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What is arrangeMY’s Billback Service?

arrangeMY’s Billback Service simplifies the management of corporate travel, accommodation, venue sourcing, and event expenses by consolidating them into a single account. Clients can set specific expense parameters, such as bed and breakfast options and evening meal supplements (e.g., up to £30), tailored to their unique business needs.

By utilising this service, your organisation benefits from a consolidated, HMRC VAT-approved invoice, which streamlines financial management and facilitates confident VAT reclamation.

Streamlined Financial Processes

Booking all travel requirements through arrangeMY’s credit account significantly reduces the need for individual expense claims. This method eliminates the hassle of manual expense processing, providing a single, VAT-compliant invoice that allows your organisation to reclaim all eligible VAT effortlessly.

Industry-Leading VAT Reclamation

Through extensive collaboration with HMRC, arrangeMY has set industry standards for VAT reclamation. We played a key role in developing the Tour Operator Margin Scheme (TOMS), establishing a benchmark for VAT in the travel sector.

Thanks to our Finance Director’s expertise, we’ve pioneered innovative solutions that optimise VAT reclaims, particularly from hotels. Our approach, designed in partnership with HMRC, sets new standards for the accuracy and efficiency of VAT recovery. Our advisory role with Beam (formerly HBAA) further reinforces our leadership in this area.

HMRC has recognised our solution as the gold standard for managing billback and VAT reclaims across hotels, venues, and Travel Management Companies (TMCs). This recognition assures clients that they can reclaim VAT with total confidence.

Key Benefits

• Effortless Expense Management: Streamlines reporting for greater convenience and control.
• Time Savings: Reduces the administrative burden on your finance team.
• Cost Efficiency: Cuts costs associated with processing individual expense claims.
• Employee Wellbeing: Alleviates the stress of upfront payments and claims.

Our arrangeMY Data reporting suite features a downloadable ‘Whereabouts Report’ in CSV format, complete with mobile numbers for quick contact with affected travellers. This report clearly outlines the scheduled locations of each traveller based on their bookings, whether by rail, car, air, or hotel.

In the event of a potential threat, our Crisis Management Team will notify the traveller and key stakeholders within your organisation within one hour. We also provide essential assistance with emergency transport, accommodation, or repatriation as required.

Your Account Manager: Experts in Travel Optimisation

Your Account Manager is not just a travel facilitator; they are a trusted advisor dedicated to enhancing performance and driving improvement. During contract review meetings, they will introduce efficient practices, share market analyses, and recommend strategies to capitalise on emerging opportunities.

With proactive guidance on your travel policy, market insights, and management information reports, your Account Manager will also provide user training and recommend best practices. This continuous support ensures that your travel strategy remains optimised and aligned with the latest market trends.

Tailored Client Plan and Profile

As part of the implementation process, your Account Manager will develop a customised “Client Plan and Profile” designed specifically for your organisation’s travel needs. This comprehensive document includes:

• Individual Policy Budgets
• Traveller Profiles (including seat preferences and frequent flyer numbers)
• Emergency Contacts
• Billing Instructions

The document is regularly updated, and our Customer Care Team receives extensive training to ensure they fully understand your organisation’s travel requirements.

Your travel policy will be seamlessly integrated into our arrangeMY Trip online booking tool, which employs RAG (Red, Amber, Green) indicators to clearly display policy compliance, making it easy for travellers to adhere to guidelines. Out-of-policy requests can be blocked, justified, or routed through a pre-trip approval workflow based on your preferences.

Additionally, notifications can be set up for Line Managers to monitor out-of-policy bookings, ensuring costs are effectively managed while still providing flexibility for travellers.

Data-Driven Travel Optimisation

At arrangeMY, your Account Manager is dedicated to analysing your organisation’s travel patterns and providing data-driven recommendations for enhanced efficiency.

Leveraging advanced AI tools and consolidated anonymised data from our client base, we can identify significant cost-saving opportunities—whether by encouraging increased booking lead times or negotiating more advantageous rates. Our AI-driven analysis examines expenditure trends and travel behaviour to anticipate market shifts, negotiate favourable contracts, and develop travel policies that maximise value for your organisation.

Proactive Rate Negotiation

Your Account Manager will actively secure exclusive rates tailored to your organisation’s annual room night volume, further enhanced by arrangeMY’s unique pricing options that leverage the collective volume of our client base. Throughout the implementation process and ongoing partnership, your Account Manager will continuously review and negotiate rates to align with your evolving needs, ensuring you consistently receive the most advantageous terms available.