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.

10 Accommodation Nightmares…

Preventing and overcoming accommodation nightmares – those problems you don’t think to ask about at the time of booking and unexpected surprises when you arrive at the property – is our expertise.

To help you with your own business travel bookings, we’ve shared 10 of the most common accommodation nightmares and our top tips on how to avoid them!

1. Cold Showers

Not something you think about at the time of booking, but something to always double check with your accommodation provider!

2. Long Travel Time

You don’t want a long drive back to your accommodation after a busy shift. Also be sure to check the distance to avoid additional costs.

3. Tolls & Bridge Roads

A quick internet search will prepare you for any tolls and bridge roads – and make sure you have plenty of change ready!

4. Incompatible Travellers

Make your own booking so you can retire to your own quiet, cosy room, with your own facilities, after a long day with ‘challenging’ colleagues.

5. No Wifi

Make sure that the accommodation not only has WiFi access, but it has a strong coverage. Also, look at phone signal strength too.

6. No Late Check In

Sometimes, when you have a long journey to make and shifts at various times, late check-in is a must! Always ask before booking.

7. Nowhere to Park?

You don’t want to arrive at your accommodation and find there isn’t ample parking for your work vehicle. Enquire about the options available.

8. Overcharging

The ultimate accommodation nightmare! Make sure you have your booking confirmation and what is included in your stay with you.

9. Make sure it actually exists!

Unbelievably, this happens.
Do your research, look up reviews and use trusted providers to make sure you’re not caught out.

10. Bad reviews

Reviews, good and bad, are imperative to your decision. The responses from the accommodation will give a great insight, too!

Or, we can do it all for you!

Trust us, there isn’t a nightmare we’ve faced that we haven’t overcome – that’s how we’ve achieved a 100% success rate! Get in touch to see how we can help you with your business stays.

How we simplify your accommodation admin

Once your business accommodation has been booked and you’ve had a relaxing, comfortable stay, there is a matter of invoicing and claiming back expenses. When you’re managing this yourself, it can potentially take up a lot of your time, but yet making sure you receive invoices quickly with all the correct details is imperative.

When it comes to the Rapid Accommodation service, we don’t just stop at sourcing places to stay for your business travel. We take care of all the necessary admin too, including payment and invoicing. We do this because we know we can save you a lot of time and energy.

This is how Rapid Accommodation simplifies your accommodation administration…

Your invoices are personal

We generate your invoices, not your supplier, and we do this on the same day that the booking and payment are made. They are created with your accounting department in mind, meaning we include all the details you need, such as the correct invoicing address, the accommodation location, and arrival and departure dates and times. This information is then stored within our system, making any future invoicing even quicker!

You only need to speak to us

Every accommodation provider will have their own systems for drawing up invoices, each with varying invoicing dates and formats. So, if you book with the hotel, B&B or self-catering accommodation, you could spend time going back and forth chasing up your invoice. When booking with us, you will always deal directly with your Accommodation Advisor.

Don’t worry if you use American Express – we accept it, even if your chosen property doesn’t! Should you need credit facilities, we can help (subject to approval). You can find out more in our blog post ‘Using AmEx for Accommodation in the UK‘.

This is all part of the Rapid Accommodation service – you can read all about it right here. We’re always free for a chat and a coffee too, so give us a call with any queries.

Five Reasons to Book Accommodation with Rapid

Just a few weeks ago Rapid Accommodation celebrated its fifth birthday, which means we’ve been working with you to find business accommodation in the UK for five whole years! In that time, we’ve established a pretty efficient and cost-effective booking system. Our process focuses on five key areas, and the result is a 100% success rate!

Here’s our five reasons to book your business stay travel with Rapid Accommodation.

 

Bespoke Accommodation Service

Before any hotel, B&B or self-catering rooms are booked, our Accommodation Advisors will discuss any personal preferences you might have. Whether it’s ensuring there is adequate space for work vehicles (whatever the size), having specific on-site facilities or allowing early check-in, we’ll find a place to stay that meets your requirements – and for the best price too.

 

Discounted Business Rates

Because our team has worked closely and built long-lasting relationships with business accommodation partners all across the UK, we have instant access to discounted rates. And, we’re able to negotiate the best possible prices and cancellation policies, meaning we can secure a great deal for you.

 

Credit Facilities

We understand that from time to time your cashflow may need a boost, so we have credit facilities available for our clients – subject to approval, of course. Also, we’re more than happy to accept payments via American Express, even if your preferred UK accommodation doesn’t accept it! You can read all about this on our post on using AmEx for accommodation in the UK.

 

Flexibility

Should you ever need to cancel your reservation last minute, or need to end your stay early, we can help. Our team will be on hand to work with the accommodation provider to get a refund or achieve the best possible outcome, and that’s 24/7 too.

 

24/7 Support

You can call us any time of day or night, seven days a week should you encounter any problems. We’ll always do our best to help you – we’ve even been known to give travel directions in the early hours of the morning! When you book with us, we’ll give you a dedicated number to call when you need us.

 

100% Success Rate

We’re so proud to say that we have never failed to find suitable accommodation for our clients! If you have any questions about our sourcing services for business travel, take a look at our guide to booking accommodation and get in touch.