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- Travel Expense Optimizer
- Who it's for
- Travel management companies
Travel management companies
Travel management companies book on behalf of several clients. Each client has its own policy, preferred suppliers and approvers, and expects to see what was compared and why. Agents need one queue, while each client's records stay separate.
How Travel Expense Optimizer is set up for you
One organization per client
Keep each client's suppliers, team members and trips in its own organization.
Client approvers
The client's own approver decides on each trip; the agent never approves their own booking.
Payment evidence
Record the provider's payment events on each booking so the client can be invoiced accurately.
Travel management companies book on behalf of several clients. Each client has its own policy, preferred suppliers and approvers, and expects to see what was compared and why. Agents need one queue, while each client's records stay separate.
Pilot one client account for one month. Load the client's suppliers, policy version, approvers and your agents. Run every trip through the full cycle and reconcile captured payments with the client's statement. Add more clients once the first month reconciles.
[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
Suppliers and organizations
Keep the travel suppliers you may book with, each with its eligibility, and the organizations and team members who book and 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.
- Viewer
- Reads bookings, fare options, decisions and payments without changing them.
Set up Travel Expense Optimizer your way.
Start free, then use Proto to change fields, steps and approvals before your team goes live.