How Helexia uses TravelPerk to facilitate the green energy transition around the world

Helexia needed to scale up without slowing down

Helexia offers a range of services to help their clients transition to renewable energy. These include energy audits, photovoltaic project implementation, energy management, and installation maintenance services. Companies can use Helexia’s solutions to reduce their carbon footprint and meet their sustainability targets.

In their mission to help companies around the world become more energy-efficient on a daily basis, Helexia’s employees need to travel. The company is already spread across 10 countries and keeps expanding to more.

Unfortunately, as Helexia grew, they found their travel management partner was no longer meeting their needs. The partner wasn’t operating in enough locations, and their inventory and technological capabilities were no longer sufficient.

With new and exciting business growth on the horizon, Helexia’s team knew it was time for a change.

A smarter approach to business travel for Helexia

When Helexia’s former travel management company made a unilateral decision to change payment methods, they decided to take the leap to a new provider: TravelPerk.

TravelPerk helped Helexia evolve their travel management program and take it to the next level. They’ve now implemented travel policies and automated their processes, while benefiting from TravelPerk’s reporting tools, extensive travel inventory, and duty of care features.

Saving time while gaining control over costs

Using TravelPerk, Helexia was able to unify their travel management across multiple countries. By automating and streamlining their booking and approval processes, and gaining new insights via TravelPerk reporting, they’ve been able to save both time and money.

“Our situation has evolved, and now the tool is used everywhere. So clearly, the ROI is high.”

Gaëtan Costa-Mula- Group Chief Digital, Technology & Organisation Officer at Helexia

Instant access to interesting insights

Helexia’s team finds it easy to get actionable insights and data on their travel behavior using TravelPerk’s in-depth reporting feature. They use the feature to fine-tune their travel policy for increased cost savings.

TravelPerk offers advanced travel and expense dashboards for instant, flexible reporting. Users can break the data down by person, transport type, booking type, cancellations, recoverable VAT, and more. They can then easily schedule alerts and export reports for a clear visual overview of travel spending.

“While implementing and formalising our travel policy, the reporting feature gave us up-to-date insights on hotel expenditure in different locations, helping us adjust realistically to the local context.”

Gaëtan Costa-Mula- Group Chief Digital, Technology & Organisation Officer at Helexia

Automating processes for a smooth experience

Helexia wanted a modern tech solution that would take the manual work out of business travel management. TravelPerk provided the answer.

Using the software, Helexia created an automated travel approval process—the main capability they were looking for when switching from the previous platform. Now, decision-makers can easily approve or decline trips through notifications or email.

Employees can also independently manage or change their trips, booking directly from TravelPerk’s extensive inventory. Built-in features, like TravelPerk’s duty of care and risk management solutions, make business travel easy from start to finish.

Easy setup and support

The initial setup of TravelPerk was simple and straightforward. Later, Helexia decided to do some more advanced synchronisation with users, calendars, cost centers, accounting, and Lucca HR software. They were able to accomplish this using TravelPerk’s open API.

The platform is managed by Helexia’s IT team, with travel managers and office managers around the world as local contacts. The company felt very well supported by TravelPerk’s account managers during the implementation process, especially for the integration of their legal entities. They also appreciated TravelPerk’s recommendations about policies and approvals, as they were new to this topic.

Although they had an autonomous setup, the Helexia team was able to easily get help from TravelPerk’s account managers. Now, they can get support from Customer Care if issues arise on a trip. At times, TravelPerk staff have gone above and beyond to help resolve a problem.

“We had a plane cancellation for one of our employees who was stuck in Brazil, so I called our account manager. Even though TravelPerk was not responsible for anything, the account manager still tried to help and give me advice on this situation.”

Gaëtan Costa-Mula- Group Chief Digital, Technology & Organisation Officer at Helexia

Today, over 50% of Helexia’s workforce is using TravelPerk. They look forward to seeing TravelPerk’s inventory grow to include more locations as the platform evolves.