Switching
Live in 4 to 6 weeks, with nothing lost in between
A named implementation lead runs every stage. You can see what we do, what your team does, and how bookings, credits and refunds already in progress are handled.
The sequence
Eight stages, one owner
Implementation owner: Implementation Lead. Fees: Included up to 500 travellers; $3,500 fixed fee above that.
| Stage | When | silentVIP does | Your team does |
|---|---|---|---|
| Kickoff | Week 1 | Implementation lead runs the kickoff, confirms scope, plan and dates, and names your account manager. | Name a project owner and an approver for policy decisions. Share your current policy and supplier agreements. |
| Data transfer | Weeks 1–2 | Import travellers, departments, entities and project codes from your roster file. Request booking history and open items from your current provider. | Send the HR roster file. Ask your current provider to release booking history, unused tickets and open refunds. |
| Policy set-up | Week 2 | Turn your policy into rules (cabin, hotel caps, advance booking, preferred suppliers, restricted places) and test them against last quarter's trips. | Confirm the rules, the policy groups and each traveller's approver. |
| Payment configuration | Weeks 2–3 | Set up entity billing, company card or invoice terms, and how employee-paid items are handled. | Choose payment methods per entity. Supply billing contacts and any purchase order requirements. |
| Integrations | Weeks 3–4 | Map export files to your chart of accounts and expense system, and run a trial export. | Provide GL codes and check the trial file imports cleanly. |
| Training | Week 4 | Short sessions for travellers, assistants, approvers and finance, plus written guides. | Invite the right people and choose the launch communications. |
| Testing | Weeks 4–5 | Run test requests through each route (portal, assistant, phone) and test approvals, invoices and exports end to end. | Have 3 to 5 travellers and one approver take part, and sign off the results. |
| Launch | Week 5–6 | Go live, watch the first two weeks closely, then hold a review at 30 days. | Announce the change and send all new requests to silentVIP from launch day. |
In-flight items
Existing reservations, unused tickets and open refunds
What happens to trips already booked with our current provider?
They stay with that provider until they're flown. Your current provider services any changes to them. New requests come to us from launch day, so nothing is booked twice.
What about unused tickets?
We collect the list from your current provider (airline, ticket number, value and expiry) and add each one to our credit tracking. They're applied to the traveller's next booking with that airline where the fare rules allow.
And refunds that haven't arrived yet?
They're added as open refunds with the expected amount. Refunds paid to your current provider are still theirs to pass on, and we track them on the same list until they're settled.
How much of our team's time does it take?
Mostly the project owner, for a few hours a week, plus short sign-offs from finance and an approver.