Travel reports on the worktrips.com platform

A single business trip can take up one or several rows in a report. It all depends on what you need at the moment: a quick overview of trips, a detailed analysis of services, or an up-to-date user list. Travel reports at worktrips.com help organize data without building another Excel spreadsheet from scratch. A company can use all available reports simultaneously. Each presents data from a different perspective, and the service report can be further customized to fit the organization's structure and workflow. Today, we'll talk more about travel reports and show how they differ.

Briefly about reports on worktrips.com

• The Services Report shows each person and each service on a separate row , while the Trip Report shows the entire trip on one row.
• The Accounts Report allows you to view the travelers and travel administrators assigned to an account.
• A company can use all reports simultaneously, depending on the purpose of the analysis.

What are trip reports on worktrips.com?

Travel reports are organized summaries of data related to business trips, booked services, and users of the worktrips.com platform. In practice, these are business trip reports that facilitate ongoing monitoring of what has been booked, for whom, on which trip, and who has access to the company account. There's no single report that's right for every task. The same travel manager can review a summary list of trips in the morning, analyze services by employee before month-end closing, and then verify the account database later. There's no need to choose one solution permanently.

Three reports, three perspectives on business travel data

Service report: Details about people and reservations

The services report is the most detailed summary. Each person and each service booked for them appears in a separate row. This makes it easier to analyze business travel costs by employee, service type, or cost center. Let's look at a practical example: a business trip involves two people, each using transportation and a hotel. In the services report, such a trip might have four rows: Person A - transportation, Person A - hotel, Person B - transportation, and Person B - hotel. This level of detail is useful when the data is to be submitted for further analysis or billing.

Trip report: The entire trip in one line

The Trip Report provides a consolidated view. Each trip takes up a single row, regardless of the number of participants and services. Within this row, you can see the people and items that make up the trip. This report is useful when you need to quickly assess the number and scope of trips. It's less detailed than the Services Report but much easier to view at the trip level.

Accounts report: User database tidy-up

The accounts report isn't intended for travel cost analysis. It displays travelers and administrators (e.g., Office Managers) assigned to a company's worktrips.com account. It can include activity status, invitation date, default language, phone number, and basic contact information, among other things. This overview helps you see who's still using the platform, which invitations are pending, and whether the user database needs updating. This is usually the point at which you discover that someone who's been working in a different department for several months is still on the list.

Which report answers which question?

Need	The most useful report
Analysis of each person and service	Service report
Control by employee or cost center	Service report
Quick overview of entire trips	Trip report
One journey in one line	Trip report
Checking travelers and administrators	Accounts report
Verification and updating of the user database	Accounts report

A report tailored to the company, not the company to the report

Reporting needs vary depending on the recipient and the task. A travel manager might need travel data, an approver might need information about their team, and a finance department might need cost details. Therefore, a service report on worktrips.com can be based on custom templates. Numerous actions can be taken within it. The most important include:

• selecting entire data groups or individual columns,
• giving the template its own name,
• changing the names of the displayed columns and adapting them to the language used in the company,
• filtering and searching for data without rebuilding the template,
• temporarily hide selected columns and return to full view later.

Any organization using the worktrips.com tool can prepare several versions of a service report. One can be used for operational control, another for billing, and the third as a periodic report for the person responsible for a given team.

The right data for the right people

Access to reports can be tailored to roles and the company's travel approval process. A person responsible for a single department can only see the data of employees whose travel they approve. An administrator with broader permissions can gain a view of the entire organization. This approach streamlines accountability within the organization. Not every recipient needs a complete database. Sometimes the best report is simply the one that presents precisely the amount of data needed to make a decision.

Automatic sending of service reports

The service report can be sent automatically on a pre-defined schedule: daily, weekly, or monthly. You can select a template and delivery start date for each recipient. The report can be sent to people on the approval list, as well as to an additional address, such as a mailbox used by a specific department. This ensures data appears where it's needed, eliminating the need to manually generate the same report.

Reports can be exported to CSV, XLS, and XML formats. CSV is a universal choice when data needs to be further analyzed in a spreadsheet or other tool. It's important to choose a format that suits the recipient's system and workflow. However, exporting alone isn't the goal. The most important thing is to select the appropriate level of detail, data scope, and recipients beforehand. This prevents the file from becoming just another attachment that no one opens.

Analyze your business travel data like a pro

Travel reports on worktrips.com help organize data at the service, trip, and traveler levels. They can be used in parallel, tailoring the presentation of information to the specific task and recipient. Less manual data entry, fewer versions of the same spreadsheet, and faster access to the information you need. The report should fit the way your company operates, not the other way around. Want to see firsthand what travel reports on worktrips.com look like and how they can organize your company's data? Schedule a free demo and start streamlining your travel management!

 

Frequently asked questions about reports on worktrips.com

What trip reports are available on worktrips.com?

There are three main types of reports available on the worktrips.com platform: service reports, travel reports, and accounts reports. A company can use all of them simultaneously.

What is the difference between a service report and a trip report?

The service report shows each person and each service separately. In the trip report, the entire trip, including participants and services, takes up a single line.

When is the best time to use the service report on worktrips.com?

The services report is useful for detailed analysis of costs, employees, booking types and cost centers.

What data does the accounts report contain?

The accounts report may include a list of travelers and administrators, activity status, invitation date, language, and basic contact information.

Does a company have to select only one report on worktrips.com?

No. All reports can be used simultaneously. The choice depends on the question the company wants to answer.

Can travel reports be tailored to company needs?

Yes. The services report, in particular, can be based on custom templates, selected columns, and company naming. Data can also be filtered, searched, and temporarily hidden from view.

Can reports be sent automatically?

Automatic sending applies to service reports. You can set up daily, weekly, or monthly sending and choose a template and recipients./p>

What formats can reports be exported in?

Manual export is available in CSV, XLS, and XML formats. The format should be selected based on the tool in which the data will be used./p>