Optimising Travel for a Small Legal Firm
Background
A UK-based legal firm with 62 employees, including 10 in European offices, handled 300 annual trips for court appearances, client meetings and conferences. Their travel processes were outdated, relying on email-based bookings and manual expense submissions. Challenges included:
High Costs: Lack of policy enforcement led to significant overspending on travel.
Expense Errors: Manual processes caused frequent receipt mismatches, requiring ten hours monthly to resolve.
Traveller Frustration: Employees struggled with booking logistics, impacting productivity.
Sustainability Gaps: No mechanism existed to address travel emissions, conflicting with client expectations.
Solutions Implemented
GTM tailored a lightweight solution for the firm’s smaller scale:
Self-Service Booking Tool: A simplified online portal enforced travel policies and offered pre-approved options, reducing booking time to three minutes.
Expense Tracking: API connections to the company’s expense tracking software and systems.
Traveller Support: GTM’s 24/7 helpline assisted with last-minute changes, especially for international trips.
Carbon Tracking: A basic Carbon Offset module provided emission reports and offsetting options for key trips.
Outcomes and Benefits
Time Savings: Expense reconciliation dropped to 3 hours monthly, and bookings were approximately 50% faster.
Cost Savings: Policy adherence saved 15% on travel (£30,000 annually).
Improved Experience: Employees reported higher satisfaction with streamlined bookings.
CSR Alignment: Offsetting 50 tonnes of CO2 annually strengthened client trust.
Testimonials
“The portal makes booking effortless, and we’ve significantly reduced costs.” – A.B., Managing Partner, Legal Firm
“Carbon tracking helps us meet client sustainability expectations.” – L.W., Operations Manager, Legal Firm
“The helpline was a lifesaver during a last-minute trip change.” – J.H., Senior Solicitor, Legal Firm
