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Platform Highlight: LodgeLink Simplifies Payment Process With Consolidated Invoice

Sep 9, 2019

Reduce paperwork, empower self-bookings and one consolidated invoice.

LodgeLink understands crew-based workforce travel. We know that the needs of crews vary from the typical corporate business traveller and that companies often struggle to meet those unique requirements. We designed our platform specifically around workforce travellers and their organizations. Through LodgeLink, you can increase compliance with company travel management policies and reduce administrative paperwork and reconciliation through cost tracking codes, empowering self-bookings and sending one consolidated invoice.

Cost Tracking Codes

Our cost tracking code functionality helps improve visibility and control around your accommodation spend. It also reduces your administrative reconciliation and ensures you have more accurate invoicing. Cost tracking codes are flexible depending on the needs of your business and can be any combination of alphanumeric values. This allows you to track your expenses by GL code, AFE#, PAD#, Job #, Job Name, or anything else to help determine your accommodations cost for each project, subcontractor or business unit through LodgeLink. And since only organization administrators have permission to create cost tracking codes, it ensures compliance with your corporate policy.

Companies who work with subcontractors also benefit by avoiding markup on accommodations. Like most companies, our customers don't want the headache of managing accommodations for their subcontractors; however, they also don’t like paying a 15% markup on their subcontractor’s accommodation. By granting their subs access to specific cost tracking codes (AFE’s) on the LodgeLink platform, the subcontractors book and manage their own accommodation. We then consolidate the charges for all subs on each cost tracking code and send streamlined bills to the prime contractor. In just 2 years, we've saved one of our customer's over $800K in unnecessary subcontractor markup.

Empower Self-Bookings

Since many bookings are project-based, companies may be looking for accommodations for hundreds of team members for hundreds of room nights. That, coupled with varying schedules, makes finding appropriate accommodations time-consuming. By setting up the appropriate cost tracking codes and permissions, you can empower your team and sub-contractors to book their own rooms and ensure that the costs associated with their travel are assigned to the proper accounts and projects. During their booking process, your crew member will be asked to select their payment method: either Credit Card or Cost Tracking code. They can then select the cost tracking codes that are assigned to them. Be sure to give them access before they make their reservations.

One Consolidated Invoice

Work travel generates a lot of invoices that are time consuming to process. Our consolidated accommodation invoicing and online approvals will save your team both time and effort. We process payment from every vendor that your crew stays with and provide one consolidated invoice. With your cost tracking codes set up, you are able to easily reconcile your stays to the appropriate budgets, giving your team the opportunity to focus on other strategic initiatives.