How to optimise corporate travel booking

Without the right systems, managing corporate travel can be costly and time-consuming. Unmanaged travel could lead to unnecessary expenses, inefficiencies, and compliance issues. However, businesses that adopt an efficient corporate travel booking system can streamline operations, control costs, and save time. 

This article will explore how centralised travel solutions can optimise corporate travel booking for your business.

Centralised travel booking solutions for improved processes

One of the major benefits of a corporate travel booking platform is its ability to centralise all travel arrangements. With a unified system, companies can manage bookings for flights, hotels, and car rentals in one place. This integration simplifies the booking process for employees, reducing the amount of time spent searching for travel options.

By consolidating these processes, businesses can save time and avoid potential errors caused by the use of scattered tools or systems.

• Unified system: Manage all bookings (flights, hotels, cars) in one place.
• Improved productivity: Employees can book travel quickly and get back to work.
• Error reduction: Centralised processes reduce the risk of mistakes caused by scattered tools.

Time-saving features of corporate travel management platforms

Corporate travel management platforms have several features designed to streamline booking processes. One of them is pre-loaded employee profiles, which store personal preferences, frequent flyer numbers, and loyalty programme memberships, making it faster to book personalised options for each traveller.

Integrating travel itineraries with company calendars is another useful feature that reduces planning time.

Employees can quickly see how their travel aligns with meetings and commitments, which helps them stay organised and minimises disruptions to their schedules.

• Pre-loaded profiles: Save personal preferences for quick bookings.
• Approval workflows: Built-in systems expedite the trip approval process.
• Calendar integration: Sync travel plans with work schedules, reducing planning time.

Cost-saving benefits through negotiated rates and partnerships

Corporate travel booking systems often provide access to discounted rates on flights, hotels, and rental cars. These negotiated rates are exclusive to corporate clients and unavailable through consumer channels, so businesses can save significantly by booking through their platform instead of employees booking trips on their own.

Many corporate travel solutions partner with airlines, hotel chains, and other travel providers. These partnerships can result in bundled deals, upgrades, or added benefits like extra luggage allowances, which provide value beyond cost savings.

• Discounted rates: Access exclusive, lower fares on flights and hotels.
• Partnership perks: Get additional benefits like luggage allowances or upgrades.
• Global inventory: The best prices are provided by a large inventory sourced directly from a global network of corporate inventory providers, direct connections, and consumer sites.

Enforcing travel policy compliance for cost control

Corporate travel systems help enforce travel policy compliance, preventing unnecessary expenses and out-of-policy bookings. These platforms allow companies to set specific budgets for airfare, hotel rates, and other travel-related expenses. Employees are directed to choose the highlighted in-policy options among all presented possibilities, which helps them stay within policy.

Some businesses have even implemented incentive programmes tied to policy compliance, rewarding employees who make cost-saving travel choices.

• In-policy options highlighted: Users can choose in-policy options among all presented possibilities.
• Automated restrictions: Prevent out-of-policy bookings.
• Incentive programmes: Reward employees for making cost-effective travel decisions.

Proactive support to minimise disruptions

Corporate travel booking systems provide real-time support, which helps employees manage travel disruptions like delays or cancellations. Some platforms offer real-time travel alerts so that travellers are notified immediately if changes occur.

If a flight is delayed or cancelled, some platforms provide instant rebooking options, allowing employees to make changes quickly without spending time on the phone with airlines.

• Real-time alerts: Immediate notifications for flight delays or cancellations.
• Instant rebooking: Employees can quickly adjust travel plans.
• 24/7 customer service: Access support for travel issues anytime.

Real-time expense management for budget control

Another significant advantage of corporate travel platforms is their integration with expense management tools. These tools track travel expenses in real time, giving finance teams better visibility and control over budgets. With this insight, companies can prevent budget overruns and identify areas to cut costs.

Another feature that saves time and money is automated expense reporting. Employees no longer need to submit receipts or fill out expense reports manually. Instead, the platform captures all travel-related transactions, streamlines reporting, and improves accuracy.

• Real-time tracking: See travel expenses as they happen.
• Expense reporting: Automatically capture and report travel-related costs.
• Budget visibility: Finance teams get up-to-date, accurate data on travel spending.

Optimise corporate travel booking with a tech-first solution

Corporate travel booking systems offer many benefits that can help businesses save time, reduce costs, and improve overall efficiency. By centralising travel arrangements, enforcing policy compliance, and providing real-time expense management, these platforms allow companies to gain better control over their travel spending.

Investing in a streamlined corporate travel solution is a proactive step that can significantly improve your company’s bottom line.

• Time savings: Streamlined processes speed up bookings and approval workflows.
• Cost savings: Access to negotiated rates and policy compliance reduces expenses.
• Improved visibility: Real-time tracking gives better control over spending.

Ready to simplify corporate travel management? Schedule a Navan demo today to see how your company can optimise its travel programme.