Customers

What changes when travel is managed

Each story sets out the company, what it used before, the problem, what was implemented and the measured result, with the period and definition next to every number.

Example stories shown until approved customer stories are supplied. They describe no real company.

Example story

Example A: an engineering firm, about 300 employees, two legal entities (US and UK)

Company context

About 90 people travel each year, mostly to client sites, plus a leadership team that flies long-haul every month.

Before

A traditional agency by email, with card statements reconciled by hand.

The problem

Finance spent the first week of each month matching card lines to trips and projects, and out-of-policy bookings were only found afterwards.

What was implemented

Policy groups, approvals, entity billing, project codes and the QuickBooks Online journal file. Implemented over five weeks.

Outcomes (with how each was measured)

Month-end travel reconciliation fell from 4 working days to 1 (measured over the first 3 months after launch)
Out-of-policy bookings fell from 22% to 9% of bookings (first 6 months against the 6 months before)

Example quotation: a finance director describing the month-end change. To be replaced with an approved customer's words.
Example only: no real company or person

Payments & expenses

Example story

Example B: a professional services firm, about 650 employees

Company context

Frequent short-notice trips that are often cancelled or moved.

Before

A self-booking tool, with no one tracking unused tickets.

The problem

Cancelled tickets turned into airline credits that nobody tracked, and many expired unused.

What was implemented

Credit and refund tracking, the monthly report and finance roles.

Outcomes (with how each was measured)

Unused ticket credits recovered: $41,800 applied to new bookings in the first year

Example quotation: a travel manager on recovering unused credits. To be replaced with an approved customer's words.
Example only: no real company or person

Reporting & savings

Example story

Example C: a software company's annual meeting, 120 attendees from 9 cities

Company context

A three-day company meeting in Lisbon.

Before

Each office booked its own travel.

The problem

No one could see who had arrived, or who was affected when plans changed.

What was implemented

Group booking, arrival schedules, safety check-ins and final reconciliation.

Outcomes (with how each was measured)

Every one of 120 attendees accounted for within 40 minutes of a rail strike being announced

Example quotation: an events lead on the rail strike. To be replaced with an approved customer's words.
Example only: no real company or person

Meetings & events

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