Business travel is making a comeback: interview with Susanna Peretti from BTM

Digitization and business travel: save 165 thousand euros in one year

Travel management sees digitization mostly concentrated in the central phases of the management path. So payments, reporting and registration in accounting travel expenses. It is one of the evidences that emerged from one survey of the Observatory on Business Travel that the co-director of the study, Eleonora Lorenzinihighlights.

Therefore, for bookings 23% of respondents use a self booking tool or B2C websites, 13% use an online booking tool while 12% rely on the mix of solutions, including telephone and email. It should be noted that a good 39% still clearly use mail and telephone.

Finally, 65% apply to a travel agency and 61% to digital tools.

[Approfondisci sui valori del business travel in Italia nel 2021]

Travel management and digitalization: is there integration between systems?

If it is true that the pandemic has accelerated the digitization of Italian companies, in terms ofsystems integration (payments with other technologies used in the process, ed.) for the management of business travel, little has been done. Alone 39% integrate some software35% none and do not even foresee it, finally 15% claim to implement a complete integration.

On the one hand, savings are once again the driver main in the selection of suppliers, coupled with employee satisfaction and price transparency, but the pandemic period it didn’t help to acquire greater automation of procedures.

HIGHLIGHTS OF TRAVEL MANAGEMENT AND DIGITIZATION

  • Almost all (98%) of Italian companies have started a process of digitization of business travel management
  • Reservation e payment the most digitized activities are confirmed, with 61% of companies booking travel services through digital tools and 86% using electronic payment tools to complete the purchase
  • We resort to debit or credit cards on the company account (66%), so as to minimize the employee’s advance and the consequent reimbursement activity
  • 67% of the respondents introduced digital tools for reporting of expenses
  • Little digitized are all the control activities performed upon returning from the trip

The case of the consulting firm BDO

The low integration of payment systems with other technologies used in the travel management process is one of the causes of the significant loss savings.

The case of the Bdo consulting company that by adopting the services of Bizaway, travel tech Italian specialized in business travel services has reached a saving of 165 thousand euros in a year. Equal to 26% of business travel spending in 2019.

What are the costs and benefits of the digitalization of travel management processes initiated by Bdo together with Bizaway?

Bdo is a company with 85% of the traveling staff and operates in auditing and consulting. It carries about 4,300 travel service bookings in one year80% through a Tmc (today Bizaway) and 20% on B2C websites, by employees independently.

One of the objectives of the choice of the online platform specialized in business travel was theassistance to employees 24/24. Furthermore, the technological solution implemented made it possible to carry out all the typical functions of travel management:

  • Opening of the mission
  • Search and booking
  • Accounting integration
  • Reporting
  • Reconciliation

After the surgery, all the problems were resolved waste of time. Booking has been simplified. Automatic reporting, as well as reconciliation of expense report coupons. In addition, the Bizaway platform also negotiates tariffs with suppliers.

In a nutshell, saving time for all these processes has also resulted in savings in the hourly cost of personnel, but not only.

Translated into figures: € 47 thousand in booking costs saved (81% of time saved: from 40 minutes to 7.5 for each booking), 2 thousand euros for the negotiation of hotel rates, 6 thousand euros in the reconciliation of travel expenses. 55 thousand euros on trial costs. To which must be added: the saving on hotel rates, estimated at 25% on a hypothesis of hotel spending value equal to 2019. Finally, the same advantage was had on all other services (airplanes, other), as well as on commissions of agency (-15%).

Eventually the overall savings is 34% of the process costs, 51% of hotel rates, 15% of management fees, to achieve savings of 26% in travel expenses in 2019, as mentioned.

[Approfondisci sulle vaccinazioni e la ripresa del business travel nel 2022]

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