Hospitality Management
Article | June 20, 2023
Corporate travel and entertainment are almost every company's second-largest controllable expense after payroll and other benefits offered to employees. When it comes to such expenses, manually recording them on paper, saving crumpled receipts, or even creating Excel spreadsheets doesn’t ensure efficiency.
Businesses are implementing software that automates travel and expense management to streamline operations, cut costs and reduce the frustration that repetitive tasks bring. They are leveraging expense data to categorize their travel spends based on projects, departments, and cost centers to stay on top of all their travel-related expenses and financial operations.
Control & Transparency Matter
Global accounting teams put two things above all else: control and transparency. Without these two, they leave room for risk and mishaps and cannot function efficiently. Travel and expense automation allows financial and accounting teams to see where every dollar is spent. Bills and reimbursements are paid diligently and without much scope for error or expense fraud. Accurate, transparent data can then become the foundation of business decisions on spend and expense forecasting.
Employees Dislike Mundane Tasks
Your employees have important job functions that they need to carry out on a daily basis. A cloud-based tool that they can access at anytime and from anywhere helps them look at travel expense reporting in a different way. They can spend their time doing productive tasks that do not involve mundane paperwork or tallying expenses manually.
Managers Expect Budgeting Compliance
No manager is a fan of going over a long paper trail of expenses and verifying if every expense complies with company policy. A travel and expense management software highlights employee travel expense that does not comply with business policy. As approvers, managers can access this data from any place, discuss the matter with the employee in question, and get a quick resolution.
Controlled Spending Makes C-level Execs Happy
Implementing travel and expense management software helps keep the company’s spend under control. Low spends and high profits make every C-level executive happy. To top it off, it also makes them happy to make their employees happy while maintaining travel spend transparency.
Features of T&E Management Software That Make a Difference
Extracting important expense data from receipts by scanning
Option to submit expense reports via commonly used apps and text messages in a single click
A comprehensive view of a trip spend in a single, error-free report
Option to set up automated expense approval workflows
Quicker employee reimbursement turnaround time
Instant expense report submission notifications for prompt review
Bottom-line
Streamline your T&E process, tackle expense reporting challenges for traveling employees, and simplify expense tracking, approvals, and reimbursements using T&E management software. Empower your finance teams with complete visibility of travel spend to create a seamless automated expense management experience.
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Hospitality Management
Article | June 29, 2023
In 2020, the number of suspected online travel fraud attempts in the U.S. jumped by 136.6%. Two years later, the online travel fraud “industry” is still going strong, making online travel agencies and tourism businesses lose their money and reputation.
"Traveling has always been when people are more vulnerable. A few hundred years ago, the perpetrators were pirates or highwaymen. Now those criminals are still out there, but they've changed their methods to focus on digital attacks instead."
-Caleb Barlow, ex-Vice President of X-Force Threat Intelligence at IBM Security.
Mitigating fraud risk is important in any industry, but it is especially important in industries like travel where competition is fierce and margins are shrinking. The high resale value of its digital goods makes the travel industry vulnerable to fraud.
Fortunately, advanced solutions that prevent fraud have shown great results in the airline and travel industries. Machine learning and artificial intelligence tools are improving in efficiency. With their help and a variety of other methods, a good travel fraud prevention team can curb fraud in the travel industry, increase profit margins, and cut down on the costs and time taken for manual reviews of transactions to prevent financial losses.
How are Online Travel Agencies Mitigating Fraud Risks and Safeguarding Revenue?
Online travel agencies need to be on their toes to preserve their revenue and reputation, and the integrity of their operations to grow and sustain their businesses. Modern online fraud prevention methods can protect you from fraud without jeopardizing the customer experience. Let us look at these methods:
Implementing Machine Learning-based Solutions
Machine learning-based models can be the backbone of your fraud protection strategy. These models can recognize patterns and predict outcomes. They help you identify anomalies in customer behavior in real time, flag an account-takeover attempt, analyze transaction riskiness, and block them before they result in a chargeback. ML-based fraud detection software like Signifyd and Riskified detects illegitimate activities related to payments, account creation, purchases, and chargebacks. They monitor websites, networks, and applications for fraud and prevent digital payment fraud.
