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- Travel Expense Optimizer
- Implementation and migration
How a Travel Expense Optimizer rollout works
Start with one office and one month of trips your coordinators, approvers and payments analyst can reconcile together.
Agree the operating boundary
The app runs suppliers, trip bookings, fare comparison, policy review, payment evidence, cancellations, corrections and receipts. Booking channels, payment providers, expense claims and the ledger remain connected systems. Your approvers decide trips; Proto prepares information and configuration for review.
Map the source data
Gather suppliers with eligibility, the current policy version, coordinators and approvers, open trips and recent payment events.
Configure a bounded pilot
Pilot one office for one month. Run every trip through request, comparison, review, hold, payment and completion.
Rehearse the exceptions
A coordinator must not approve their own trip. A booking must not be confirmed without verified payment. A no-show must not be recorded before the threshold. A part-used trip must be corrected through an approved compensating action.
Reconcile and release
Compare confirmed trips and captured payments with your card statements. Obtain sign-off from the Travel Manager, keep an export of the source and agree the rollback window before cutover.
What the customer provides
- Organizations, coordinators, approvers and their user emails.
- Suppliers with codes, contacts and eligibility notes.
- The current travel policy and its version name.
- Open trips and recent payment events from your provider.
Changing it afterwards
Use Proto to prepare changes on a branch. Review the changed fields, affected permissions, import mappings and reports with their owners. Replay the pilot’s exception cases before release. Past options keep the policy version they were quoted under.
Set up Travel Expense Optimizer your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.