travel expenses optimization


Travel Manager

Cost Optimization

The piggy bank of every company

Professional travel management for more savings

The task of any travel manager is to optimize travel spending. A travel management system, offers optimal control of indirect and direct travel costs by offering an efficient price comparison and process changes according to company requirements. By negotiating special conditions of purchase and an accurate price vs. value comparison, travel costs will be directly reduced.

  • Management of the content: What vendors are preferred to appear? Should vendors be hidden?

  • Negotiation of special discounted rates or free additional services, such as vehicle navigation system free of charge

  • Integration of travel agency special rates and hotel business rates

  • Participation in BahnCorporate program and airline programs

  • Management of travel spending through interactive travel policy

By storing the travel policies in the system, employees can only book the travel services which have been authorized. Discussions about expensive trips booked are a thing of the past. By streamlining the travel process, the indirect travel costs are significantly reduced.

Savings analysis: Every Euro counts…
Specifically recognize and realize savings opportunities

It is important for any travel manager to conduct a savings analysis at regular intervals. What are the actual costs and what opportunities are there for further savings?

In addition to consultants who specialize in “travel management”, your travel agent or your Atlatos advisor can help with this analysis. First, direct and indirect travel costs are reviewed which can be reduced by simplifying the travel process. Direct costs are the exact expenses at the various providers such as airlines, hotels and car rental companies and are prerequisite for an assessment of potential savings.

After identification of providers with the appropriate volume of business rates, negotiation support is provided. The additional costs such as credit card surcharges for flights, cancellation and parking fees at the hotels or the navigation system as well as delivery costs for rental cars will not be forgotten.

In the process costs are the cost of labor invested in the booking of travel, travel authorization and travel expense reporting with appropriate accounting and payment to employees is in the foreground.

The approval process raises the question of which costs are incurred by a delay in approval of business travel? Alternatively, a passive approval process or the authorization can be reviewed in the expense report.

In summary, the following points are considered in the analysis of savings:

  • Business rate negotiation

  • Participation in bonus points programs

  • Analysis of booked fare class, changes and cancellations

  • Time spent in travel booking

  • Adaptation rate of the use of online booking tools

  • Cost optimization of payment processes

  • Optimization of the approval process, if any

  • Review of travel policy

  • Cost optimization in the accounting processes

  • CO2 sustainability calculations

  • etc.