Are you claiming all the VAT you’re entitled to?

Once your colleagues and contractors have returned from their business stay, one of the first things to do is collect their receipts. However, they may have misplaced a few, spilt coffee on them or the accommodation provider hasn’t included the right information. Perhaps the receipts don’t have a printed VAT number, or maybe the business isn’t actually VAT registered at all…

A company who spends £500 on accommodation per week could easily lose out on almost £4,500 of VAT each year!

We understand how frustrating this can be, which is why there are some things to look out for from the agencies that book your business stays.

It’s all in the invoicing

We provide carefully-crafted invoicing as a part of our accommodation booking service – to ensure that all the necessary information you need is included in one easy-to-process document. Each invoice will be formatted with the correct address, company and contact details, as well as the right VAT rates and totals so you can claim back every penny that you’re entitled to.

As you’re researching booking agents, you may come across some that are not based in the UK. You should be aware that if you use their services and pay online, you cannot claim the VAT. While making sure all expenses are claimed is essential, it’s just as important not to misclaim.

Here to help

Managing expenses is a valued part of our service. We know this as one of our largest clients began working with us for this reason; we’ve helped them to save thousands of pounds in VAT that was otherwise being lost! If you have any questions about our accommodation service and how we help to streamline your post-business stay admin, get in touch. Our Accommodation Advisors are ready, waiting and more than happy to help.

Coming up in 2018

Happy New Year, everyone! The phones are ringing, the coffee is hot and the Rapid Accommodation team is ready for our biggest and best year yet.

Over the festive season, we’ve had the opportunity to take some time and reflect on some of the great moments of the past 12 months. 2017 was a big year for us with many highlights and successes that we’re determined to build on throughout 2018.

Throughout the past year, Team Rapid grew to 12 people as we welcomed Maisy, Bebhann and Brad as Accommodation Advisors. It’s fantastic to see how passionate they are about the business and their clients.

2017 also brought changes to the way we work. Firstly, we launched our very own bespoke booking software that enables us to enhance the efficiency of our sourcing and booking process – complete with personal profiles for each and every customer. Next, a ticketing system that helps us to improve response time and ultimately offer an enhanced customer service. As the company’s grown, we’ve made sure that great customer service is always a priority.

Award-winning business

To top it all off, we won not one, not two but three awards! In April, Dragon’s Den star Theo Paphitis named Rapid Accommodation #SBS winners in his weekly Small Business Sunday Twitter competition, and in September we won the #KingOf award on Twitter for King of Contractors Accommodation 2017. Also, Rapid Accommodation is the High Growth Business of the Year winners for the Yorkshire and Humber region in the British Chamber of Commerce Business Awards! In November, the team travelled to London for the glittering ceremony. Although we didn’t take home the national prize on the night, we had a fabulous evening. A wonderful way to round up a brilliant year.

So, what are we looking forward to in 2018?

Expanding the team – again.

As our business grows, our team grows with us. In five years we’ve grown from three to a team of 12. We carefully recruit each and every team member, looking for a whole variety of qualities in employees. One of the most important, of course, is personality – if you haven’t got it, you’re not getting in!

Getting out there.

Going to events is always a highlight, whether it’s attending awards, going networking or visiting trade shows. We’re looking forward to meeting lots of new businesses in 2018 and making the most of exciting opportunities that come our way.

Merry Christmas from Rapid Accommodation!

Christmas is here and Rapid Accommodation are excited! We’ll be rockin’ around the Christmas Tree in our festive jumpers, enjoying a mince pie… or two!

To help spread a little festive cheer, Team Rapid have shared a few of their favourite things about Christmas…

Rapid Accommodation - Bebhann


My favourite parts of Christmas are the Christmas markets, festivities and wrapping presents!



Rapid Accommodation - Katy


My favourite thing about Christmas is snuggling up with a blanket and hot chocolate watching Christmas films…



Rapid Accommodation - Ellie


The thing I love most about Christmas is making memories with family.




Rapid Accommodation - Karl


For Christmas, I enjoy finding unique and thoughtful presents for others… followed by lots of Christmas Pudding for me!



Rapid Accommodation - Rowan


For me, it’s spending time with loved ones.




Rapid Accommodation - Rachael


My favourite things at Christmas time are the terrible jumpers and the delicious food! And of course, Santa Claus coming to town!



Rapid Accommodation - RebeccaRebecca

I love Christmas because it’s the only day of the year we get off as a business owner. It’s great to go home and spend time with family. Oh, and not to mention the mulled wine!



