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- Travel Expense Optimizer
- Who it's for
- Professional services firms
Professional services firms
Consultants and engineers travel to client sites on short notice, and plans change when workshops move. The firm needs fares compared quickly, approvals that do not hold up the trip, and changes handled without losing the record of what was already used.
How Travel Expense Optimizer is set up for you
Fast comparison
Record a few realistic options per trip and submit the preferred one with its evidence.
Changes mid-trip
Cancel the unused return and approve a compensating rebooking, keeping the flown leg on record.
Cancellations under policy
Cancel moved trips under the supplier's policy and record the refund against the booking.
Consultants and engineers travel to client sites on short notice, and plans change when workshops move. The firm needs fares compared quickly, approvals that do not hold up the trip, and changes handled without losing the record of what was already used.
Pilot one practice and its staff for one month. Load suppliers, coordinators and approvers. Run every trip through the cycle, including at least one mid-trip change and one cancellation. Review spend by supplier and cancellations with the practice lead before extending to the firm.
[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
Trip bookings
Carry each trip from request through hold and confirmation to completion, with the supplier units it reserves.
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.
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 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.