How Aspen Square saved over $45,000 in 6 months with FlexPro

Online booking tools’ static hotel availability meant that at times, Nancy’s travelers would arrive to find their reservations didn’t exist: “I was having issues where people were showing up for a reservation where I had reserved three rooms and they’d only have one room.”

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Nancy dealt with intricate itineraries of more than 50 employees traveling for months at a time. With shifting timelines and frequent changes, it became clear their default online booking tool wasn’t cutting it.

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Aspen Square faced financial losses whenever plans changed or projects ended early due to inflexible cancellation policies and fees. “You couldn’t modify or make changes. Once you booked it, you pretty much owned it,” Nancy explained.

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To avoid losing funds, they delayed bookings, which often led to limited room availability. “I could only book three or four rooms at a time,” Nancy shared, “and then you get through that, and they don’t have enough rooms for the rest of the team.”

Engine replaced a rigid, risky booking system with a flexible, self-serve platform that saves money and time. With FlexPro, Aspen Square can book early without fear—every reservation is covered for easy changes or cancellations—driving nearly $50K in savings in six months on a $2K/year plan and projecting ~$100K annually.

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Nancy now adjusts complex itineraries in minutes from her account—extend a night, cancel a night, or update travelers—no phone calls, no penalties. And when edge cases pop up, Engine’s award-winning Member Support steps in fast. The result: travel management that’s reliable, cost-efficient, and effortlessly controlled.

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