Helping to ensure your travel budget goes further
Business Travel Reporting and Management Information
Most companies know roughly what they spend on business travel. Far fewer know who spent it, on which routes, with which suppliers or how much was booked outside policy. The figures exist somewhere, spread across invoices, expense claims and booking emails, but pulling them together takes time that nobody has.
Wayte Travel Management does that for you.
Every booking we handle, whether by phone, email or online, feeds into one set of reports, set up around the way your business is organised. So, when Finance asks where the travel budget went, you’ll have the answer, and the evidence to do something about it.
Wayte Travel Analytix, your travel data in one secure place
Your reports live in Wayte Travel Analytix, our online reporting suite. We give you a secure web link, you log in and your reports are waiting, set up by your travel consultant around what you need to see.
It brings together every booking we handle for you across air, rail and hotels, however it was made. If your business has offices in the UK, Europe or the US, that data is collected in one place and can be shown in the currency you choose.
Features include:
- See your travel expenditure, your top destinations and your top suppliers
- Get CO₂ reporting for all your travels in one convenient place
- Get detailed spend reporting for every transaction we do on your behalf
- Set financial and CO₂ budgets then track performance against those budgets
- See whether your travellers are booking in or out of your travel policy
- Apply unique department codes so we can report on different divisions, departments or individuals
The more of your travel you book through us, the clearer the picture becomes. Book 80% with us and you see 80% of your spend. Book all of it and nothing is missing.
What’s included in your travel spend reporting
Your business travel reports are built from the detail of every booking, not a monthly total. The figures cover air, rail and hotels, with spend reported for every type of transaction we handle for you.
We can show your spend by:
- Traveller, booker and department
- Cost centre, project code or any other code
- Route, destination or supplier
- Class of service, from Economy to First
- Whether online or through your consultant
- How far in advance trips were booked
We also rank your top travellers, top bookers, top destinations and top suppliers, so the biggest costs never get buried in the details.
Travel reporting built around your cost structure
Reporting is only useful if it matches the way your business runs. A report that puts everything under one account number tells Finance very little.
So, before your first report goes out, your Wayte consultant agrees with you which fields you need. That might be department and cost centre codes, divisions, individual travellers, project or matter codes or whatever else you track spend against. You decide what the reports show, so they answer your questions rather than ours.
Those codes are captured when the trip is booked, through every channel. A booking made by phone, by email or through Wayte Travel Online carries the same codes, so everything lands in the right place.
Travel policy compliance and exception reporting
A travel policy only works if you know your people follow it. Your reports show which bookings were made within policy and which weren’t, who made them and what they cost.
They also show booking lead times. If trips are regularly booked at the last minute, you’ll see it. Similarly: if Business Class is creeping onto routes your policy says should be Economy, it shows up in the figures. You can also compare online and consultant bookings to see where each channel is being used most effectively.
This isn’t about catching people out, it’s about knowing whether your travel policy works out in the field. It gives you firm figures for internal conversations about travel spend and whether you need to adjust your policy.
And where your approval process routes out-of-policy requests to a manager, the reports show whether those exceptions are the occasional necessity they should be, or they’re becoming a habit.
Using travel data in supplier and airline negotiations
Reporting is more than a record of what’s been spent. It gives you a stronger hand when it’s time to negotiate.
Your reports show where your people go most often, which airlines they fly with and which hotels they stay in. Once we can see that pattern, we can put it to work. Your Wayte consultant takes that volume to airlines and hotels and negotiates preferential deals on your behalf, on the routes and in the cities where you’ll actually use them.
Those deals fit into the equation with the rates available through our travel partnerships, which give us significant buying power.
If you already hold agreements with suppliers, the reports show whether they’re delivering what was promised. That gives you real figures to take into the renewal meeting, instead of estimates.
Carbon reporting and sustainability data
Every air, rail and hotel booking carries a CO₂ figure, reported alongside its cost. Your environmental footprint sits in the same reports as your spend, rather than being worked out separately at the end of the year.
The emissions can be broken down in the same way as the spend: by trip, traveller, department or business unit and type of travel. You can see which routes produce the most CO₂ and where, for example, a train could replace a short-haul flight and how the total changes from one period to the next.
If you’ve set a carbon budget, your reports track progress against it through the year, so there’s time to change course, if needed. The figures can support offsetting or feed into your company’s wider sustainability reporting.
Carbon reporting matters more to our clients every year, which is why it’s part of our standard reporting infrastructure.
Duty of care and traveller location reporting
Good reporting is also great for traveller safety.
Every booking we make is logged in our Duty of Care Portal, where we can search by traveller name, flight number, destination or date and see straight away who is where.
If something happens, whether it’s an airspace closure, severe weather or an incident in a city, we can quickly list every one of your travellers in the area. We share that with your managers so the right people are contacted first. We can then help get anyone who needs it to safety.
The same records let us run location reports for chosen destinations and dates, which is useful for your HR and Health & Safety teams when they need to show how they’re meeting their duty of care.
Travel reporting by sector
What a business needs from its travel reports depends a lot on its industry.
A financial or professional services firm usually needs every trip coded to a client or cost centre, so travel can be billed back accurately. Its reports will focus on spend per client, class of service on client-facing trips and whether senior staff are booking within policy.
A marine business looks for something quite different. Crew rotations mean frequent, short-notice, multi-leg journeys through several countries and currencies. Reports need to show cost per vessel or rotation, the flexible fares used and the unused tickets recovered.
See how we support each on our Financial Services and Marine and Crew Rotation pages, or talk to us about your own sector.
Business travel reporting FAQs
Is there a cost for bespoke reporting?
Your reports come with your account at no extra cost, set up around the codes and fields your business uses. If you need something beyond that, such as a one-off analysis for a board meeting, just ask your Account Manager. They’ll tell you what’s possible and whether any cost is involved, before any work starts.
Can we access our travel data ourselves or is it sent to us?
You can access it yourselves. We give you a secure link to Wayte Travel Analytix, protected by two-factor authentication. The reports we’ve made for you are ready when you log in. If you’d rather talk it through, your Wayte Account Manager is always on hand to explain what the figures show.
Do you provide carbon reporting?
Yes. Every air, rail and hotel booking carries a CO₂ figure alongside its cost. You can also set carbon budgets if you want to track against a target. The figures can feed right into your own sustainability report.
Can reporting be broken down by cost centre or project?
Yes. Any code you use, whether it’s a cost centre, project, department or individual, can be captured when the trip is booked. It works the same whether the booking comes by phone, email or online, so your spend can be reported exactly the way your business is structured.
How often do we get travel reports?
Whenever you want them. Your reports are online in Wayte Travel Analytix, so you can log in and check them at any time. Your Account Manager will also go through them with you at regular spend reviews, pointing out where savings can be made and what’s changed since the last one.
Ask us for a sample travel report
The quickest way to see what Wayte Travel Analytix could show you is to look at a sample report. Get in touch and we’ll walk you through one, then talk about what yours would look like with your own travel data behind it.