Conducting a good management process for the business trip travel expenses, a structured analysis and integration of all information related to the process, allows a head start on on how to keep it all under control. The co-operative travel management helps with that. Here are 5 crucial tips for everyone planning business trips:

Improve efficiency in management

Eliminate manual and paper-based tasks, reduce internal bureaucracy by communicating better partners. Replace the inefficiency of the traditional process by automating tasks with minimal human intervention. Facilitating the task of the writer and reviewer helps to reduce errors. Synchronizing different phases without any clocks is key here.

Cost savings in expense management

With automated drafting of the expense sheet, you win the time you would spent on administrative tasks. Supervisors receive information previously treated so their speech is reduced and should only mediate in cases of conflict. Controlling spending allows reduction of fraud and thus a willingness to try to commit workers. The material and infrastructure management is also decreased.

Manage unexpected expenses and save on estimated costs

First analyse the situation (destination, length of trip, possible escorts, functions performed, accommodation), choose the appropriate accommodation based on the stay and given diets. Then take into account the additional predictable costs (transportation, parking), compare prices and book in advance, and avoid and minimize incidental expenses (contract cancellation insurance, lost or stolen luggage, etc.).

Integrate and negotiate extras

It is important to negotiate at the time of purchase of the trip, because usually if not, it is usual to have an increase to the amount of the bill at the end. Providers seek additional income by falling business travel and the emergence of competitors online. There you must incorporate concepts during repetitive negotiations for hotel wifi, laundry service, breakfast or conditions of a rental car.

Manage internal fraud

Beyond granting the benefit of the doubt if it is a human error, during report or a lack of policy costs, the company detects when the bill of costs was deliberately inflated. To carry out a process of thorough and competent review it is recommended to use an automation tool for cost control. This can detect unusual numbers, checkered changes in spending patterns and more. A good practice is to periodically audit the process. When fraud is detected, it is wise to act fast.

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