It is important to remember that you need to strike a good balance between these preventive measures and your customer experience, so you do not lose business by focusing on only one aspect.
Transaction Monitoring
This method focuses on the credit card used for booking. Using an intelligence tool, check if there is a mismatch between the user’s IP address and their billing information and if the same user is making too many bookings from the same account or same card. Combine these insights with user verification and fraud scoring tools so you can reject suspicious transactions automatically. Also, keep an eye on changes to bookings to avoid problems, and follow the Payment Card Industry Data Security Standard (PCI DS S) to make sure card payments are as safe as possible.
User Profiling
Gather important customer data like email addresses, credit card information, loyalty points, and social networking handles. Behavioral data on what the customer does on your website or your mobile app, the devices through which the customer connects to the website, and their email address or location can help prevent fraud. Additionally, online travel agencies can verify users in the following ways:
Use an address verification service (AVS) and a card security code (CVV or CVC). Verify scanned ID documents using SaaS products to add another layer of security to every transaction.
Create a blacklist to block specific users if you notice any suspicious attempts.
Use device fingerprinting to block devices previously associated with fraudulent activities.
Anti-ATO Methods
To prevent account takeover attempts, deploy two-factor authentication for travel agents, and 3D secure PIN codes for end customers. Biometric technology and mobile payment wallet apps like Google Pay, and Apple Pay can curb swindlers from getting into a customer’s account without secure pins or fingerprints.
Verify Suppliers
Set up a process for verifying every supplier before making any payments. Check their business license, business reviews on Google, and check their Google Street View to confirm if a hotel actually exists at the mentioned address. Ensure that there is no correlation between a steep increase in hotel prices and booking activity because it could be a hotel price spike scam.
Block Bot Attacks
Any kind of abnormal spike in web or app traffic can be an indication of a bot attack. Real-time protection against bots can be a great way to handle illegitimate traffic. Compare every website request against the in-memory pattern database using ML and AI to check and block bots swiftly. Implement networking that can safeguard your domains within milliseconds upon detecting a bad bot.
Control Friendly Fraud
Chargeback abuses are hard to prevent. The only way to fight back is to document compelling evidence to prove that the said transaction was legitimate. Document order forms, tracking numbers, online travel agency customer communication logs, any kind of travel product redemption evidence, and confirmation for items delivered to an address that matches with the address verification service (AVS).
Air France Sped Up Manual Reviews By 70%
Air France wanted an easy way to access reliable information on potentially risky transactions. So they chose SEON’s Intelligence Tool.
“The time spent by Air France analysts on manual reviews is down by an impressive 70%.”
- Eric Facquet, Deputy Manager of Fraud Prevention at Air France
Summing It Up
Tackle online travel fraud head-on while keeping in mind your end customer. You must protect your customers from fraud in a way that is strong, practical, and well-balanced. This way should cover the customer's entire journey with you, both literally and figuratively.
FAQ
Which software tools can help with fraud detection?
Fraud detection software tools such as SEON, ClickGUARD, Riskified and Oracle Adaptive Access Manager can help detect fraud.
How can you improve fraud detection?
Use machine learning models to automate processes for fraud investigation, and regularly update rules for detection and how to handle alerts.
What does fraud detection software do?
Fraud detection software regulates accounts, payments, purchases, and events in real-time to detect any fraudulent activities. It also protects sensitive company and customer data.
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Hospitality Management
Article | July 4, 2023
The travel industry is getting back to business, and demand has skyrocketed for travel technologies that make interactions possible between companies and corporate travelers. A recent Gartner survey reveals how 2020 affected CFOs with their corporate travel and expense management tasks globally.
How will finance teams report and forecast expenses? How can corporate travel costs be managed? How to manage travel expense management processes effortlessly? Does this sound familiar to you? These were a few valid questions that kept companies engaged in finding answers during the pandemic.
