fund disbursement to employee bank account. Our scheduler will first identify the eligible service types and then use the Google Maps API for precise, distance-based calculations, we have eliminated the need for manual mileage estimates. This ensures that every reimbursement is accurate, consistent, and automatically calculated based on a nurse's actual client visits.

The system then applies a configurable per-kilometer rate to calculate the total monthly reimbursement for each employee. The scheduler executes twice a month, generating a detailed report that is automatically emailed to the accounts administrator. Furthermore, it directly creates the necessary journal entry in Zoho Books and an ENET file for bank upload, automating the final disbursement of funds to each employee's bank account.

By developing this scheduler we are able to completely automate the process, eliminating any manual intervention.

Integrations

AlayaCare – Home care system  

Zoho CRM – Sales CRM used for configurations

Zoho Books – Accounting application

GreytHR – Employee HR system – for Employee Bank Account details

Google API – Distance Calculation

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Process

Cabot followed an Agile methodology, delivering iterative builds and incorporating client feedback at every stage. Key steps included:

  1. User Research  – Conducted stakeholder interviews to understand pain points and created wireframes using Balsamiq.
  1. Phased development and user feedback – Built scheduler to calculate distance and get it validated by stakeholders
  1. Implementation & Refinement – Worked closely with stakeholders in each phase by validating the output by real-user testing.

Key Features

  • Automated Employee Travel Distance Calculation – Based on employee Home and Client locations, their shortest distance travelled is calculated using Google Maps API
  • Zoho Books Integration – Creates Accounting Journal entries for each branch location.
  • GreytHR – Employee bank details are pulled and the generates a report that can be uploaded to bank for easy distribution of Travel Reimbursement amounts.
  • Configurable Rates and Service Types – Per Kilometer reimbursement amount and Reimbursible service types are dynamically incorporated using APIs.

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Challenges Faced and Solutions Provided

  • Challenge: Optimizing the Google Maps API calls for reduced billing  
  • Solution: We used Google Maps Waypoints API to repurpose a single call to get the total distance in the case the employee visits multiple clients on the same day.

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Impact

The automation of the travel reimbursement process brought significant operational improvements to the client’s home care agency. Key benefits included:

  • 20% Increase in Employee Productivity and Satisfaction
    Nurses no longer need to manually calculate and submit mileage, allowing them to focus more on patient care and less on administrative tasks.
  • 10% Reduction in Reimbursement Errors
    Automated distance calculations using Google Maps API ensured consistent and accurate reimbursements, minimizing disputes and corrections.
  • Improved Financial Accuracy and Compliance
    The integration with Zoho Books and GreytHR provided a seamless audit trail and minimized the risk of manual data entry errors.
  • Faster Reimbursement Cycle
    Automating the entire process—from mileage tracking to fund disbursement—led to quicker payouts, boosting employee trust and satisfaction.
20%

Increase in employee productivity and satisfaction

10%

Reduction in travel reimbursement errors

Conclusion

By leveraging a tailored mix of .NET, React, PostgreSQL, and strategic API integrations, Cabot successfully transformed a complex, manual reimbursement process into a streamlined, fully automated system. The solution not only improved accuracy and reduced administrative burden but also enhanced overall employee satisfaction through faster and more transparent reimbursements.

This project underscores Cabot’s ability to solve real-world operational challenges through smart automation and integration strategies—delivering tangible business value in a short timeframe. The success of this two-month engagement reflects our commitment to building efficient, scalable solutions that align with client goals and industry best practices.

Looking to streamline your healthcare operations with smart automation?
Get in touch with our team today to discuss how we can build a solution tailored to your business needs.

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