Travel

Get a fractional specialist working inside your TravelPerk account

You already know TravelPerk can handle your company's travel. The problem is that someone has to actually run it: building travel policies, managing bookings, reconciling invoices, and keeping traveler profiles current. That work takes consistent time your team probably does not have. Trusty Oak places fractional specialists inside your TravelPerk account to handle the operational layer so your travel program runs without landing on your plate.

What our team does with TravelPerk

Concrete work our fractional specialists take on inside your TravelPerk account. No vague promises.

Build and configure your travel policies

We set up approval workflows, spending limits, and out-of-policy rules inside TravelPerk's policy engine so bookings route to the right approvers automatically. This includes defining trip categories, configuring hotel and flight caps by traveler tier, and testing the policy logic before it goes live. The deliverable is a documented, active policy set that matches how your company actually travels.

Manage bookings and itinerary changes end to end

We handle flight, hotel, rail, and car bookings directly inside TravelPerk on behalf of your travelers or executive team. When disruptions happen, we manage rebooking through the platform and coordinate with TravelPerk's support channel as needed. Travelers get updated itineraries without having to touch the tool themselves.

Maintain traveler profiles and cost center assignments

We keep traveler profiles accurate, including passport details, loyalty program numbers, seat preferences, and cost center tags. Stale or incomplete profiles cause booking friction and reporting gaps, so we audit these on a regular cadence and update them as your team changes. This also includes onboarding new employees into TravelPerk and offboarding departures cleanly.

Reconcile invoices and tag expenses to the right budgets

TravelPerk's invoicing and expense export tools generate data that still needs a human to review, categorize, and match to your internal budget codes. We pull invoice reports, verify charges against bookings, flag discrepancies, and export tagged data in the format your finance team needs. If you use an integration with Expensify, Ramp, or a similar tool, we handle that handoff as well.

Audit your existing TravelPerk setup and identify gaps

If your TravelPerk account has been running without active management, policies may be misconfigured, traveler profiles may be outdated, and unused features may be costing you money or creating compliance risk. We conduct a structured audit of your account settings, active policies, booking history, and integrations, then deliver a prioritized list of fixes and improvements. This is typically the first thing we do when onboarding a new client.

Connect TravelPerk to your calendar, HRIS, and finance stack

We configure and maintain TravelPerk's native integrations with tools like Google Calendar, Slack, BambooHR, and accounting platforms so travel data flows where it needs to go without manual exports. This includes setting up trip notifications, syncing approved travel to executive calendars, and ensuring cost center data from your HRIS maps correctly to TravelPerk's reporting fields. We document every integration so your team knows exactly what is connected and why.

How Trusty Oak supports TravelPerk workflows

How the TravelPerk handoff works

When you start with Trusty Oak, your Client Success Manager conducts an audit of your existing TravelPerk account, including policy configuration, traveler profile completeness, active integrations, and recent booking history. From that audit, we build a prioritized roadmap of what to fix, what to maintain, and what to build. Your specialist works directly inside your TravelPerk account under your credentials or as an invited admin, and every workflow we build is documented so you always know what is running and why. You review and approve the setup before anything goes live, and we check in on a regular cadence to handle changes as your travel needs evolve.

Common TravelPerk workflows we build

A few of the most common workflows our team has deployed with TravelPerk.

Trip request submitted, policy checked, itinerary booked and confirmed

A traveler submits a trip request with destination, dates, and purpose. We verify it against the active TravelPerk policy, book the compliant options, and send a confirmed itinerary back to the traveler and their manager. If the request is out of policy, we flag it for approval before booking.

New employee added to HRIS, TravelPerk profile created and cost center tagged

When a new hire appears in your HRIS (BambooHR, Rippling, or similar), we create their TravelPerk traveler profile, assign the correct cost center, apply the appropriate travel policy tier, and collect loyalty program numbers. The employee is ready to book or be booked for within their first week.

Monthly invoice exported, categorized, and delivered to finance

At the end of each billing period, we pull the TravelPerk invoice and expense report, tag each line item to the correct budget code or project, reconcile against approved bookings, and deliver a clean file to your finance team in their preferred format. Discrepancies are flagged with supporting documentation before the file is sent.

Flight disruption detected, traveler rebooked and manager notified via Slack

When a flight cancellation or significant delay affects a traveler, we handle rebooking inside TravelPerk, confirm the new itinerary with the traveler directly, and post an update to the relevant Slack channel or send a calendar update. The traveler does not need to call support or manage the change themselves.

Quarterly travel spend pulled from TravelPerk reports and summarized for leadership

We run TravelPerk's analytics and reporting tools to extract spend by department, cost center, traveler, and trip type, then compile a summary with variance notes against budget. This gives leadership a clear picture of where travel dollars are going without requiring them to log into the platform or interpret raw exports.

What TravelPerk support costs

Drag the sliders to build a monthly plan that fits your workload.

Executive Assistants

~$35/hour

10 hours $350

Specialists

~$50/hour

20 hours $1,000

Fractional Executives

~$95/hour

0 hours $0

Your monthly budget

$1,350

Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.

Book a Discovery Call

Frequently asked questions

How does your specialist get access to our TravelPerk account?

We work inside your account using an admin seat you provision for us. You retain full ownership and control of the account at all times, and we never require login credentials to be shared directly. If your TravelPerk plan limits admin seats, we can discuss the best access structure during onboarding.

Is this a one-time setup or ongoing support?

Most clients use TravelPerk support on an ongoing basis because travel programs require continuous maintenance: new hires, policy updates, invoice reconciliation, and booking management do not stop after setup. Trusty Oak's engagement starts with a 3-month commitment and then continues month to month, with unused hours rolling over each month so you are not penalized for lighter travel periods.

What if we are not sure TravelPerk is the right tool for us and might switch platforms?

That is a fair concern, and we will give you an honest answer on the discovery call. TravelPerk works well for companies with recurring business travel and a need for policy controls, but it may be more than necessary for very small teams or infrequent travelers. If you are mid-evaluation, we can help you assess whether your current setup is configured correctly before you decide to migrate or stay.

How many hours per month does TravelPerk management typically require?

It depends on your travel volume and how active your program is. A company with 5 to 10 travelers and moderate booking frequency might need 10 to 15 hours per month for ongoing management and reconciliation. Higher-volume programs or those requiring an initial audit and policy build will need more in the first month. Trusty Oak's monthly talent budget starts at $1,000, which gives you a meaningful block of specialist time to work with.

Can your specialist handle travel for a specific executive in addition to the broader company program?

Yes, and this is a common use case. Many clients have a fractional Executive Assistant handle travel booking and itinerary management for one or two executives inside TravelPerk, while a specialist handles the broader program administration. Trusty Oak can support both functions, and your Client Success Manager will help you figure out the right structure during onboarding.

Let US audit your TravelPerk setup.

Book a discovery call and we will review your current TravelPerk configuration, identify what is missing or misconfigured, and map out a prioritized plan for getting your travel program under control.