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Business travel

One program, from setup to month end

Every traveler, every booking route and every invoice follows the same policy. Here's how a trip moves through silentVIP, and where to go for the detail.

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Close-up of the silentVIP portal (Travel policy): Standard, Flights, Hotels, Booking ahead, Preferred airlines, Preferred hotels. Demo data for a fictional company.

The journey

Five stages, one set of rules

The silentVIP program Five stages in order: traveler set-up, booking, approval, travel support, then payment and reporting. Policy applies across all of them. 1Traveler set-up2Booking3Approval4Travel support5Payment & reporting One travel policy, one approval chain and one set of billing rules across every stage

  1. Traveler set-up

    Profiles hold names as on passports, loyalty numbers, seat and meal preferences, the legal entity, department, approver and policy group. You can import them from an HR roster file.

  2. Booking

    A request comes in through the portal, an assistant or our team. We return options with the full price and policy status, and the booker chooses.

  3. Approval

    In-policy choices confirm straight away. Out-of-policy choices need a reason, then go to the traveler's approver or an active delegate. Every step is recorded.

  4. Travel support

    Changes, cancellations and disruptions go to people who already have the trip on file, 24 hours a day, 7 days a week for urgent issues.

  5. Payment & reporting

    Each charge carries its entity, department and project. Invoices are issued per entity, refunds and credits are tracked, and reports and exports are ready for month end.

Three ways to book

One program, whoever makes the booking

Traveler request

The traveler submits a trip request, compares options in the portal and selects one. Policy status is on every option.

Assistant-led

Executive assistants book for the travelers they're authorized to support, without shared logins. Approvals and itineraries go to the traveler.

Specialist-managed

Call or email our team. We enter the trip against the same traveler, policy and approver, so phone bookings are never an exception.

Product pages

Each part of the program, with screens and worked examples

Booking

Compare total prices, fare rules and policy status, then select.

See booking →

Inventory & rates

Air, hotel, rail and car worldwide, plus your negotiated rates.

See inventory & rates →

Policy & approvals

Cabin, hotel and advance-booking rules, justifications and approvers.

See policy & approvals →

Payments & expenses

Entity billing, allocation, invoices, refunds and credits.

See payments & expenses →

Reporting & savings

Spend, exceptions, credits and a monthly report with actions.

See reporting & savings →

Integrations

Files for accounting, expense and HR systems.

See integrations →

Travel support

Response commitments, escalation and worked cases.

See travel support →

Traveler safety

Find, contact and account for travelers in an incident.

See traveler safety →

Security & trust

Access, permissions, data handling and documents.

See security & trust →

Emissions reporting

CO2e on every booking

Each flight booking gets a CO2e estimate from its route: great-circle distance plus an 8% uplift, multiplied by the UK DESNZ/DEFRA 2024 conversion factors for short- or long-haul by cabin, with radiative forcing included. Hotel nights use a per-room-night factor, and rail uses a per-passenger-kilometre factor.

Coverage: Flights booked through silentVIP with a route, hotel nights and rail. Car rentals, taxis and travel booked elsewhere are not included.

Totals by department, project and traveler appear in reports and export as CSV.

Honest limits

What we don't do today

  • No corporate cards or expense management. Employee-paid items go to your expense system as a file.
  • Accounting, expense and HR connections are files, not live API syncs.
  • No app-store app. The portal installs to a phone's home screen instead.
  • AI assistance: Not available today. If we add AI assistance, a person will always authorize bookings, changes and payments.
  • Rewards: Not available today. We don't offer a rewards program for travelers.

Questions

What buyers ask about the program

Can employees book for themselves?
They request and choose: they submit a trip request in the portal, compare the options our team sends and pick one. Live self-service search across airline and hotel inventory is not available today. Travelers request a trip and choose from the options our team sends.
Do assistants and our travel team use a different process?
No. Assistants book in the same portal for the travelers they are authorized to support, and anything you send us by phone or email is entered against the same traveler, policy and approver. The rules don't change with the route.
Who pays silentVIP?
You do. We charge published fees and accept no commissions from airlines or hotels, so the options we recommend aren't shaped by who pays us most.
Does it cover private travel?
Optionally. Private travel for executives and their families runs on separate permissions and payment, and the employer can't see it.
How long does it take to start?
Most programs launch in 4 to 6 weeks. The switching plan shows each step.

See the whole journey on one fictional company

We'll take a trip from request to invoice in 30 minutes.

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