Rapid Accommodation - Maisy


Personally, I love spending time with family, it’s a time to be merry and not worry about overeating! I like to decorate the house and Christmas Tree, making everything very festive.



Rapid Accommodation - Leanne


I love Christmas because it’s a time of year to indulge and not feel guilty. An opportunity to spend quality time with friends and family and I LOVE decorating the tree!



Rapid Accommodation - Linda


Linda loves Christmas because of the mistletoe!
Linda loves Christmas each time of the year
She enjoys the fuss even though its dear
With plenty of mistletoe and kisses too
She would like to wish the very best to you.


Watch the Rapid Accommodation Christmas Message!

A Christmas message from Rapid Accommodation


We’d like to say a big thank you for your support in 2017 and wish you all a very Merry Christmas and a Happy, Prosperous New Year.

If you need us, you can reach us on 0330 041 6077 or by emailing

Love from all the team at Rapid Accommodation x

Five Things to Remember for Business Travel

It happens to all of us. You’re making your journey, you arrive at your accommodation and realise that there’s something you’ve forgotten. When it comes to business travel, you can be so busy getting to and from shifts, or concentrating on your all-important meetings that you miss the details that can make your stay – and post-trip admin – much easier.

In the five years we’ve been helping companies to manage their accommodation, we’ve found there are some common things that business travellers forget.

Here are five things to remember when travelling for business.

Research local amenities

Once you’ve made your journey to your accommodation, you’ll want to get inside, unpack and relax. However, if there’s something that you’ve forgotten to bring with you, or if the kitchen cupboards need stocking, you’ll need to nip back out again and find the nearest shop.

Before your journey, take a look at the supermarkets closest to your accommodation so you can stop by for any essentials on your way in.

Check travel routes

With Sat Nav systems, it’s so easy to get in the car, set your destination and go! But, we all know how essential it is to check your route before setting off to your accommodation. Look for any unexpected roadworks, tolls and diversions – anything that can cause a delay or be an added expense. And don’t forget about your route to and from site, too!

Save all of your receipts

Receipts are easily thrown away, or hidden deep within pockets or bags and forgotten about. By the time you find them again, you’ve already filed your expenses for your work trip and so, you’ve missed out! But by collecting them and keeping them safe, you can claim back all the expenses and VAT that you’re entitled to. Each little coffee, lunch, or car park ticket adds up.

Keep your contact number handy

When we work with you to book places to stay for business travel, we’ll give you a contact number that’s available 24/7. This way, you can reach us for help with any problems you may have – we’ve even directed clients to their destination over the phone! Add the phone number to your contacts, and keep a copy with your booking paperwork. Just in case…

Make the most of your stay

When you have downtime, make the most of the facilities in and around your property. Whether it’s relaxing in the hot tub on the patio after a long shift, or exploring the town centre on your day off, taking a break can really make your business stay feel like a home-away-from-home.

If you have any questions about business travel and booking accommodation, get in touch. We’re always happy to help!

Chamber Business Awards 2017

On Thursday, Linda, Rebecca and Rachael made their way to London for a very special occasion – the 2017 Chamber Business Awards!

The Chamber Business Awards is one of the most prestigious programmes in the country. It rewards excellence in business, in all sectors, from across Britain. Back in September, we were so excited to find out that we were named regional winners of the ‘High Growth Business of the Year’ category for the Yorkshire and Humber region. As well as this prize, Rapid Accommodation became finalists in the national awards. Sadly we didn’t win, but we had an incredible time.

The Awards Ceremony

The glittering ceremony took place at The Brewery, a beautiful Grade II listed venue in the heart of London. The evening began with a lot of chatting and getting to know the fellow guests and finalists. We met so many inspirational business people from across the country, including Agenda Screening. They are an agency for background and pre-employment screening based in Hull and were our table companions for the evening. We dined on Mackarel with almond cream, garlic and thyme roasted guinea fowl, and plum and pear pavlova, which was absolutely delicious! Kate Thornton was the host for the evening, and she did an excellent job of keeping the guests entertained.

Then came the announcements. It was so motivating to hear the success stories of all the nominees, how far they’ve come and what they’ve achieved over the past 12 months. Finally, it came to our category, ‘High Growth Business of the Year’. The very deserving winners were iCON Aerospace Technology Ltd, specialists in polymer technology for the aerospace, defence and industrial sectors.

