Offline hotels · concept
NM
STSample Traveller· booker · Bukit

The booker requests a room

The booker asks for what they need — a location and a room category — not a specific hotel, in the same Bukit they already use for flights. The hotel team chooses the hotel. One traveller per request.

TypeOffline hotel
Location of engagementLagos · Island
Check-in05 Jul 2026
Check-out11 Jul 2026
Nights6
Executive salary group shown to hotel team
ISO 27032 Cybersecurity training
Only select an existing claim if this stay belongs to a trip that already has one — e.g. its flights.
DBC01
ABBX0001
Near the training venue if possible.
The booker can't name a hotel — they ask for a location and room category. Approval runs immediately against the location cap, so the hotel search doesn't wait. The team maps salary group to the rooms hotels actually offer.
IBCost-centre approver· BAC & DFA · Approvals module

Approve the envelope — the claim number is issued here

Hotels take days to source, not hours — so approval doesn't wait for the room. It runs immediately against the location cap ($189/night for Lagos Island, at the daily SAP rate). Actuals post later, when the hotel team selects the room — always under this approved amount.

Claim # · SAP #— issued on approvalthe number SAP & the hotel are paid against
Trip # · hotel confirmation— attaches when the hotel confirmsthe hotel's external reference · arrives later
LocationLagos · Island
Room categoryExecutive
Nights6
Location cap$189 / night
Approval envelope₦1,814,400
Cost centre budget
Cost centre / budget
Before
This envelope
After
DBC01 · ABBX0001 Training
₦18,450,000
₦1,814,400
₦16,635,600
$189 × 6 nights, converted at today's SAP rate. Actuals post against this approval when the room is selected; if an actual exceeds it by more than 20%, the claim returns for re-approval.
Approval
✓
Level 1 · BAC
Budget availability check · passed against DBC01
Passed
2
Level 2 · DFA
Delegated financial authority · you
Awaiting
One claim can carry many trips/stays. This stay creates the claim; the flight for the same training could be added to it — now or later. The claim number is the single reference the whole trip runs against.
EJReservations officer· NLNG hotel team · Hotels module (replaces the manual back-end workflow)

The hotel team finds the room — under a live claim

The claim is already approved against the cap, so the search — which can take days — happens under an approved claim. The officer checks contracted hotels one at a time, the team's preferred way of working. Where no contracted hotel fits, the TMCs appear as hotels and one is selected to source the room. Hotels stay on email and adopt nothing.

Claim # · SAP #CLM-02218approved · envelope ₦1,814,400
Trip # · hotel confirmation— attaches when the hotel confirmsthe hotel's external reference · may arrive in arrears
RequestBUK-H-02218
LocationLagos · Island
Room · salary groupExecutive
Dates05–11 Jul
Approved₦1,814,400
Hotels · Lagos Island — checked in turn
Hotel A · Victoria Island
Asked 09:02 · contracted rate on file
No room
Hotel B · Eko Atlantic
Replied · Superior King available · contracted ₦228,800/night
Available
Hotel C · Ikoyi
Not yet asked — only contacted if earlier hotels can't accommodate
Not asked
TMC A · any location
Appears as a hotel — selected to source a room where no contracted hotel fits · no contracted rate; the TMC's confirmed actual posts under the approved amount
Fallback
TMC B · any location
As above — one TMC is selected per request; same email flow as a hotel
Fallback
The reservation email Bukit sends — this is the reservation letter
To: Hotel B · reservations@hotel-b.example generated by Bukit
SubjectReservation request — Sample Traveller — BUK-H-02218

Dear Sir/Madam,
As per our existing arrangements, please PROVIDE accommodation for the guest below.

Guest
Room
Check-in
Check-out
Sample Traveller
Executive
05/07/2026
11/07/2026

Bills will be settled by Nigeria LNG Limited and must be attached to a copy of this reservation letter.

Select the room the hotel confirmed — actuals post here
Superior King — allocated for "Executive"
₦228,800 / night daily SAP
Actual total ₦1,372,800 — within the approved ₦1,814,400. Re-approval is only triggered if an actual exceeds the approved amount by more than 20%.
Sequential, one hotel at a time — nothing to withdraw, no double-confirmation. Room types aren't standard across hotels, so the team maps salary group to the rooms each hotel actually offers; the system supports the choice rather than enforcing it.
ADAdministrator· OpsManager · claim record

The claim record in OpsManager

Everything joins on the claim number — the approval against the cap, the actuals posted at selection, the documents, and the trip number (the hotel's confirmation) which attached when Hotel B confirmed. Settlement runs in NLNG's existing process for now; this is the clean record it reconciles against.

Claim # · SAP #CLM-02218approved · the payment key
Trip # · hotel confirmation5505664attached on confirmation
Captured in Bukit
Hotel
Hotel B · Eko Atlantic
Room · rate
Superior King · ₦228,800/night (contracted)
Stay
05–11 Jul 2026 · 6 nights
Approval
BAC ✓ · DFA ✓ — approved on the cap envelope
Approved vs actual
Approved ₦1,814,400 ($189 × 6 · daily SAP) → actual ₦1,372,800 posted at selection · within
Under approvalRe-approval only if actual > approved by 20%
Trips / stays on this claim
1 · Hotel stay — Trip # 5505664 (hotel confirmation)
A flight for the same purpose could attach to this claim later
Documents
Reservation letter (the email Bukit sent) · hotel confirmation PDF
Reservation letter · generatedConfirmation PDF · uploaded
Payment route
Hotel B is contracted — room held on credit; the TMC settles periodically against the claim number. (Non-contracted / TMC-sourced: the TMC pays at booking.)
Held for phase 2 — settlement & reconciliation. Bukit records the booking, the reservation letter, the confirmation and the references. NLNG reconciles invoices in the existing process for now — against this record rather than scattered emails and spreadsheets.
Note · Concept for discussion · sample data only · hotels and TMCs anonymised. Four people, four modules: booker (Bukit, the front door bookers already know) → cost-centre approver (Approvals — BAC & DFA issue the claim # immediately, against the location cap, so the days-long hotel search never waits on approval) → hotel team (Hotels module, replacing the manual back-end; sequential by the team's preference; TMCs appear as hotels where no contracted hotel fits) → admin (OpsManager). Claim # = SAP # — the payment key. Trip # = the fulfiller's reference (hotel confirmation here; PNR / ticket for flights). Actuals post under the approved amount; exceeding it by more than 20% returns the claim for re-approval. The booker's Attached claim choice either creates a new claim or adds the stay to an existing one as a revision — try toggling it on screen 1. Settlement automation is out of this MVP scope.