Many finance leaders want to implement proper corporate travel and expense management services and find solutions to bring consistency and clarity to their financial processes. While switching from manual processes to automated management systems can be difficult post-pandemic, with an efficient travel and expense management tool or software, your company can gain optimum benefits and stay productive in the future. This article will show you how it evolved through the coronavirus phase efficiently.
Adoption of T&E Management Process for Seamless Work Experience
An American Express survey found that 55% of the chief executives and senior financial managers ranked rising travel and expense costs as a top concern during the peak pandemic phase.
Digital transformation of your processes is a critical strategy for spend management, and it ensures that employees are using the right product to get the best value. By adopting an efficient travel and expense management tool, your company can gain stellar benefits for your finance team to cater varied requirements, and keep a rigorous control over corporate travel spend.
Before looking into how travel expense management processes are evolving post-pandemic, here are the benefits and value travel and expense management solutions offer. Also, this will further facilitate your finance team to manage the current corporate travel scenario effectively.
Benefits of Travel and Expense Management Solutions
The travel and expense management didn’t disappear during the pandemic. Instead, it accelerated its core value. The idea of integrating travel and expense management services with the help of big data in the travel industry is to leverage best practices for travel expense management that can help analyze and extract key information to diverse corporate travel finance functions.
Travel industry leaders who are integrating effective travel expense management services in their corporate travel system have experienced the following benefits:
Automatic processes of expenditure
Data-driven decisions are smarter
Time-saving mechanism
Simplifies budgeting
Ability to forecast more accurately
Delivers better user experience
Quick access to integrated data from expenditures
Gain deep data visibility
Higher rate of compliance with corporate policies in finance
These significant upticks will benefit your company and will simultaneously improve your corporate travel policies. Understanding these benefits will help you identify how travel technology can help your company manage complex financial tasks that arose during the pandemic.
According to a Gartner survey, a travel expense management system is essential as a key solution to manage the corporate travel economy. Any company, big or small, needs to control its expenditure to recover during the pandemic.
Complex Forms of T&E Management Are Gone
Legacy processes may get a job done, but they are more time consuming, error-prone, and do not provide visibility into travel spend. And when your travel and expense management process is slow and cumbersome, it can slow down the growth trajectory of your business.
Corporate travel and expense management automation and its associated features like corporate travel policy, quick and easy booking, automated expense and reimbursement solutions, live credit card feeds, backup analytics capabilities, and more have taken precedence post-pandemic. These services offer more visibility into the travel spend of your employees. With top travel and expense management solutions, your finance teams can monitor and control costs and expenses in the long run.
While many corporate travelers have started researching and organizing trips online, you need to add value to financial services by adopting automated travel and expense management solutions that work effortlessly.
Core Focus Areas of Travel and Expense Management
The post-pandemic era has seen a lot of companies embracing new and updated travel and expense management solutions to drive cost savings, and enable finance teams to have a better control over their road warriors. Here are some:
Contactless Data Record Is the next Big Thing
Travel and expense management systems allow employees to record all corporate travel bills and receipts through mobile apps and create expense reports immediately. Big data in the travel industry has played a significant role during the pandemic. Technology leaders have already experienced the benefits of travel and expense management.
For example, TripActions’ travel and expense management platform uses data to learn about business travelers’ preferences, and predicts within 30 seconds what travelers are going to book with 90% accuracy. The advantage of big data to travel and expense management has already organized several effortless finance processes for corporate travelers to experience seamless budgets.
Automation Is Crucial
Integrating travel and expense management solutions could easily add to the unimaginable overheads that companies are experiencing. Automation is one of these solutions. Its integration in the travel and expense management system will give rise to a paperless world that will facilitate finance functions to build an audit trail. With this, it also ensures total compliance to keep the organization and its process fast.
Agile Technology Is the Enabler
Critically for the travel industry, agile technology has allowed multiple methodologies for incremental development in corporate travels, which has transformed the processes from rigid to flexible. The agile process in corporate travel and expense management allows analyzing tangible results on expense. The approach also provides the potential to change plans according to the requirements.
