Peter Drucker's famous quote: "You can't manage what you can't measure." Travel expenses get lost in the "general expenses" pool in many companies. However, when you analyze this item in detail, you will see that there are savings opportunities of up to 20%. So, what should an effective travel report to be presented to senior management be like? Which metrics (KPIs) are really important? Let's go over a sample template prepared with data from Kurumsal.pro Reporting Module.
1. Total Spending and Budget Deviation
The first line of the report should be clear: "How much did we spend this period and where are we compared to our budget?"
- Total Spending: Change rate compared to the same period of the previous year (YoY %).
- Budget Usage: How much of the annual travel budget was consumed?
- Average Cost Per Person: Total spending / Number of traveling personnel.
2. Average Ticket Price (ATP)
It is one of the most important performance indicators. If your ATP is above the industry average, there is a problem with your purchasing habits.
Analysis Tip
Extract your average ticket price for the 5 routes you fly most frequently (e.g., Istanbul-London) and compare this with market prices.
3. Advance Booking Rate
The easiest way to save is early purchase. Your report must include this data:
- Rate of tickets purchased 0-3 days in advance (Red Alert!)
- Rate of tickets purchased 4-13 days in advance
- Rate of tickets purchased 14+ days in advance (Ideal)
If the 0-3 day rate is over 20%, there is a disruption in internal planning processes.
4. Online Adoption Rate
It is the metric that measures the success of digital transformation. What percentage of bookings were made by personnel via the online system (Self-Booking), and what percentage by calling the agency (Offline)? The higher the online rate, the lower the operational cost and service fee.
Policy Compliance
The rate of bookings made in accordance with company rules. Below 90% indicates that the policy needs to be reviewed.
Missed Savings
If the personnel chose a more expensive option instead of selecting the cheapest ticket suggested by the system, the difference is "missed savings".
5. Supplier Distribution
Seeing which airlines and hotel chains your expenses go to strengthens your hand for corporate agreements to be made next year. You need this data to be able to say "We have a turnover of 250 USD with you annually, we want a special discount".
Frequently Asked Questions
How long does it take to prepare these reports?
It takes days to prepare manually. However, with Kurumsal.pro Reporting Module, you can create these reports with a single click, in seconds, and download them as Excel/PDF.
Can reports be sent automatically?
Yes. You can create the "Monthly Management Report" template once and schedule it. The system automatically sends an email to the CFO and General Manager on the 1st of every month.
Can we get a carbon footprint report?
Yes. We have a special report that calculates CO2 emissions from your flights for your sustainability goals.