The client

  • A world leading company that specializes in technology and innovation in yeast and bakery ingredients. They currently operate in over 50 countries and are headquartered in the UK.

Challenge

  • The client had a completely manual approval system that required travel invoices to be printed and physically signed by the approver. However, if the approver was also traveling, it could delay the process by several weeks.
  • What’s more, the same process meant there was no pre-trip approval to ensure the most effective routes and airlines were being used. As the company continued to grow, improved visibility of travel activity would be vital.

Implementation

    • After initial scoping meetings to review processes and map out new procedures, a demonstration of the approval system was given to travel managers and travel arrangers.
    • We then arranged for a further meeting to standardize new communications and to meet with the client’s finance team and ensure that the new procedure would benefit them.
    • For audit purposes, a bespoke email address was created for all approvals and sent to a central inbox.
    • After gaining management approval, we then ran a travel roadshow and took it to 70 staff to demonstrate the benefits of the new process.
    • Following this, a timeline for implementation was agreed and the client’s new policy was built within R&M/iQ to ensure a streamlined solution.

Results and future plans

  • Line managers and approvers now have full visibility of whether travelers are accepting the most cost effective/suitable route or carrier as well as traveler destinations. This also gives managers the ability to challenge travel before it takes place.
  • Invoices are now all pre-approved, meaning no more physical signatures are required.
  • Our new process has saved the travel booker team 2 days a month, while the client’s finance team has saved a further two days a month – allowing them to allocate that time to alternative issues.