More often, errors are typical for small businesses in which processes are not fully developed and described or insufficiently controlled. But sometimes similar errors occur in large organizations.

• There is no travel policy in your company

A travel policy is a business travel management system. In some organizations, it is called a business trip regulation or a set of rules for organizing business trips. In fact, this is a document that answers all questions concerning business trips. A well-designed travel policy makes business processes related to business trips understandable and helps to save the budget. What should be prescribed in the travel policy? Deadlines for applying for a business trip, visa processing deadlines, and when it is worth buying tickets and booking hotel rooms. What documents and receipts should an employee have when returning from a business trip?

• Your company does not have the tools to control travel expenses

If you do not control travel expenses in any way, it may happen that there will be employees who want to take advantage of this. On average, 20% of seconded employees reflect in advance at least one item of expenditure that exceeds the established limits or goes to the personal needs of the employee.

• You book tickets and hotels, organize Portugal coach hire in the same travel agency

If you have been booking tickets and hotels or choosing coach hire Portugal through the same agency or buying directly from suppliers for the last few years, it's time to see what other options are on the market. There is nothing wrong with offline travel agencies, but sometimes they offer limited options and do not allow you to see the full picture of prices. Try working with an online travel agency. This and similar services give access to all flights and flights on the right dates and also allow you to immediately book a hotel, buy a train ticket, or hire a bus on bcs-bus.com. In fact, it is a familiar search engine for tickets and hotels, only working with the needs of legal entities.

• Making business trips is not automated

In many companies, the organization of a business trip involves a lot of correspondence. To begin with, you need to contact the agents by sending them an email request to search for tickets and a hotel. After getting the options. Send them in a separate letter to the manager, and wait for approval. At the same time, it is easy to get confused, miss some letters, or spend extra time organizing work. And if not one person is flying, but a group of employees from different departments, the number of letters can increase proportionally. There is also a more significant disadvantage: during the correspondence, the price of tickets or a hotel or a Portugal charter bus may change (and, unfortunately, most often in a big way). Online travel agencies simplify this process. In fact, there will be no correspondence on the agreement of tickets and the hotel: only an employee who has the right to do this can make a purchase, within a pre-established limit. Thus, the process is fully automated.

• You do not plan business trips in advance

Of course, this is not always possible — but if you manage to make a business trip schedule and buy tickets and book hotels in advance, the savings are substantial. Sometimes spontaneity can be expensive: an air ticket purchased a couple of days before the trip can cost 50% more than the same ticket purchased 2-3 months in advance. Hotels have similar statistics: many give a discount of up to 20% just because you booked a room earlier than a month before check-in. So, if you have the opportunity to make business travel schedules in advance, do it by immediately buying tickets and booking hotels.

Conclusion

In conclusion, we will list the basic rules that will allow you to avoid mistakes when planning business trips:

• You need clear rules. Create a travel policy and write down the criteria for making business trips there.
• Control your expenses with digital tools.
• Use online services.
• Make a business trip schedule. Booking trips in advance helps to save money seriously, spontaneous business trips lead to financial losses.
• Automate work with suppliers.