Case Study: Lucanet

How TravelPerk helped Lucanet streamline global travel, save time, and enhance employee autonomy

Lucanet is the leading CFO Solution Platform built for modern finance; tax leaders, streamlining financial processes. The company provides solutions to automate consolidation and financial planning, extended planning and analysis, disclosure management, ESG reporting, lease accounting, tax compliance and reporting, as well as banking and cash management.

Lucanet has 13 locations around the globe with over 900 employees making around 200 business trips every month. Business travel is key for strengthening customer and partner relationships, supporting business growth, and fostering team collaboration through workshops and events.

Sînziana Călin, Workplace Operations Manager at Lucanet, noted the company’s previous clunky, disjointed, and inefficient business travel processes. Flights, hotels, and trains were booked separately - international flights via agencies, accommodation via online platforms, and trains directly through Deutsche Bahn. The Workplace Operations team handled every booking, draining time and resources, while the Finance team struggled to generate accurate cost reports.

"Before TravelPerk, flights, hotels, and trains were booked separately which drained a lot of time and resources from the Workplace Operations team. Summarizing travel costs was also incredibly difficult. Now, employees book independently, approvals are automated, and reporting is streamlined - helping us save time, improve cost control, and support more conscious travel decisions."

Sînziana Călin, Workplace Operations Manager at Lucanet

TravelPerk introduced traveler self-booking, intelligent approval processes, and key integrations to Lucanet — resulting in huge time savings

Before TravelPerk, employees submitted tickets to request bookings, causing bottlenecks and delays. But today, employees exclusively manage their own trips through TravelPerk’s self- booking platform, significantly reducing back-and-forth communications.

Commenting on the company’s large events, Sinziana said it would have been extremely challenging to secure travel for all travelling employees without the self-booking option.Employees have also had an overwhelmingly positive response to TravelPerk. They love being able to book their own travel quickly and independently.

Plus, automated approval processes and workflows eliminate tedious manual tasks, allowing managers to quickly approve or deny travel requests and have clear oversight over bookings, which helps both, employees and leaders have a good understanding on trips taken, which is in line with Lucanet’s conscious travel approach.

The seamless integration with the HR platform HiBob has made redundant admin tasks a thing of the past. Employee data is automatically updated; there’s no more manual work to add or remove employees at the beginning or end of their tenure.

Lucanet can rely on actionable insights delivered by the TravelPerk platform to enhance their business travel program and save money

TravelPerk’s advanced reporting tool with user-friendly dashboards and customizable reports gives Lucanet real-time insights and transparency into their travel program. Lucanet can now:

Track specific cost centers; each trip is assigned to specific teams or entities

Accurately calculate travel budgets

Optimize travel policies

Access real-time data into travel bookings

Accurately assess policy compliance rates

Accurately track the ESG goals by actively monitoring the CO₂ emissions

These insights also help Lucanet make impactful business decisions. For instance, once they identified high-travel regions without corporate hotel rates, TravelPerk was able to negotiate preferential rates in key locations like Madrid, saving money and improving their overall travel program.

"The reporting tool gives us full visibility into travel costs, compliance, and budgets – playing an important role in supporting our ESG goals. We’re able to make more conscious travel choices, such as lower-emission transport options. TravelPerk can then act on this data to negotiate corporate rates and refine our travel policies."

Sînziana Călin, Workplace Operations Manager at Lucanet

TravelPerk’s duty of care, flexible bookings, and carbon-offsetting features have fostered trust and transparency across the company

TravelPerk’s duty of care features, like 24/7 travel support, provide Lucanet with the peace of mind of knowing exactly where their travelers are at all times. This real-time tracking ensures that travelers can quickly access assistance in emergencies, no matter where they are.

The fact that Lucanet’s internal travel policies are embedded into the TravelPerk platform also promotes two-way transparency. Employees are clear on what can be booked (in policy) or what should not be booked (out of policy), without worrying about hidden clauses. As Sînziana puts it, "it’s a seamless experience - everyone knows exactly what’s allowed, making the booking process straightforward and stress-free". Plus, TravelPerk’s FlexiPerk allows Lucanet to manage high-cost trips and bookings with the flexibility to make cancellations, all while staying cost-effective.

TravelPerk’s carbon offsetting solution, GreenPerk, supports Lucanet’s sustainability goals. By tracking the carbon footprint of business trips, GreenPerk enables Lucanet to monitor and reduce its environmental impact, aligning perfectly with their ESG goals.

After a flawless implementation process, Lucanet also enjoys proactive support from TravelPerk’s customer care and account management teams.

From the moment of implementation until today, the collaboration between Lucanet and TravelPerk is a close one. Working closely with a dedicated Account Manager, Lucanet has had support in rolling out the tool internally, negotiating corporate rates for often travelled locations and more, allowing for a seamless process and guidance.

"Miriam Barthel, our account manager provides recommendations on everything from booking options to payment solutions. She’s always quick to respond, communicates TravelPerk’s latest releases, and offers expert advice on how to maximize the platform."

Sînziana Călin, Workplace Operations Manager at Lucanet