What our travel reporting covers
Our travel reporting service gives business travellers and travel approvers a clear record of bookings, changes and spend across flights, accommodation and event travel. Reports are set up to show the information that matters most to your finance team, operations manager or PA, without burying you in unnecessary detail.
We can report on domestic and regional travel across Johannesburg, Cape Town, Durban, Pretoria and Gqeberha, with filters for traveller name, department, cost centre, route, supplier type and travel date. If your company needs monthly oversight or a weekly summary, we structure the reporting pack to suit your approval cycle and budget controls.
- Booking volumes by traveller, team or office
- Flight spend by route, class and travel period
- Accommodation spend by city, stay length and event
- Change and cancellation activity, with reason codes where available
- Invoice checks against approved travel records
Information included in each reporting pack
Each reporting pack is built around practical fields that help you track travel properly and reconcile costs later. We keep the format consistent so your team can compare one month to the next without having to relearn the layout every time.
- Traveller name and profile reference
- Company, department and cost centre where supplied
- Booking reference, issue date and travel date
- Origin, destination and supplier category
- Accommodation details including city, stay dates and room nights
- Approval status, amendment history and cancellation notes
- Invoice number, amount and reconciliation status
If required, we can split reporting between executive travel, project travel and delegate travel for events. This helps when one team books on behalf of several departments and you need the numbers to line up at month end, especially when cost pressures are tight.
How the reporting process works
We start by agreeing what you need to measure, how often you want it, and who should receive it. Some companies want a short weekly management summary while others need a fuller month end pack for finance and approval review.
Once the structure is agreed, we capture the right booking data, check for missing fields and standardise the entries before producing your reports. Where there are gaps, such as missing cost centre codes or unclear delegate names, we flag them for correction instead of letting them slip through.
- Step 1: confirm the reporting fields and format
- Step 2: map traveller profiles, offices and approval groups
- Step 3: compile booking, amendment and invoice data
- Step 4: review for anomalies, duplicates and missing values
- Step 5: issue the report and note any follow-up actions
Turnaround times and reporting frequency
Turnaround depends on the size of the travel book and the level of detail needed. For standard reporting, we usually allow one to three working days after the reporting period closes. For larger monthly packs with invoice reconciliation or delegate tracking, allow a little more time so we can verify the figures properly.
Weekly reports are best for companies with regular flight movement between major centres, while monthly reporting suits firms that want a cleaner view of spend trends and supplier performance. If your team books during load-shedding windows or after hours, we can still include those changes in the next scheduled report, no issue.
We also support ad hoc reporting for audits, board packs, project travel reviews and event reconciliations. In those cases we will confirm the scope first so the output matches the ask and there is no back and forth at the end.
Pricing approach and what affects cost
Our pricing approach is based on the reporting scope, the number of travellers, the frequency of reports and the amount of reconciliation required. A simple monthly summary costs less than a multi-layer pack that includes approval workflow checks, invoice matching and exception notes.
We quote on a fixed fee or a service-based retainer, depending on how often you need the reports and how much support is involved. If your company has a steady volume of business travel, a monthly arrangement is often the most practical. If travel is seasonal or event driven, we can price the work around the campaign periods instead.
- Basic reporting for spend tracking and booking counts
- Standard reporting with route, hotel and cancellation detail
- Advanced reporting with reconciliation and exception management
- Custom packs for executive, project or event travel
Review intervals, quality checks and ongoing maintenance
Travel reporting should not be left to drift for months at a time. We recommend a monthly review as the minimum, with a quarterly check on fields, approval lines and cost centre structure. That keeps the report useful when staff changes happen or when business units are reshuffled.
During each maintenance interval, we check whether the format still suits your finance team, whether new routes or venues need to be added, and whether any traveller profiles have changed. If there are repeated booking issues, we can highlight them so your internal process can be tightened up before they become a pattern.
Where companies operate across Sandton, Midrand and Rosebank, or have staff moving between Johannesburg and coastal cities, we also look for cost differences by location. This helps with budgeting for flights, hotels and event movements, and it often shows where spend can be reduced without affecting travel quality.
Key facts
| Base | Sandton, Johannesburg |
|---|---|
| Service area | Johannesburg, Cape Town, Durban, Pretoria and Gqeberha |
| Report types | Weekly, monthly and ad hoc |
| Core outputs | Spend summaries, booking patterns, amendments, cancellations and reconciliation checks |
| Turnaround | 1 to 3 working days for standard packs |
| Pricing model | Fixed fee or retainer based on scope and volume |
