Streamlining Travel for a Mid-Sized Technology Consultancy
Background
A UK-based technology consultancy with approximately 250 employees, including 40 based in the US and Asia, managed 1,000 annual trips for client meetings and project deployments. Their travel programme relied on manual bookings through multiple platforms, paper-based expense tracking, and ad-hoc administrative processes. Key issues included:
Booking Inefficiencies: Employees booked outside corporate rates, increasing costs by 15%.
Expense Delays: Manual receipt collection caused reconciliation delays, requiring on average 25 hours monthly.
Administrative Overload: The HR and administrative teams spent 20 hours monthly coordinating travel approvals and resolving errors.
No Sustainability Focus: The company lacked tools to track or offset travel-related carbon emissions, misaligning with its corporate social responsibility (CSR) goals.
Solutions Implemented
GTM deployed a comprehensive solution to address these challenges:
Centralised Booking Platform: GTM’s online booking tool integrated corporate rates and travel policies, enabling compliant bookings in under five minutes with automated manager approvals.
Expense Tracking: Integration with the company’s expense system, immediately reducing reconciliation errors by 85%.
Dedicated Account Management: An account manager handled complex itineraries and emergencies, cutting admin workload by 18 hours monthly.
Carbon Offsetting: GTM’s Carbon Offset programme calculated trip emissions and offered certified offsetting options, aligning with CSR objectives.
Outcomes and Benefits
Time Savings: Booking time fell by 40%, and expense reconciliation was reduced to seven hours monthly.
Cost Savings: Compliant bookings saved 10% on travel costs (£120,000 annually).
Administrative Efficiency: Automated tools freed HR for strategic tasks.
CSR Progress: The company offset 400 tonnes of CO2 annually, enhancing its sustainability reputation.
Testimonials
“The booking platform is intuitive, and expense tracking is now effortless. We’ve saved hours every month.” – R.T., Finance Director, Technology Consultancy
“Offsetting emissions has boosted our CSR profile. It’s seamless and impactful.” – S.P., Sustainability Manager, Technology Consultancy
“Travel bookings are now quick and compliant, even for our overseas team.” – M.K., Senior Consultant, Technology Consultancy
