In an increasingly competitive market, procurement has evolved from a mere cost center into a strategic pillar for operational efficiency and resource optimization. In this scenario, the RFT (Request for Tender) process is a fundamental tool for securing the best conditions with suppliers.
However, for an RFT to be truly effective—especially in the complex world of corporate travel—it must be built on a solid foundation: data.
Negotiating with airlines, hotel chains, or car rental companies without deep knowledge of the company’s consumption patterns is like navigating without a map. Decisions become reactive and based on estimates, reducing bargaining power and leaving room for unnecessary costs. Procurement professionals who use analytical intelligence to guide their strategies not only reduce expenses but also forge more valuable partnerships aligned with business needs.
The Challenge: Lack of Structured Data in Travel Negotiations
The primary barrier to creating high-impact RFTs is information fragmentation. Without a centralized platform, corporate travel data is often scattered across spreadsheets, emails, and reports from different agencies, making it difficult to obtain a consolidated view.
This lack of organization creates significant challenges:
-
Limited Visibility: Lack of knowledge regarding the most used routes, employees’ preferred hotels, and the actual volume of business with each supplier.
-
Weak Negotiations: Absence of concrete data to prove purchase volume and, consequently, to advocate for discounts and special conditions.
-
Performance Management Difficulties: Inability to objectively measure whether current suppliers are meeting Service Level Agreements (SLAs) and offering negotiated rates.
-
Ineffective Compliance Policies: Without centralized data, it is nearly impossible to monitor adherence to travel policies and identify deviations that generate extra costs.
The Solution: Transforming Travel Data into RFT Intelligence
Technology is the primary ally in overcoming these obstacles. Management platforms like Argo Travel and Argo Expense unify all information into a single environment, transforming raw data into actionable intelligence for procurement.
Identification of Consumption Patterns and Volume
With access to detailed analytical reports, procurement managers gain a clear view of traveler behavior and major expense fronts. This analysis allows for the identification of:
-
Main Air Routes and Passenger Volume per Leg: crucial information for negotiating volume agreements with specific airlines.
-
Most Visited Cities and Hotel Chains: allows the RFT to focus on partners with the greatest return potential and negotiate fixed rates in strategic locations.
-
Vehicle Rental Demand and Category Preferences: guides negotiations with rental companies to obtain more advantageous packages.
Cost Analysis and Purchasing Behavior
Beyond volume, it is essential to understand the Total Cost of Ownership (TCO). Data-driven management allows for the analysis of:
-
Average Rates Paid: establishes a benchmark to compare against supplier proposals.
-
Average Booking Lead Time: helps create purchasing policies that favor savings and includes flexibility clauses in RFTs.
-
Ancillary Expenses: with data integration from platforms like Argo Expense, it is possible to map spending on meals, transport, and other items, providing a complete view to negotiate additional benefits.
Supplier Performance Evaluation (SLAs)
A successful RFT does not end with a signature. Monitoring partner performance is essential. A technological platform provides a 100% transaction audit trail, allowing procurement to easily verify if agreed rates are applied and if service levels are adequate.
How Argo Technology Powers the RFT Process
Argo acts as a strategic partner in procurement’s digital transformation, offering a robust and secure solution for travel and expense management.
-
Centralization: real-time access to intuitive, organized information.
-
Compliance-Based Negotiation: highly customizable policies applied automatically at the time of booking.
-
Security and Scalability: compliance with international standards like PCI and the ability to integrate with major ERPs via open APIs.
Elevate your negotiations to a strategic level with Argo. Moving away from manual processes is the way for procurement to maximize its impact. With Argo, your company gains a partner to automate end-to-end processes, converting data into real savings.