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How RMS Energy saves time and money with Engine

RMS Energy keeps power flowing for utilities, industry, and critical infrastructure with nearly 600 employees—most traveling over 40 weeks a year. To support their scale and growth, they turned to Engine for a travel solution that could keep up.

$87k
Saved on stay modifications
4x
Less time spent chasing receipts and booking rooms
60%
Up to 60% savings on each booking
Industry
Energy & Utilities
Headquarters
Energy & Utilities
Company size
~600 employees

About

RMS Energy provides electrical testing, maintenance, and engineering services to ensure the reliability and safety of power systems.

Industry

Energy & Utilities

Headquarters

Little Falls, MN

Company size

~600 employees

Results at a Glance

$87k saved

Over $87,000 saved on stay modifications using FlexPro

More free time

Less time chasing receipts thanks to automatic folio access

Dedicated support

Dedicated Engine support and account management for faster resolutions

Full travel visibility

Full travel visibility across business units

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We were doing it all manually- credit card authorization form, email it, handwrite it, and send it back with a copy of the credit card. I did that for every reservation with 118 rooms on a single job. Engine...way easier. Engine is awesome.

Mauro R.
, 
Tech Serv

The problem

Employees booked travel using individual credit cards, receipts were hard to track down, and reconciliation became a bottleneck. Hotel receipts often went missing or arrived late, forcing the accounting team to chase them down from hotels across the country.

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Flexibility was critical with crews traveling to job sites nationwide. What RMS needed was a centralized platform that employees could actually use, with built-in controls and better visibility for the back office.

The solution

RMS discovered Engine and decided to do a demo. One feature made an immediate impression: folio access. Instead of chasing receipts, the accounting team could view them all in one place, streamlining reconciliation and month-end reporting.

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The RMS team rolled out Direct Bill to remove expenses from individual cards, and FlexPro gave them the freedom to shorten or extend stays as job conditions changed. RMS saw adoption skyrocket thanks to traveler perks like rewards and an easy-to-use platform.

When I saw the first folio and the receipt was right there, that was huge.

— Angie B. Senior Staff Accountant
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With Engine

Say goodbye to accounting nightmares

With nearly 600 employees—many on the road 40+ weeks a year—RMS Energy relied on company cards to book hotel stays. But receipts often went MIA, leaving the accounting team chasing folios from hotels across the country.   It fell on the accounting team to clean up the mess, on top of all their other duties and timelines. The process was unsustainable. RMS needed a travel platform that could keep up with their pace, not pile on more work.

Get a full refund for last-minute trip changes

RMS jobs don’t always go according to plan—sometimes crews wrap early, sometimes work gets extended. With FlexPro, they can easily adjust stays without penalties or headaches. That flexibility has been critical for a workforce that rotates job sites regularly.  

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Engine’s group booking team has also helped with long-term stays—even when guests rotated out mid-project. Angie shared how helpful the team was in handling last-minute name changes and schedule shifts: “Just having that support made it easy on the administrative end.”

Scaling with Confidence

Engine helped RMS move fast without losing control.

“It’s helping track our job costs on a much more timely basis,” she explained. “We’re getting better visibility into what’s going on sooner—and that helps us plan for what’s next.

One invoice, zero receipt chasing

What sold Angie, a member of the RMS accounting team, on Engine? One word: receipts.

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“I think for me, when I saw the first folio and the receipt was right there… that was huge,” Angie said. No more calling hotels. No more tracking down tired employees. Receipts were accessible, accurate, and right where they needed to be.

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Engine also helped them shift off credit cards entirely with Direct Bill. Now, billing runs through accounting, and costs are consolidated into one easy-to-approve file per job. Admins can even flag errors before they hit the ledger—a win-win for accuracy and sanity.

Trip changes or billing hiccups, we got your back

Whether adjusting a group stay or resolving a billing hiccup, the RMS team always has a go-to: Engine Support and their dedicated rep, Jennifer.

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“We’ve called Engine and they’ve always been good at helping us out. The support team has been great.”  

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She even noted how easy it was to loop in Jennifer: just cc her on support emails, and she’s already in the loop. That level of partnership has been an enormous time-saver.

All business travel, one Engine

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Frequently asked questions

We’re glad you asked!

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Hotels want to reach business travelers while companies with traveling workforces want the best rates they can get.

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Our platform brings everyone together to radically simplify trip management and give everyone exactly what they want. By booking with Hotel Engine, you and your company will save substantially in both time and money.

By providing great value to our hotel partners, we get great rates. That means we can take a small cut of each booking — enough to cover 24/7 Member Support and continually re-invest in new technology — and still offer deals to our members that are up to 60% less than the online public travel sites. That’s why we can keep Hotel Engine free to join and use.

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No membership fees, no contracts, and no minimum spend.

We want our members to have plenty of options when booking lodging. Our platform currently offers 750,000+ properties worldwide.

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You'll find just about every hotel in the U.S. on our platform. If you don't see a specific hotel when you search, it's likely because the hotel is fully booked during your dates. In those rare cases, we'll show you nearby comparable properties with availability during your travel dates.

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We’re in the business of radically simplifying trip management for everyone, and we believe great hotel rates should be accessible to everyone, too.

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That’s why Hotel Engine is free to join and use — no membership fees, no contracts, no minimum required spend, no catch.

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‍Click here to learn more about our pricing.

Individual hotel properties set their own cancellation policies, which are clearly displayed during the booking process (you’ll see whether the room is refundable, and the last date you can cancel and receive your money back). After booking, you can find cancellation policy information in the “Important Information” section of your confirmation page.

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If you need to keep travel plans flexible, there are two great options available.

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  1. You can select the Flex option during the booking process. Flex allows you to cancel any reservation up until noon the day of arrival or cut a trip short mid-stay and get refunded — regardless of the hotel’s cancellation policy.
  2. If your company signs up for FlexPro, every traveler is fully covered with our highest degree of flexibility. With an annual plan, FlexPro costs $2,000 ($167/mo) covering everyone in your company. If you want to go month-to-month, Flexpro costs $200 - again, covering everyone in your company.

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