How to effectively manage business travel expenses in a consulting firm? A practical guide
- Igor Klimkowicz
- Jul 30
- 3 min read
Updated: Aug 22
In consulting firms, business travel is an everyday occurrence. Consultants regularly visit clients, participate in meetings and implementations, often traveling between cities or even countries. All these activities generate costs — from tickets and accommodation to taxis and small daily expenses related to fieldwork.
Managing these costs in an organized, transparent way that complies with company policies is no easy task. So how should business travel expense management be approached in the consulting industry to not only maintain control but also avoid placing too much burden on employees and the accounting department?
Why are business travel expense settlements especially important in consulting firms?
Unlike many other industries, consulting firms place key importance on the precise allocation of costs to specific clients and projects. Only then can it be assessed whether a given contract is profitable. Without a good expense management system, the company loses control over margins, and profitability reporting becomes almost impossible.
Additionally, disorganized expense settlements can cause frustration — both among employees and the finance department. Lost receipts, unclear descriptions, and limits set "by eye" — all of this leads to unnecessary misunderstandings.
Three popular models for settling business expenses
Centralizing everything with one person
This solution is still commonly found, especially in smaller organizations. One person - usually the office manager - is responsible for all logistics: bookings, payments, budget control. This model can be effective, but only until the company starts to grow.
Drawbacks of this approach:
All responsibility rests on one person - their absence can paralyze the process,
Difficulty assigning costs to specific projects,
Possible payment delays, especially when multiple trips happen simultaneously,
Lack of scalability - with a larger team, the workload simply becomes too much.
Bank cards for employees
Another solution is to equip consultants with company cards - usually debit or credit cards issued by a bank. Theoretically, this is convenient - the employee makes payments themselves, and the company receives reports from the bank. In practice, however, there are significant obstacles.
What can go wrong?
The card issuance process can be long and complicated - it requires providing the employee’s personal data, which can be troublesome for newly hired staff.
Lack of advanced control - standard bank cards do not allow setting precise limits for specific types of expenses.
No integration with the accounting system - collecting invoices and receipts still has to be done manually, and the accounting department must reconcile everything anyway.
Modern expense management systems, such as Sparados
More and more companies are choosing to implement solutions specifically designed to handle business expenses. An example is Sparados - a platform that allows managing payment cards, controlling limits, and automating expense settlements all in one place.
Key advantages:
Fast card issuance without the need to provide personal data - issuing a card takes just 1 minute,
Smart limits - they can be customized by project, position, or type of expense,
Instant adding of receipts and invoices - employees can add receipts/invoices in the app and assign costs to the appropriate category and client,
Automatic sending of documents to accounting - significantly easing the workload of the finance department,
Transparency - every expense is described and assigned, making it easy to control the project budget.
Benefits of implementing a digital expense management system:
Solutions like Sparados truly transform the way companies handle business travel expenses. It’s not just about convenience, but above all:
Greater control over project finances,
Time savings - for both consultants and accounting,
Better compliance with tax regulations - thanks to automatic document archiving,
Improved employee experience - no more manual collecting of receipts and creating Excel reports.
Managing expenses in a consulting firm - which solution to choose?
The choice of the right business travel expense management model depends on the company’s scale, number of employees, and project work dynamics. Traditional models make sense in small teams, but as the organization grows, they become inefficient and hard to maintain.
For consulting firms that operate dynamically, serve many clients, and want full control over their budget, the most sensible step is to implement an expense management system that automates and simplifies the entire process. This allows focusing on key tasks - project delivery and creating value for clients - without constantly worrying about receipts and limits.
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