For example, Lola.com, the agile travel management company is helping corporate travelers book, re-book, and take the task of expense reports off the table easily. Finance teams arrange travel policies in minutes and equally manage, control, and view expenditure effortlessly. In short, agile technology is making it much easier for travelers and companies all round.
To address the use of agile technology in travel and expense management, Jeanne Hopkins, former CMO at Lola.com, the agile travel management company shares
“Finance teams at Lola.com have tried managing, controlling, and got visibility into expenditures efficiently by implementing travel and expense management. Small and mid-sized businesses have to be fast and dynamic in the changing scenario of travel, so that actions like booking, re-booking, and managing corporate travel could be performed with efficiency and results in high productivity.”
A Hassle-free Expense Management System
Expense has been one common challenge with corporate travel programs. Integrating travel and expense management in your company can eventually introduce you to a hassle-free work solution. As the process involves collecting receipts from multiple sources, either from hotels, flights, or car rentals, travel and expense management solutions make it easier for a manager to look at all corporate travel costs at once. Also, in terms of future travel spend and potential savings, the capability of this management remains exceptional. Modern travel and expense management solutions also include self-service, real time, and easy navigation.
For example, for travelers, Lola.com has a large inventory of flights and hotels that allow users to avoid going to various sites to compare fares, and save preferences, loyalty programs, and provides payment options in one place. Traveler profiles are automatically stored so that users can book with one click. The 24/7 support team then ensures easy booking and re-booking for its users without any delay.
End-to-End Integration Is the New Order of Workforce
End-to-end integrated systems in your company will help your finance team implement best practices for travel expense management. This will make it easier for your employees to initiate, approve, and pay each transaction out of hundreds within minutes, thereby creating a seamless task without any manual involvement.
Travel and Expense Management Trends
When you automate your travel and expense process, it will not only maximize your returns but, at the same time, it will minimize your spending. This will save you both time and money. Below are the reasons you will want to consider making a switch to automate from a manual process.
Remove Guess Work from Expense Process
For finance personnel in your company, the new travel and expense management system can be set up in five minutes. One of the travel and expense management tools, like Expensify, helps with easy expense tracking and reporting. Similar to this, SpendCatcher – a mobile application of MobileXpense.com that is infused with AI and deep machine learning extracts payment information with just one tap.
Supplier-direct Bookings
Companies whose employees use a corporate travel and expense management system can receive reports according to department, employee, direct travel supplier, hotel, or car rental company. This information helps managers analyze spending patterns by actively monitoring it with up-to-date information in one flow from various travel suppliers.
In this case, Concur TripLink connects to corporate travelers for direct bookings across the borders. It gives visibility of bookings no matter where it is booked.
True Visibility into Spending
The corporate travel and expense report management system automatically flags and creates analyses of dashboards highlight hidden expenditure. This can be helpful to know:
How much expenditure is going in personal corporate travel cards, and why
Find expense categories easily
Find out why expense is falling short and ask for details
In this context, MasterCard International is rapidly approaching towards a smart, web-based expense management system to control spending, generate comprehensive spending reports, and accurately integrate purchase data. Thus, delivering business efficiently, quickly, and easily.
Rise of Bleisure Travel
Corporate travel and expense management also includes ‘bleisure travel’ for corporate travelers, those looking to combine business travel with leisure time. With agile travel and expense management tools, you can make quick changes in plans to keep your employees and finance team happy and productive while mapping the budget. In this case, Lola.com has made travel and expense management real by providing an effortless way to manage, book, and report on business plus leisure travel, by encouraging its employers to save most of their time and money.
Travel technology offers a deserving platform with travel and expense management to companies for added efficiency and visibility over travel spend. As corporate travel businesses are returning rapidly towards their regular work scenarios, the travel industry will see a rise in revenue. Travel and expense management system will be one of the powerful remedies to the travel industry and will increase its scope to drive growth post-pandemic.
