PaperTrail within the Travel Industry

PaperTrail Software has assisted the Travel Industry over the last 20 years with standardizing business processes and procedures and trying to create a paperless environment where all the documents have an audit history.

The biggest benefit of PaperTrail is for Travel clients who have corporate customers, where large volumes of paperwork can be reconciled at the end of each month. The finance department has to recon the client’s trip via an order to the voucher to the supplier invoices to the customer invoice and resolve any queries if there are any on a booking. Corporate clients will hold back payment if there are any discrepancies and this could create a cash flow issue.

PaperTrail assists the back office when paying creditors as the creditors will be able to see why certain invoices have come in but have not yet been paid on the system.

PaperTrail gives Travel owners a snapshot, at any given time, of where their business is sitting i.e. how much is still to be processed and how much was processed.

Efficiency of PaperTrail

• The Ticketing department can be 99% paperless, where PaperTrail will keep all copies of tickets up to 5 years for Amadeus and Galileo
  – You can track your refunds and ADM/ ACM’s
• PaperTrail is interfaced with the following Back office database   
  – Quicktrav
  – AGM
  – BIS
• Corporate Clients have their supplier invoices billed back from their client’s trip. PaperTrail receives all invoices via email and either the travel client or Egis software indexes the supplier’s data.
• When a billback invoice is linked to a voucher and order (if needed) it is sent off for invoicing. If the invoice has a query on it, the user will activate a query from a query list i.e. missing order, missing breakfast slip. The query will automatically go to the consultant or the hotel to be resolved. 
• The reporting tools are very informative, the managers will receive a daily report for
  – Query reports – non invoiced due to queries
  – Productivity reports advise how many invoices were invoiced the day before per user and how many invoices still to be invoiced.
• With the Quicktrav software we can automate up to 60% of invoicing.
• Prepayment invoices are put into a queue for fast track invoicing.
• All the Travel Clients can view their customer invoice and supporting documentation from the secure Portal.

Travel clients can raise a query from the portal, on an invoice advising they will not pay as they are missing information etc. This query will go back to the person who processed the invoice or the debtor (depending on the company’s business rules).

Written by: Chereen Dethian

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