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Navan Simplifies Travel, Recruiting, and Duty of Care for Box

Navan team business trip to Berlin

With headquarters in the Bay Area and offices throughout Europe, Japan, and the U.S., Boxers are often on the go.

In 2017, Box was selecting a new travel management company (TMC), and commensurate with its philosophy of putting users at the center of everything it does, Box prioritized the user experience above all else when making its selection. With Navan, Box has ensured a seamless UI for its employees, simplified spend forecasting, and ensured duty of care for employees traveling in uncertain times.

Paris business trip itinerary on mobile and hotel search results on desktop using Navan

Travel Made Easy

Because Boxers are all booking through the same travel platform, there’s a single place to access and manage the Boxers’ travel plans. With greater visibility into current and upcoming travel and accommodation, supporting on-the-go travelers is a non-issue. Navan brought a one-stop-shop employee travel solution that makes it easy to ensure duty of care and simplifies the reporting process.

Navan traveler enjoying chat support using the Navan app

Plug-and-Play Solution

Navan has enabled Box to free up internal resources since Boxers can independently manage their travel plans through Navan's industry-leading self-serve options in the app, or reach out to Navan's 24/7 365 global travel agents for support.

“They don’t need to come to me to change their travel plans. They don’t need to go to the Navan admin at Box. They can just chat with the Navan travel agents, who are always available,” said Ritu Varma, Senior Director of Treasury and Shared Services at Box. "That’s business cost savings right there," Ritu added.

Picture of a Navan employee using a laptop wearing a bright yellow sweater

Seamless Recruiting with Guest Invites

Ritu’s team isn’t the only one using Navan at Box. The People Team streamlines employee onboarding and offboarding with the Workday-Navan integration, which automatically adds or removes Boxers as they come or go. Box’s People Team relies on the guest invite feature when aiding could-be Boxers to arrange travel. “The Recruiting team really likes the TripActions guest invites,” said Ritu “It’s very user-friendly, and our Recruiting team is able to grant interviewees access to TripActions to book hotel or airfare according to our policies.”

A collage view of a San Francisco trip itinerary on the Navan mobile app and the Navan spend overview on the desktop app

Access to Data on Demand

Navan has made forecasting travel spend easier, too. Box’s Strategic Planning & Analysis team relies on the platform’s dashboard to plan for travel spend and anticipate reimbursement. “SP&A can see when people are booking travel, hotels, and airfare, which helps it forecast,” said Ritu. “The travel might not happen for two months, but we know that spend is coming.”

Picture of a Navan operator giving a thumbs-up

3 Years Later, Box Is as Happy as Ever

With just over three years of partnership with Navan, Box is as pleased with the solution today as it was on day one. The core features and functionality which attracted Box to Navan are a big part of what Ritu still loves about the travel platform. “Initially what drew us to Navan was the UI, the ease of use of the tool for the Boxers, and the ease of accessing data. That was really key and it still is.”

Duty of care has also proven to be a vital component. “Looking at risk, knowing where our Boxers are from a security point of view — especially in this environment — that’s so important to us, and we didn’t have that capability before Navan,” said Ritu.

Our partnership with Navan allows Boxers around the globe to use one platform to book all their travel. We know who is traveling, where they’re traveling, and if a disaster happens, we know how to get to them.

Ritu Varma

Senior Director of Treasury and Shared Services

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