Frequently asked questions about organizing business trips

Business travel is not just about moving employees from point A to point Z. It is a very important element of business strategy used to build relationships, gain new markets, and effectively develop business. At WorkTrips, we recognize that organizing business trips effectively is a complex task. Budget management, complicated formalities, and settlement of business trips can keep you awake at night. That is why we have collected the most frequently asked questions about business travel services to show how the intuitive worktrips.com platform can simplify every stage of a business trip.

What is business travel management, and why is it important for companies?

Business travel management is a holistic approach to managing all aspects of a business trip – from planning and booking hotels, flights, trains, and car rentals, through monitoring expenses, to settlement and reporting. A holistic approach to business travel is essential for companies that want to optimize costs, save time, and ensure the safety and comfort of traveling employees. Business trips can be organized internally by the company (e.g., by assistants, office managers, HR specialists) or outsourced to a specialized external partner.

How do companies most often organize travel – independently or with the help of an online platform?

Today, companies are increasingly looking for answers to the question of how to effectively manage business travel. However, many of them still decide to organize business travel traditionally. The employee books the flight and hotel independently, and the administration department then tries to collect invoices and settle the whole thing. The effects? More work, lack of complete cost control and consistency with travel policy, scattered data, and the risk of errors.

On the other hand, there is an increasingly noticeable trend in which companies decide to entrust business travel management to specialized partners. Digital solutions, such as the worktrips.com platform, offer comprehensive online business travel management, automating processes and ensuring time and money savings. This translates into real benefits in the form of significantly fewer formalities and convenience for traveling employees, as well as people supervising delegations in the company.

What are the benefits of organizing business trips online through the worktrips.com platform?

The worktrips.com online travel management system ensures transparency of processes. The tool's message function simplifies the transfer of important information to employees. Digital document flow makes it easier to store invoices and receipts, and thus also to settle travel expenses. Business trips are compliant with the business travel policy. Acceptance of a business trip by the administrator is completed in a few clicks, eliminating unnecessary phone calls and emails. Regardless of whether employees are in the office, working remotely, or on a business trip, they have full access to all platform functions from their phones. This is a huge convenience for managers, financial departments, and traveling employees.

How to save time and optimize costs when organizing business trips?

Online business travel management with the help of the worktrips.com tool is intuitive and simple. The platform provides automation of acceptance processes, transparent tracking and settlement of expenses, and the possibility of implementing negotiated corporate rates for hotels and selected carriers. All this translates into real cost reduction and time savings spent on administration and greater freedom in financial management.

How to effectively settle business trips using the worktrips.com platform?

Traditional travel accounting methods can be complicated and time-consuming. The worktrips.com platform eliminates the need to manually account for travel and review piles of documents. It also eliminates the need for an employee to use their funds to pay for business trips. Each business trip and all related expenses are aggregated in one tool. This gives finance departments full visibility into costs and easy reporting. 

Does the worktrips.com system allow you to manage travel policies and spending limits?

Yes, absolutely. The worktrips.com platform allows you to plan your business trips according to the company's business travel policy. The worktrips.com system allows you to:

• defining user groups and their permissions. You can assign appropriate permissions to traveling employees and administrators, eliminating misunderstandings,
• establishing a transparent acceptance path without unnecessary bureaucracy. Thanks to this, the delegation approval process is as short as possible,
• defining budget limits adapted to a given location. This allows you to easily take into account seasonality and reduce expenses, especially for accommodation, by up to 20%,
• defining the hotel and travel class standards for employees. Such functionality not only optimizes costs, but also improves the experience and comfort of travelers,
• division of the delegation's destination countries into regions with separate travel policies assigned to them. The company does not have to use one policy for all trips. It can successfully adjust the rules to specific areas, e.g., a separate policy for Europe (region 1), the USA (region 2), or Asia (region 3). This allows for better cost control and adjustment of the rules to local needs.

How does the worktrips.com platform support sustainability in the context of business travel?

The workrrips.com platform integrates modern technologies with environmental care, helping to achieve ESG (Environmental, Social, Governance) goals. The company can measure the carbon footprint of each business trip, compare emissions of different transport options, and offset CO₂ by supporting certified compensation projects. This allows for the reduction of carbon dioxide emissions and builds a positive image of your company.

Can companies count on support when using the WorkTrips offer?

Of course, yes! WorkTrips, as a direct companion to companies in the world of business travel, provides comprehensive support 24/7/365. With the traveler tracker feature on the worktrips.com platform, you can track the location of your traveling employees, assisting when the unexpected happens. Our experienced travel agents are always ready to answer any questions that may arise.

If your company:

• sends employees on business trips more and more often,
• looking for savings and order in business travel expenses,
• wants to organize business trips according to the business travel policy,
• I need support with ESG reporting,

…then perhaps it’s time to think about professional business travel services.

Check how we can help you with your business trips!