According to the new Skift report, 88% of corporate travelers will drive travel technology company growth. 86% of corporate travel managers believe it. Put an end to complex budget management and legacy processes; it is time to know how to manage travel expenses in corporate.
Frequently Asked Questions
What is travel and expense process?
The aim of the travel and expense process is the complete administration of travel expenses, including the recording of expenses, posting in Financial Accounting (FI), and allocation in Controlling (CO) and Funds Management (FI-FM). The process also involves the valuation of costs associated with business-related activities.
Why is expense management important?
Expense management is important for businesses because it helps employees to keep an accurate track of expenses. This caters to them to plan financial aspects for the future with more clarity and confidence. Capital flow is a daily process in any business, so to manage some significant amounts could get efficiently done through expense management and generate a profit.
What is travel and expense management?
Travel and expense management is a process that includes finance management by the employee when on a business trip or any expense is made for business goals. Each travel and expense management consists of detailed records of costs, expenditure, budgeting, and report submission.
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Travel Technology, Hospitality Trends
Article | June 24, 2022
Hospitality professionals from all over the world are relying on hotel operations software to optimize their standard procedures. In a survey by Duetto, a hospitality application supplier, 77.6% of 210 industry professionals said they planned to increase their spending on hotel technology in the next three years.
“Tech adoption in hotels has been increasingly accelerating as hotels seek greater efficiencies in both front and back of the house, It’s promising to see that more industry leaders are focusing on tech adoption, tech upgrades, and creating an integrated tech stack.”
-David Woolenberg, CEO, Duetto
The increasing traveler demand for automated services is fuelling the widespread deployment of technology in the travel industry.
What Does Hotel Operations Software Do?
Hotel operations software or a property management system eases daily tasks like prioritizing hotel room cleaning for early arrivals and automates operations such as housekeeping, front desk, reporting, POS systems, and more.
Let us take a look at the features of hotel operations software that make it an indispensable technology solution for hoteliers:
Provides Ease of Access A single dashboard for all operations lets team members collaborate without errors. Cloud-based hotel operations software can be accessed 24/7.
Allows Unlimited Users Unlimited users can access the platform at no additional cost. New hotel staff can easily use the software.
Integrates Major Channel ManagersSeamless integration of the software with major channels lets hotels manage their inventory in real-time, so no double-booking issues arise.
Records and Analyzes Guest DataCloud-based hotel operations software securely gathers guest data, records preferences, and predicts and analyzes guest behavior to help hotels elevate their customer experience.
Offers Data Security and Payment Gateway Secure card payments and the choice to integrate payment gateways make it easy for hotels to accept payments through methods modern travelers prefer and frequently use.
Integrates With Other Applications Third-party integrations with other applications like Global Distribution System (GDS) connect, TripAdvisor connects, and Booking Suite can help hotels manage their sales and operations.
Creates Detailed Reports The software creates detailed reports and audits of departments like housekeeping, POS, accounts, etc., that give deep insights on how to increase revenue.
Growing Revenue with Hotel Operations Software
Hotel operations software minimizes operational expenses and adds value to the service offered to the guests. Automating time-consuming processes alleviates the pressure on employees and reduces labor costs. Here are other ways in which hoteliers can grow their revenue using the software:
Entice tech-savvy and modern travelers
Increase rate level utilization
Improve internal communication
Cut down on unnecessary expenses
Retain customers through outstanding CX
Manage hotel sales efficiently
Anticipate demands and address them
Reduce the cost of third-party bookings
Cross-sell services in owned hotels
A Success Story
Myrtle Beach Seaside Resorts optimized their revenue and loyalty at seven of their mixed-use condo hotels with Maestro PMS, a centralized hotel operations management system.
“Maestro PMS hotel software manages all our properties and maximizes revenue on one centralized system,”
-Helen Staton, Director of Reservations and Revenue Management for Myrtle Beach Seaside Resorts.
Summing It Up
Hoteliers must enthusiastically adopt technology like hotel operations software to enhance guest experience and aid revenue growth through streamlined, error-free, automated operational processes.
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