How to send employees on business trips without paperwork: a personal experience
Work And Study / / December 25, 2019
Anastasia Bagrov
Office Manager Layfhakera. Organizes trips to employees.
Problem № 1. Clumsy matching system
Each trip - it's a bunch of correspondences in which I acted as an intermediary. On the forwarding of messages takes a long time, moreover, there is a chance to get confused and make mistakes, especially when several people are flying.
Once I misunderstood the officer and agreed on the ticket is not on the flight. He was non-refundable, so the company had to invest in a second ticket with a valid date, and lose about 10 thousand rubles.
How to solve the problem
Short: to automate the process.
This task handle services for the online travel booking - I tested OneTwoTrip for Business. It can help you plan trips, buy air and railway tickets, book hotels. For connection and use of the service do not need to pay.
Try OneTwoTrip for Business
Service can be used not only director and office manager, but all the employees of the company. No limit on number of users, so I immediately loaded in the profile Layfhakera on OneTwoTrip for Business data is all the guys who go on business trips. You can manually add or XLS and CSV file. To do this in the section "Employees" is a button "Import".
When you add a user, you can immediately enter the data of the Russian and foreign passports, so as not to clog them each time anew.
For each employee, you can set travel limit and restrict access rights. For example, to set a limit of one order and the choice of hotel to three stars. When an employee retires, his profile is blocked. He can not go to the Members Area, but the whole story and reporting on it will remain.
This has greatly simplified my job: employee can go to the Members Area with your password, select the flight and hotel and book them without paying. To match the tickets do not need to send in screenshots Telegram: Director of the administrator sees the armor and orders of all employees in the "Orders".
Problem № 2. Heavy expenses
We try to plan trips in advance to buy tickets online. However, it turns out this is not always the case.
How to solve the problem
Short: save on tickets and hotels, buying them through an online travel service organization.
OneTwoTrip for Business ensures that tickets for the representatives of the companies cost the same or less than for individuals.
Savings are achieved due to the large turnover, and direct contracting with airlines and hotels.
The site offers about 2 million of accommodation options to suit different budgets: hotels, apartments and hostels. More than 1000 most popular of them have their own relationship with OneTwoTrip for Business. If the client needs an object is not in the system, the service can sign him at the request of the contract.
If the plans are confirmed and the trip is approved, tickets can be purchased in two clicks. If not - just cancel the reservation. All airlines operating loyalty cards, so you can continue to earn miles. Service arranges the action with the banks: for example, may return keshbek bonuses for purchases by corporate card.
Problem № 3. Long ticketing and invoicing
When the tickets and the hotel agreed with the head, I contact the airline and hotel to get the invoice for payment. Each organization its payment policies for legal entities: somewhere you need to write an email, somewhere to fill in Excel-file with the details of the company, somewhere - form on the website. Sometimes, I had to repeatedly call the hotline to obtain the documents. It takes a lot of time, and the issuance of tickets is sometimes delayed for several days. Some companies and does not charge a fee to the legal entity. In such cases it is necessary to refuse from the purchase and look for another flight or hotel.
How to solve the problem
Short: to pay for the tickets and the hotel one score at the service site for the organization of business trips.
On OneTwoTrip for Business I and other workers who have the appropriate access, can book and pay for tickets and the hotel is as simple as physical persons. The whole process takes 2-3 minutes: you enter your personal cabinet, slaughter date and destination and select the desired flight. Passport data and the bonus card number, you need not, they have to load automatically when you select an employee from the list.
In addition, you can create a difficult route or make travel arrangements more flexible. For example, one day fly different airlines morning from Ulyanovsk to Moscow, "Aeroflot", and in the evening back to the "Victory". This is allowed because the online service can "glue" in one order tickets of different airlines. With self-organization of a trip in which case it would take more time: correspondence with the two airlines, the two accounts for payment, twice closing documents.
Pay for the tickets and hotel are two ways to deposit and use the corporate credit card. I use the deposit - it needs to fill up in advance for any amount billed in the section "Account". Buying takes place immediately, not just in the banking hours.
If any problem you can contact the support service. It works around the clock and provide assistance even if a force majeure has arisen in the evening or on weekends.
Problem № 4. closing documents
The trip does not end with the purchase of tickets and hotels reservation. Much more effort is necessary to prepare the closing documents. They need to ask for separately from the airline and the hotel, which send them solely in paper form. origin often do not reach the mail and get lost. This is seen in the reporting period, so we have to urgently look for a contact who can duplicate the closing documents.
How to solve the problem
Short: to entrust the formation of closing documents OneTwoTrip for Business.
In OneTwoTrip for Business with invoices and sweeps everything is much simpler. Every month we get a certificate for all services and invoice VAT for hotels, each quarter - an act of reconciliation. All invoices and reports are stored under "Documents". You can configure which employees have access to them - the secretary, accountant, manager. Documents do not have limits on the storage period in your account and are available at any time.
With the result that
travel organization through OneTwoTrip for Business It saves money and time. Service allows you to:
- abandon many correspondences with the airlines and hotels;
- negotiate directly with the head of a trip;
- booked the most advantageous options for flights and accommodation;
- issue tickets and hotel for 2-3 minutes in one place;
- to pay tickets without waiting for the invoice;
- simplify the preparation and storage of the closing documents.