Technology Firm Scaling Across Europe and the Middle East

Background

A mid-sized SaaS technology company with teams in Dubai, Cairo, and Berlin was entering a phase of accelerated expansion. Travel increased substantially as product, engineering, and commercial teams began supporting new client deployments, technical workshops, and regional sales initiatives.

Their travel requirements were characterized by short lead times, multi-city itineraries, and the need for quick confirmations to align with intensive project schedules. The company was not focused on reducing travel costs aggressively. Their main priority was speed, consistency, and structured support for time-sensitive travel.

The Requirement

The firm needed a travel partner capable of handling complex itineraries quickly while maintaining predictable service standards. Their internal travel coordinators were managing dozens of requests a week, and while the process worked, turnaround times of three to five hours often slowed internal workflows.

Finance also needed clearer visibility into travel activity, as the organization was expanding into new markets and wanted a better understanding of travel patterns by department and region.

What Utravel Delivered

Utravel formed a dedicated servicing pod trained specifically on the client’s travel patterns – recurring travel to Berlin and Riyadh for product deployments, client visits in London, and operational trips between Dubai and Cairo.

All requests flowed through one structured channel. Utravel presented a curated set of options for every trip, helping the client make decisions quickly without sifting through irrelevant itineraries. Traveller profiles captured seating, baggage, transfer time preferences, and loyalty information, all reducing the need for follow-up clarification.

Time limits were monitored closely, which proved valuable on routes with rapidly shifting fares. Utravel also provided monthly activity summaries focused on practical insights: top destinations, recurring department-level travel, and predictable spikes tied to project cycles.

Reflecting on the client’s pace, Duleepa Naveen, Head of the Airlines Desk, explained,“They run complex regional operations, so fast, clear options were essential. Our role was to keep decisions simple and timelines tight.”

Results

Within the first quarter, most itineraries were confirmed within an hour. Internal teams noted a measurable reduction in the number of emails needed to finalize trips, and project managers were able to align travel more effectively with deployment schedules.

Fare volatility also decreased as fewer deadlines were missed. Over six months, the client recorded a steady, modest improvement in travel spend – roughly five percent – driven primarily by better timing and structured coordination rather than behavioral changes.

The finance department also gained practical visibility into travel activity, allowing them to plan budgets more accurately for engineering, product, and commercial teams.

Client Impact

The organization now experiences faster confirmations, improved coordination, and greater consistency in how travel is managed across regions. Importantly, travel planning now supports their operational pace rather than slowing it down.

Utravel has become a reliable operational partner during a critical scaling phase for the business by helping the company move efficiently without imposing rigid policies or disrupting existing workflows.