PT Bobobox Mitra Indonesia, or Bobobox, is a hospitality company founded in Bandung in 2018. Known as a pioneer of the modular accommodation concept in Indonesia, Bobobox offers innovative lodging solutions for young people, travelers, and families. Starting with Bobopod, a modern capsule hotel that emphasizes comfort and space efficiency, Bobobox has also developed Bobocabin, an eco-friendly accommodation designed for families who want to get closer to nature.
Business challenges
With a large number of monthly business trips and reimbursement requests, the Bobobox team faced challenges in managing the process in a structured and transparent way. Previously, all business travel applications and reporting documents were handled separately. The fragmented management of initial requests, approvals, travel reports, and reimbursements made status tracking difficult and the entire process inefficient.
In addition, supervising budget allocation was another significant challenge. Without an adequate system, the risk of requests exceeding the budget or claims not adhering to company policies was quite high.
Mekari Expense as a solution
As a continuously growing company that prioritizes operational efficiency, Bobobox began using Mekari Expense in March 2024, alongside its implementation of the Mekari Talenta HRIS. The company specifically utilized Mekari Expense for its employee business travel and reimbursement needs.
With Mekari Expense, Bobobox now has a system that integrates the entire business travel process into a single digital workflow. From travel requests and approvals to final reports and reimbursements, everything is recorded in one integrated form. Every transaction has a complete history, including revision notes, approver comments, and the current status. This eliminates the need for the team to open separate documents to check on a claim.
The policy feature within Mekari Expense also helps ensure that requests align with budget allocations and company policies. The system automatically detects any requests that have the potential to exceed limits or violate regulations, which simplifies the verification process for the team.
“The policy feature is a huge help in making sure our requests aren’t over budget and they stay within the rules. It makes budgeting safer and easier to control,” said Azalea Primanda, Bobobox’s People and Culture Services Manager.
Results
Since using Mekari Expense, the business travel and reimbursement request process at Bobobox has become significantly more efficient and transparent. The previously fragmented process is now managed on a single integrated platform, with clear status tracking and complete documentation. The team not only saves time, but they are also able to keep their spending under control and in line with company policies.
“With Mekari Expense, fulfilling our business travel and reimbursement transactions is so much easier,” Azalea added. “We can truly monitor the status of every request; the references are clear, and there’s a complete edit history.”
