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. A request can cover more than one guest — each is listed on the reservation letter.

TypeOffline hotel
Location of engagementLagos · Island
Check-in05 Jul 2026
Check-out11 Jul 2026
Nights6
Executive salary group shown to hotel team
Business category
Cybersecurity Lead Manager training
Sample Traveller Sample Traveller 2 + Add traveller
Only select an existing claim if this stay belongs to a trip that already has one — e.g. its flights.
DDD01
ABBX0004
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.
CACost-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
Guests × nights2 × 6
Location cap$189 / night · room
Approval envelope₦3,628,800
Cost centre budget
Cost centre / budget
Before
This envelope
After
DDD01 · ABBX0004 Training
₦18,450,000
₦3,628,800
₦14,821,200
$189 × 6 nights × 2 rooms, 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 DDD01
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.
OAReservations officer· hotel team · Hotels module (replaces the manual back-end workflow)

The team's queue — every request in one place

Every hotel request lands here with its claim already approved. Each is owned by one officer end-to-end, filterable by officer, and reassignable when someone is out. Completed bookings stay in the list for lookup — the queue is the working record, not just a to-do list.

Mine · 2 All team · 5 Unassigned · 1 Filter by officer · completed kept for lookup
Claim #
Traveller
Location · dates
Assigned
Status
CLM-02215
Traveller A
Abuja · 28–30 Jun
Officer B
Booked · complete
CLM-02216
Traveller B
Bonny · 01–04 Jul
Officer A
Booked · complete
CLM-02217
Traveller C
Port Harcourt · 03–05 Jul
Officer B
Awaiting hotel reply
CLM-02218
Sample Traveller +1
Lagos Island · 05–11 Jul
Officer A
Room available — open →
CLM-02219
Traveller D
Abuja · 12–13 Jul
Unassigned · assign ▾
New
Active and completed sit together — an officer can look up any past booking (its letter, confirmation and claim) without leaving the queue. Click CLM-02218 to open the one that's ready to work.
OAReservations officer· hotel team · Hotels module (replaces the manual back-end workflow)

One request, end to end — 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
My requests · 3 All team · 12 Each request is owned by one officer end-to-end · filterable by officer · reassignable when someone is out
RequestBUK-H-02218
LocationLagos · Island
Room · salary groupExecutive · 2 guests
Dates05–11 Jul
Assigned toOfficer A ▾
Cost Centre / WBSDDD01
FundABBX0004
Dept (booker)HRL
ReasonBusiness
PurposeCybersecurity Lead Manager training
WBS — a project cost centre with a limited life — may stand in place of the cost centre. An Activity type code appears on the current letters; its meaning is being confirmed.
Hotels · Lagos Island — the officer chooses which to ask, and in what order
Nothing is hardcoded — the list is the maintained contracted set for the location, worked at the officer's discretion.
Hotel A · Victoria Island
Asked 09:02 · contracted rate on file
No room
Hotel B · Lagos Island
Replied · 2 × Superior King available · contracted ₦228,800/night · room
Available
Hotel C · Ikoyi
Not yet asked — the officer can ask this one next, or any other
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 — all contacts on file (reservations@, sales@, accounts@) generated by Bukit
Cc: Hotel Reservations (team mailbox) · Officer A (handling)
SubjectReservation request — Sample Traveller — CLM-02218

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

S/NRequest dateGuest nameRoom typeDeptCheck-inCheck-outCost codeFundsActivity typePurposeRemarksSAP numberRequester name
128/06/2026Sample TravellerSuperior KingHRL05/07/202611/07/2026DDD01ABBX000422241007ISO 27032 Cybersecurity Lead Manager training6 NIGHTSCLM-02218requester@example.com
228/06/2026Sample Traveller 2Superior KingHRL05/07/202611/07/2026DDD01ABBX000422241007ISO 27032 Cybersecurity Lead Manager training6 NIGHTSCLM-02218requester@example.com

Bills will be settled by the Company and must be attached to a copy of this reservation letter, quoting the claim number.

The hotel's reply lands in the shared thread — the handling officer (cc'd) carries the conversation on in email as today, and records the outcome here.
Select the room the hotel confirmed — actuals post here
Superior King — allocated for "Executive"
₦228,800 / night daily SAP
Actual total ₦2,745,600 (2 rooms × 6 nights) — within the approved ₦3,628,800. 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 the existing back-office process for now; this is the clean record it reconciles against.

Claim # · SAP #CLM-02218approved · the payment key
Trip # · hotel confirmation7301992attached on confirmation
Captured in Bukit
Hotel
Hotel B · Lagos Island
Room · rate
Superior King · ₦228,800/night (contracted)
Stay
05–11 Jul 2026 · 6 nights · 2 guests · 2 rooms
Approval
BAC ✓ · DFA ✓ — approved on the cap envelope
Cost Centre / WBS
DDD01
Fund
ABBX0004
Dept (booker)
HRL
Reason
Business
Purpose
Cybersecurity Lead Manager training · Activity type code TBC (meaning to confirm)
Approved vs actual
Approved ₦3,628,800 ($189 × 6 × 2 rooms · daily SAP) → actual ₦2,745,600 posted at selection · within
Under approvalRe-approval only if actual > approved by 20%
Trips / stays on this claim
1 · Hotel stay — Trip # 7301992 (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 · generated — openConfirmation 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. invoices are reconciled in the existing process for now — against this record rather than scattered emails and spreadsheets.
Reservation letter — as it prints

Dear Sir/Madam,

As per our existing arrangements with your management, please PROVIDE accommodation for the staff/guests whose names are listed below

S/NRequest dateGuest nameRoom typeDeptCheck-inCheck-outCost codeFundsActivity typePurposeRemarksSAP numberRequester name
128/06/2026Sample TravellerSuperior KingHRL05/07/202611/07/2026DDD01ABBX000422241007ISO 27032 Cybersecurity Lead Manager training6 NIGHTSCLM-02218requester@example.com
228/06/2026Sample Traveller 2Superior KingHRL05/07/202611/07/2026DDD01ABBX000422241007ISO 27032 Cybersecurity Lead Manager training6 NIGHTSCLM-02218requester@example.com

Bills will be settled by the Company and MUST be attached to a copy of the reservation letter. Breakfast, Lunch and Dinner [as required] are covered in this bill.

Regards,
Hotel Reservations (team mailbox) · Officer A

Sample data only — names, codes and numbers are synthetic. SAP number = Claim # (the payment key). Activity type meaning to be confirmed.
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; each request owned by one officer end-to-end, filterable and reassignable; the officer chooses which hotels to ask; TMCs appear as hotels where no contracted hotel fits) → admin (OpsManager). The reservation email goes to all contacts on file for the hotel with the reservations team and handling officer in copy, and carries the claim # for invoicing and reconciliation. Claim # = SAP # — the payment key. Trip # = the fulfiller's reference. 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. A request can cover several guests — the letter lists each on its own S/N row under one claim. Settlement automation is out of this MVP scope.