A Successful Year

2017 has been such an incredible year for us. It began with us securing £2 million worth of business from organisations within key sectors. Then in April, we became winners of Dragon’s Den star and Entrepreneur Theo Paphitis’ Twitter competition, #SBS Small Business Sunday. We’ve also expanded our team three times this year, taking the number of employees from eight to 13 in order to accommodate the growing demand for our business travel services. Attending these national, prestigious awards is the icing on the top of a delicious cake!

Find out more about the Chamber Awards 2017.

Who we work with: Kirk UK

KIRK UK is the leading liquid storage tank specialist in the UK, operating in a wide variety of industry sectors across the globe, and we’re proud to have them as one of our oldest, most loyal clients. We’ve been working together since 2012, sourcing and booking accommodation around the UK for their many workers.

What challenges did you encounter before using Rapid Accommodation?
Time constraints and not holding accounts with the accommodation provider.

Why did you choose us over our competitors?
Service, price and willingness to help.

What benefits have you experienced since working with us?
We get complete peace of mind knowing that you give 24/7 service.

How has our service improved your day to day life?
Time is freed up, allowing us to get on with other tasks.

Does it save you time or money?
Both! Very much so.

What are you most impressed with?
Your service, reliability and approachability, as well as the friendly nature of your staff.


How we can help you, too.

To find out more about how we can help your business with its accommodation requirements, get in touch. You can give us a call on 0330 090 4142 or send an email to, and our Accommodation Advisors will be more than happy to help!

Why Use Self-Catering Accommodation?

Sometimes, there’s more to business stays than simply checking into a hotel room. Shift work may mean you need to arrive before the designated time, or that you won’t be around when the kitchen’s open. That’s why more and more business travellers have been turning to self-catering accommodation.

We’ve rounded up five reasons to choose self-catering for your business stay.


Self-catering means you have the flexibility to come and go as you please, arriving and departing at times that are best for you. Therefore, you won’t have to pay any additional fees for late check-out after a post-night shift sleep.


You’ll find that, with the right research and booking negotiation, self-catering accommodation is fantastic value for money. You receive a lot more space than just a room for sleeping, no matter where you book. While small cottages and contemporary apartments are always a favourite, you may find manor houses and luxury lodges within your budget, too.


Self-catering accommodation is like a home away from home, so you’ll find that your place to stay will have a variety of facilities needed for every day such as your own oven and washing machine. Some places may even provide luxuries like gym equipment or a hot tub – and it will be private to you, too.


Having your very own kitchen means you can store and prepare your own food and snacks, and have them readily available whenever you need them – even at 2am after a late shift! You can be sure that the food you have meets your dietary requirements, and you’ll save money on dining in the long run. Of course, if you did want to explore the area, your host will be able to recommend the best local restaurants, cafes and bars.


Self-catering properties will provide travellers with more space, which is very useful for colleagues travelling in groups. As well as private bedrooms, you’ll find communal areas – whether a living room, dining room or private patio, where the group can relax and socialise before turning in for the night.


How we can help

If you need accommodation now, not a problem email us at or call us on 0330 0904142. Our Advisors are ready to help!

Rapid Accommodation Wins Award

We have some exciting news – we’ve been crowned one of the winners in the Yorkshire and the Humber heats of the Chamber Business Awards 2017!

Rapid Accommodation, which celebrated its fifth birthday this year, has taken home the High Growth Business of the Year award, and we are now in the running for a national accolade from the British Chamber of Commerce.

Rebecca Anderson-Smith, Relationship Director of Rapid Accommodation said: “The whole team is incredibly excited by this. We are so proud to have had a very successful year to date, and that’s all down to the hard work and ambition of the team. Now we can celebrate our regional award win together and look forward to the national awards.”

2017 has proven to be a big year for us. After securing £2 million worth of business from organisations within the area’s key sectors, Rapid Accommodation went on to become a winner of Dragon’s Den star and Entrepreneur Theo Paphitis’ Twitter competition, #SBS Small Business Sunday. We’ve also expanded our team twice this year, taking the number of employees from eight to eleven in order to accommodate for the growing demand for our business travel services.

Rapid Accommodation Heads to the National Awards

The Chamber Business Awards, which are now in their 14th year, recognise the key role that local businesses play in driving the UK economy. The 2017 ceremony will take place in London in November.

Francis Martin, President of the British Chambers of Commerce (BCC) said: “Businesses are the backbone and driving force of the UK economy. Even in the face of uncertain times, they continue to show their resilience and strength – creating opportunities for employment, investment and growth.

“Our judges are always impressed by the high standard of submissions, and the calibre of entries this year was no different. The finalists in the Chamber Business Awards represent the best of this country’s entrepreneurial spirit, creativity and hard-work.

