The tickets’ digital journey – from booking to ERP system

The partnership between Acubiz and the business travel agency ATPI helps companies with a seamlessly digital flow from booking of airline tickets to travel expenses in the ERP system. Today many mutual customers benefit from digital integrated solutions.

Acubiz collaborates with many travel agencies, whose cooperation with the global business travel agency ATPI goes back many years. ATPI specializes in the maritime industry and ensures that seamen and other offshore employees arrive at destinations around the world – at the right time and at the best price. It requires close cooperation with the customer to plan the trips optimally and in good time – otherwise travel expenses can be a negative surprise, says Kim Fuglsang, CEO at ATPI Denmark:

“Traditionally, we have been focused on creating savings for the customer through good planning to ensure the best airfares. We will continue doing this, but through the partnership with Acubiz we will create a digital comprehensive solution for our mutual customers within travel solutions. With increased overview and efficient internal processes across departments, companies can achieve even greater savings.”

 Seamlessly digital flow

The integration of ATPI’s booking system and Acubiz’ digital Expense Management Service – Acubiz EMS – creates seamless digital flow from booking of the flight ticket to travel billing and accounting for the expenses in the company’s ERP system. Depending on the customer’s needs, ATPI “labels” airline invoices with employee and project names in their booking system. Then a pdf file of the airline ticket will be sent directly to the travelling employee’s Acubiz EMS, where it automatically will be matched the transaction from the travel account. This process creates value for customers in many ways, continues Kim Fuglsang:

Normally, the finance department receives a total travel invoice from travel agencies and a financial officer must then manually send the invoices to the respective travelling employees. This process is completely overcome when our booking system and travel account are integrated with Acubiz’ app and web-based Expense Management Service. If the airline ticket is labeled with project names and names of responsible project managers and travel managers, the company can get a new overview of total travel expenses on specific projects and can predict the cash flow much more accurately. It is absolutely beneficial for companies.”

Employee expenses are more than airline tickets

Acubiz EMS helps companies digitize the entire process of travel billing and expense reports. Employee expenses typically cover driving, food and drink, train and airline tickets, but can also cover many other employee-related expenses by credit card or as cash. Kim Pawrup, Sales Director at Acubiz:

“Companies with many travelling employees can take great advantage of Acubiz’ cooperation with travel agencies – including ATPI. The finance department needs less time to act as intermediary between travel agency and travelling employee. And in Acubiz EMS, the employee needs to spend less time on expense reports because the time-consuming manual work of making travel reports is done digitally and can be handled from our app Acubiz One on the mobile. Similarly, the finance department does not have to manually handle employee travel reports and receipts – they are automatically available in Acubiz EMS and can be transferred directly to the company’s financial system. There are many levels of value creation by integrating and optimizing customers’ internal processes regarding travel solutions and travel settlement.”