automate business travel management

5 advantages of automating business travel management

Managing business travel is a complicated task, which requires a lot of time and effort. Some of these tasks consist of booking hotels, finding transportation to the destination and ultimately, keeping track of travel expenses.

All these tasks aimed at the management of corporate travel are usually carried out through a person who represents the figure of the "travel manager", since he/she is in charge of organizing the entire process of the business trip..

Some of the tasks mentioned above must be adapted to the company's policies, so the whole process until the operation is validated takes quite some time. The number of emails that are made at that time between the traveler and thetravel managerare too many.

management of corporate travel

In addition, another aspect to take into account a posteriori would be the control of travel expenses, which becomes a complicated task if we have to manage the different invoices of all travelers in each trip.

Therefore, all this time could be optimized if we take the next step: automate the management of business travel. Let's comment on some of the advantages we achieve with this.

1. Saving resources

All processes for managing a company's corporate travel are costly, as they require different tasks that take up much of our time.

For the company's HR staff, these tasks are very time-consuming to manage. The preparation of expense sheets is a very common task in all companies, which are necessary to keep track of all possible expenses of the employee from the beginning of his trip.

save on business travel

If you work with a platform/app that automates all this, your company's travelers will only have to select the destination and hotel that most interests them within the company's possibilities, since these will be within the internal policies.

2. Control of travel expenses

When posting expenses for business trips there is some confusion due to the amount of expenses and invoices that are made throughout the year.

Many companies that do corporate travel often use Excel tables or other programs, which is more manual work, which in turn means more time spent on that task.

However, one of the major advantages of automating this process is the management of corporate travel is that all administrators will be able to have automated reports generated automatically in real time.

The number of invoices produced by travellers will be reduced to one, in order to save time in this process.

3. Minimize management errors

As mentioned above, the management of business travel requires several processes, which are usually controlled by a team.

This often leads to various types of errors that cause a delay in time and an increase in costs for the company.

If we automate we manage to reduce the number of processes until the management of the business trip is completed. In this way, by reducing the number of procedures we will manage to reduce the amount of mistakes we can make.

Therefore, since everything is automated through a platform, the possibilities of error in the management of your business trips are reduced to a minimum.

4. Travel policy

One of the biggest problems or setbacks in managing a business trip is the approval of the travel policy.

The travel policy is the basis on which the business trip is developed. It is the rule that defines how much budget is allocated to the trip, what type of hotel is appropriate, etc.

The objective of establishing a travel policy is to regulate all processes related to corporate travel management, ensuring control over the traveler's activity.

For example, if a traveler wants to make a reservation for accommodation, he must request approval from his superior so that the reservation is authorized before the employee starts his trip.

In addition, the company has established a series of policies for the type of accommodation, payment of allowances, etc., which the traveller should take into account when planning his business trip.

Based on this, another problem that often arises for business travel managers or supervisors is internal fraud. Some common practices are invoices for amounts that do not correspond to the limits set, non-work expenses, etc.

All this leads to unnecessary loss of time and an economic cost that we could optimize if we had a suitable tool for it.

5. Greater autonomy for the traveller

For the traveler, this whole approval process is heavy and annoying, as it requires several procedures and waiting times that could be saved.

By automating the management of business travel, everything will be simpler and faster for the employee, as he will only have to choose his destination and accommodation from a single portal.

business traveller

Thanks to this, the processes of intermediation between the administrators and them will be eliminated to be able to validate your trip, since from the same portal you will have all the policies of trips of the company integrated, which will allow you a greater freedom.

This way, the moment the traveler sees an attractive hotel offer, he can pick it up immediately from his smartphone, eliminating the possibility of losing that offer while asking for authorization.

HOW TO AUTOMATE THE MANAGEMENT OF BUSINESS TRAVEL

Find out how -> Here.

In this way, using a company travel management platform such as VyooTrip will help you to optimize your resources within it, avoiding all possible internal frauds and helping you to take better strategies, thanks to a better cost accounting.

With this tool we can define our company's travel policies and implement them in the whole team through a platform, so that when the traveler is about to start his trip, he will have all these internal policies integrated and will have total freedom to define his trip from his smartphone, without the need to request permission from the trip supervisor.

In short, automating business travel management is key to optimizing internal processes. It means greater efficiency in resources and, above all, generating an advantage over the competition.

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