“The Chamber Business Awards are the perfect opportunity for us to celebrate our business communities’ achievements, to take stock of the outstanding performances of UK businesses over the past year, and to encourage and inspire others to follow in their footsteps.”

Our Accommodation Service

As we’ve grown as a company, we’ve never lost sight of how important it is to provide great quality customer service. We like to get to know our clients and understand their needs, and as a result, we never let anyone down. If you need help organising your business travel stays, find out how our accommodation service works and contact us today so that we can get started.

How We Save You Time and Money

When there are so many accommodation booking websites available to us, each with hundreds – if not thousands – of properties listed, sourcing places to stay for contractors and workers may seem like a doddle.

However, it’s that availability which can make the task more difficult than you anticipate. Finding business accommodation that is close to site with all the necessary facilities and personal preferences, accepts your preferred payment method and has flexible cancellation policies takes time.

Then, there is costing! During your search, you may find the same room listed on multiple sites with a different price. There’s also the risk of booking a property only to find it cheaper soon after.

This is where Rapid Accommodation comes in. It’s our job to provide you with a highly-effective, managed service that incorporates all aspects of business travel – not just location and budget. And it all starts with saving you both time and money.


Save Time

Through our personal, friendly relationships with our clients, we’ve learned that those who are booking business accommodation for employees and contractors haven’t been hired to do so. It’s just another job to add to a long list of tasks.

If we source and book your business travel for you, it leaves you to be more productive, making your time much more efficient. To give you a bit of an idea of how much valuable time you could gain back, we’ve saved some of our clients hundreds of hours!


Save Money

Making sure we find accommodation at the best possible price is key to our 100% success rate. Last year, our average nightly rate was 6% lower than JIB’s Lodging Allowance! It’s a statistic we’re extremely proud of.

So, how do we secure such great prices?

Because our business is based on strong, loyal relationships with both clients and providers, our Accommodation Advisors have access to exclusive discounted rates. And, they’re specially trained negotiators, meaning as well as lower prices for your rooms, they’ll be able to secure the best possible late check-in and check-out times, cancellation policies and refunds. All of this helps you to save on costing should a last-minute change of plan occur.

When it comes to payment, we are able to offer credit accounts to our clients, meaning we can boost your cashflow instantly! What could you do with extra cashflow and time to spend elsewhere?

The whole Rapid Accommodation process has been established and carefully curated over the past five years to make booking business travel as easy as possible for you.

If you’d like to find out more, we’re always on hand for a chat. Get in touch and we’ll arrange a coffee.

UK AD & Biogas and World Biogas Expo 2017

When it comes to our clients, we like to know as much about their industry as possible. This is so we can be sure we’re up to date on the latest developments and one-step ahead when finding their business accommodation. It’s a key part of the personal approach we take.

Because of this, we get to visit a whole variety of fascinating trade shows and specialist events. Exhibitions for renewables, construction, and in early July, the £1 trillion aero digestion and biogas sector.

Linda, our Director, travelled to Birmingham for ADBA UK AD & Biogas and World Biogas Expo 2017. Over two days, around 4,000 people from over 50 countries were welcomed to the NEC Arena – it was incredible! It’s no wonder why this has become a leading global trade show. Industry leaders gave talks on key sector issues, and over 250 exhibitors had the chance to meet, network and showcase their products and services.

We certainly learned a lot about the industry, from process technology being developed to the various factors impacting industry. And, we met so many inspiring and innovative businesses! There’s no better way to learn that to get out there, attend shows and meet people.

The Expo was the perfect opportunity for us to catch up with some of our clients from the ever-growing industry.

Kirk UK and LRES

Linda caught up with Dan Jones of Kirk UK and Lynsey Walker of LRES, both valued clients of ours (pictured above). Kirk UK are specialists in Biogas storage solutions, and LRES UK are industrial cleaning and waste management specialists, and it was fantastic to hear about their day and recent successes.

Wolf Systems

Our Director Linda catches up with Wolf Systems at ADBA World Biogas Expo 2017

We can’t quite believe it, but we’ve been working with Wolf Systems for over four years now! Wolf Systems create products and software specifically for timber engineering, helping their customers to become more time and cost efficient. Linda was able to have a chat with Liviu all about the business and how they’d found the Expo so far.


This year, we’ll be heading out to the Electrical Show and NEC Construction Week, so keep an eye out for us.

In the meantime, feel free to get in touch with us to find out how we can help you – the coffee is on us!