Guide to Get Rid of Hotel Credit Card Authorization for Construction Companies

The construction industry is one of the fastest-growing industries in the world. Over the years, multiple companies have started construction businesses. As a part of this industry, employees are often required to travel from one place to another. However, as a manager in a construction company, managing hotel bookings for your construction crew can be a nightmare. 

With last-minute changes in travel, securing accommodations can be very challenging. 

According to the latest survey, 75% of US construction firms encounter rework twice a week due to shifting project timelines.  Not just that, many construction companies face issues such as check-in denials, hotel credit card authorization issues, ever-changing project dates, labor shortages, etc. 

If any issues arise due to last-minute changes or updates, it will become difficult for you to manage accommodations and payments. You need a seamless, efficient, and secure solution to streamline payments.  A hassle-free check-in process for your workforce can help eliminate these challenges. 

In this blog, we will help you understand the common challenges construction companies face with hotel credit card authorization and the benefits of using virtual cards.

Challenges with Hotel Credit Card Authorization in Construction

The construction industry works with tight schedules and unpredictable deployment requirements. Unlike corporate offices that enjoy fixed travel plans, construction companies must often make last-minute hotel bookings for their workforce, sometimes in remote locations. 

Here are some of the common challenges: 

1. Last-minute travel bookings 

As you must be already aware, construction companies are often faced with constantly changing project dates. This hampers the way employees travel for work.

• The project assignments for employees change frequently based on project deadlines and unforeseen circumstances. 
• Hotels often demand hotel credit card authorization forms. This causes delays in confirming reservations. 
• Most hotels deny making any reservation without an upfront payment. This causes stress for you and your traveling employees.

2. Hassles in CC Auth in Construction

As travel manager/EA/operations manager, you must be aware that hotels often demand hotel credit card authorizations. With last-minute changes and project updates, getting hold of cc auth in construction is challenging. 

• Most hotels require printed or faxed credit card authorization forms. However, with last-minute changes, procuring and sending them on short notice can be challenging. 
• Any errors or missing details can result in payment rejections, which can leave your construction employees stranded during check-in. 
• Any delays in processing forms mean longer wait times at the front desk, which can impact your project and employees’ work schedules. 

You may also like: Can Hotels Charge Your Credit Card Without Authorization?

3. Fraud and Security Risks

Fraud presents a significant challenge in the construction sector, damaging revenues and reputations. The complexity and multiple transactions of construction projects make them particularly vulnerable to fraud.

• Sharing corporate credit card details by mail or fax exposes sensitive financial and business information. 
• A paper-based CC auth in construction poses a risk of identity theft, unauthorized transactions, and financial mismanagement. 
• When hotels store physical copies of cc auth forms, there is a high chance of getting misplaced. This further creates compliance and auditing issues. 

4. Seeking Assistance from Hotels

As a travel manager in the construction industry, you already know that last-minute bookings are a constant pain. You need the hotel’s assistance to secure accommodations.

• Most hotels deny same-day corporate bookings without prior notice. This negatively impacts your project dates. 
• Some of the hotels demand a lengthy verification process. This could delay employees’ check-ins, leaving them stranded. 
• If your finance team is unavailable on time, employees can be stuck in a room, delaying their check-ins and impacting project deadlines.

How Can Virtual Cards Replace Hotel Credit Card Authorization?

Virtual cards are a game-changer for construction companies looking to streamline payments. They can quickly eliminate CC auth headaches. 

Here’s how they can help:

1. Eliminate Manual CC Authorization Forms

With virtual cards, no need to waste your precious time on hotel credit card authorizations. 

• Using virtual cards, you can generate a unique card number for each transaction, eliminating the need for physical forms.
• With VC, you don’t need to fax or email sensitive credit card details to hotels, reducing administrative workload and security risks.

2. Generate Cards to Hand Over at the Time of Check-In 

Managing manual paper-based CC auth in construction can be tedious and time-consuming. Instead, you can use a virtual card, which is digitally generated and can be assigned to a specific booking.

• When a hotel stay is confirmed, create a unique virtual card with a set spending limit and validity period.
• The virtual card is linked to the company’s central account. This allows hotels to charge the card directly without any authorization forms. 
• A virtual card prevents unauthorized transactions. It is pre-approved for specific hotels with spending limits.  

3. Instant and Secure Payments

With hotel credit card authorization, there are high chances of risk due to fraud and less security. 

• Virtual cards are generated in real time and can be set with specific limits, ensuring spending control.
• Payments are processed seamlessly, reducing fraud risks associated with CC Auth in construction.
• Hotels receive instant payments, improving vendor relationships and reducing disputes.

4. Seamless Check-Ins for Employees

Virtual cards ensure seamless check-in for employees without the hassle of hotel credit card authorizations. 

• Hotels receive payment instantly, ensuring smooth check-ins and eliminating awkward conversations at the front desk.
• Crew members don’t have to carry company credit cards or worry about authorization forms.
• Employees can focus on their jobs instead of administrative hassles, increasing efficiency on-site.

5. Greater Control Over Spending

With a virtual card, you can set controls for card spending and travel bookings. You can enforce information needed with expense submission, like job code, customized for each category. 

• Card expiration and usage restrictions ensure funds are only used for intended bookings.
• As a travel manager, you can assign specific virtual card limits for hotel bookings, preventing overcharging and unauthorized expenses.

A More Efficient Solution Than Hotel Credit Card Authorization Forms

If you’re tired of dealing with hotel credit card authorization challenges, switching to virtual cards can revolutionize your travel management process. CC Auth in construction is outdated, inefficient, and prone to errors. By adopting virtual payment solutions, you gain better control over expenses, enhance security, and streamline last-minute bookings.

You can instead switch to itilite virtual cards that help you eliminate all the headaches for you. Here’s how the itilite virtual card enables you to deal with constant frustrations: 

• One-time virtual cards for each booking, removing the need for authorization forms.
• Direct sharing of payment details with hotels, ensuring a hassle-free check-in.
• Easy reconciliation, mapping each transaction to its booking for seamless tracking.
• No more check-in denials, as itilite reconfirms payment details before arrival.
• No risk of fraud, with spending limits on virtual cards and built-in security.

Start implementing itilite virtual cards today and watch your company’s travel operations become more seamless and cost-effective.

Book a free demo now!