Booking channels, a simple travel policy, approval, invoicing in MKD and reporting — what a company and an agency typically agree on for business travel.
When a company starts organizing its business travel through an agency instead of handling it in a scattered way, it helps to agree on a few things up front. The agreement doesn’t need to be complicated — it usually comes down to who’s allowed to request what, through which channel, and how payment works.
Booking channels
The first thing to agree on is which channel employees use to submit travel requests — phone, email, or the agency’s contact center, depending on what best fits the company’s internal setup. Some companies prefer a single central contact (for example, an assistant or the procurement department) to submit all requests, while others let each employee contact the agency directly within a set policy. Whichever channel is chosen should be clear to all employees so there’s no hesitation when travel is urgent. It also helps to decide in advance who an employee should reach out to when travel comes up unexpectedly, outside normal working hours, so no time is lost tracking down a contact.
A simple travel policy
A travel policy doesn’t need to be a lengthy document — it’s usually a short list of a few rules: which travel classes are allowed, whether advance approval is required above a certain threshold, and what the process is when a plan changes. The simpler the policy, the faster requests get processed and the fewer misunderstandings arise at booking. The agency can help shape the policy around how your employees actually travel, but the decision on the rules themselves stays with the company. A policy that’s too heavy or unrealistic usually gets worked around in practice, so it’s worth revisiting it occasionally based on experience.
Approval and contacts
The agreement usually spells out who within the company has the authority to approve travel — one person or several, depending on the organization. It also sets out who the contact is on the agency’s side: a designated agent who already knows the company’s needs, rather than explaining things from scratch every time. Clearly defined contacts on both sides speed up every future request and reduce the risk of misunderstanding when a travel decision needs to be made quickly.
Invoicing in MKD
Invoicing is usually agreed in advance — frequency (for example, monthly), format, and the data needed on each invoice (order number, department, project). Invoices are issued in MKD, aligned with the company’s accounting requirements. The agreement can also provide for a consolidated invoice covering several trips in one period, instead of a separate invoice for each individual trip, if that makes things easier for the company’s accounting. It also helps to clarify upfront how invoice corrections are handled, so a needed change doesn’t sit waiting once it comes up.
Reporting
Finally, the agreement usually covers what kind of reporting the company expects — how often and in what form. This lets the finance or management team track spend without having to chase down every detail manually. For more on what reporting actually covers, see our article on business travel reporting. If your company is considering setting up an agreement like this, get in touch and we’ll shape it around your needs, as soon as possible.