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- Travel Expense Optimizer
- Who it's for
- Corporate travel programs
Corporate travel programs
Companies with regular business travel want three things: fares compared before booking, the policy applied the same way every time, and a clear record of who approved what. Travel coordinators book for many travelers, and approvers need to see the alternatives quickly before fares change.
How Travel Expense Optimizer is set up for you
Policy versions
Record the policy version on every option, so a policy change applies to new trips only.
Preferred suppliers
Keep negotiated hotel and airline agreements in each supplier's eligibility note.
Approval before payment
Hold and pay for a trip only after an independent approver has decided.
Companies with regular business travel want three things: fares compared before booking, the policy applied the same way every time, and a clear record of who approved what. Travel coordinators book for many travelers, and approvers need to see the alternatives quickly before fares change.
Pilot one office and its coordinators for one month. Load the preferred suppliers with their eligibility notes, the coordinators and the approvers. Run every trip through request, fare comparison, review, hold and payment. Compare approved fares with what you paid before, and review returned trips with the travel manager before adding offices.
[Plan the rollout](/travel-expense-optimizer/implementation), [review relevant modules](/travel-expense-optimizer#modules), and [compare the source data](/travel-expense-optimizer/data-model).
Features to start with
Fare comparison
Gather fare and route options for each trip, each quoted on a date under a named policy version, and submit the preferred one for review.
Trip bookings
Carry each trip from request through hold and confirmation to completion, with the supplier units it reserves.
Policy review
Record an independent approve, reject or return decision on each submitted option and booking revision before anything is booked.
Roles on the team
- Travel Manager
- Maintains approved suppliers and team membership, sets the travel policy version in use and oversees bookings and spend.
- Travel Coordinator
- Owns trip bookings, gathers and submits fare options, places holds, confirms on verified payment and handles cancellations and corrections.
- Travel Approver
- Independently reviews submitted fare options and booking revisions they did not prepare, recording approve, reject or return decisions.
- Payments Analyst
- Records and checks provider payment events and reconciles pending and unresolved operation receipts.
Set up Travel Expense Optimizer your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.