Corporate Travel Booking Platform: What are The Benefits of Using Them

August 18, 2022

Corporate Travel Booking Platform: What are The Benefits of Using Them

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The evolution of travel technology has simplified the travel booking process. Nowadays, business travelers can book policy-compliant flights and hotels easily using a corporate travel booking platform.

A corporate travel booking platform is a self-booking software travelers can use to make business travel booking online. It makes finding policy-compliant transportation and accommodation easier for employees. Besides that, it also helps companies collect travelers’ data and ensure their safety. 

Let’s look at a few benefits of a corporate travel booking system and the features you should look for before investing in a new corporate employee travel booking tool.

benefits of corporate travel booking platform

13 Benefits of a Corporate Travel Booking Platform:

  1. Simplifies Booking 
  2. Enhances Travel Personalization
  3. Enables Direct and Indirect Travel Cost Savings
  4. Maximizes Travelers’ Safety
  5. Ensures Better Travel Policy Compliance
  6. Streamlines Approval Workflow
  7. Provides 24/7 Support
  8. Facilitates Seamless Data Sharing
  9. Keeps Travelers’ Data Secure
  10. Grows With Your Company
  11. Aids Sustainable Business Travel
  12. Leverages Business Travel Analytics
  13. Manages Concierge Services

1. Simplifies Booking 

The conventional business travel booking method involves employees going through various third-party websites to find the right option. However, this method is highly tedious and wastes the employees’ precious time they could direct toward performing crucial tasks. Hence, you must adopt a solution that can help simplify the company’s travel booking process to save your employees’ time and effort. 

A business travel booking system can help you simplify bookings by combining flight and hotel options into a single package. Therefore, your employees make all their travel and stay arrangements using a single software with just a few clicks.  

2. Enhances Travel Personalization

Finding policy-compliant flight and hotel booking options according to their preferences can be challenging for your employees. For instance, they might want to book a hotel closer to the workplace but may not be able to find any well-rated options within the policy limit at the desired location. Therefore, they must compromise on staying near the workplace and book a policy-compliant hotel elsewhere. Having to give up on their preference can lead to them feeling dissatisfied.

A corporate travel booking system can help you solve these problems by personalizing business travel booking. It uses predictive analytics to evaluate your employees’ preference patterns and recommends policy-compliant options based on those patterns. Such customized recommendations help employees avoid overspending without compromising their comfort.

Some software solutions like ITILITE also give you the option to configure preferred hotels in the booking policy to enhance the personalization. Moreover, your employees also get

Moreover, your employees also get alerts about upcoming trips so that they can make all the necessary preparations.

3. Enables Direct and Indirect Travel Cost Savings

Saving travel costs can be challenging for your travel managers. They must find the most cost-efficient flights, negotiate with hotels for the best deals and make the corporate travel booking well in advance to avoid surcharges. However, undertaking all these activities manually in an organization with many employees can be a hassle. Therefore, you need a solution that can optimize business travel expenses while booking.     

A corporate travel booking platform can help you do that by facilitating direct and indirect savings. In terms of direct savings, it offers an extensive inventory of flights and hotels sourced from a Global Distribution System. Therefore, you can pick the most cost-efficient options available in the market. 

In terms of indirect savings, some corporate booking tools offer business travel incentives to motivate employees who choose the most economical booking option. Such incentives increase the number of cost-efficient bookings, bringing down the company’s overall travel costs and enhancing savings. 

4. Maximizes Travelers’ Safety

Travelers’ safety has taken center stage in all the c-suite conversations surrounding business travel. The new generation of road warrior employees prioritizes safety. They seek better travel risk management and real-time updates during all the stages of their business trip. Therefore, as an employer, you must go above and beyond the duty of care to ensure travelers’ safety.

A technologically forward corporate travel booking system like ITILITE can help you take travelers’ safety to the next level. You can use the red-flagging functionality to block unsafe accommodations. You can also provide real-time risk alerts to employees and live-track their location to offer immediate emergency support.

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5. Ensures Better Travel Policy Compliance 

Frequent travel policy violations lead to overspending and impact your company’s bottom-line results. Hence, you must make necessary changes in the company’s travel booking process to increase policy compliance.

One of the primary reasons why employees make out-of-policy bookings is that the guidelines are generalized and challenging to understand. Another reason behind violations is that the employees can’t view the policy in real-time to ensure the booking is within the limit.

A corporate travel booking system can help you ensure better policy compliance. You can configure multi-level granular policies according to departments, employee levels, trip destinations and duration, airlines, etc. Such detailed guidelines will help employees know how much they can spend on bookings. They won’t have to spend time reading and interpreting the policy over and over. Moreover, with a corporate booking tool, they can view the policy in real time while booking to avoid violations.  

6. Streamlines Approval Workflow

Creating a crystal-clear travel and expense approval workflow is essential to avoid unnecessary delays in corporate travel booking. However, most companies have a complex approval system with ambiguous touchpoints. The problem intensifies in the case of international travel because it requires multiple approvers. If the request lands on the wrong table, it can get lost among other paperwork. Therefore, you must ensure that your travel request approval workflow is straightforward and streamlined.

A corporate booking tool can help you streamline the approval workflow. The software allows you to create a multi-layered approval mechanism according to parameters like employee level, domestic or international trip type, and trip duration.

After you set the approval system, all the trip requests will automatically move between various approvers. Moreover, the software also alerts the approvers in real-time to prevent approval delays.

7. Provides 24/7 Support

International travel can be daunting for your employees. They must deal with different time zones, cuisines, and weather conditions and navigate unknown routes. Amidst all chaos, sometimes they might find themselves stuck in an emergency. Handling all this without a helping hand can cause frustration and leave your employees dissatisfied. Hence, you must ensure they get extensive support whenever required.

A tech-forward corporate travel booking platform can provide your employees with 24/7 support. They can reach out to the solution provider’s support team via multiple channels like calls, chats, and emails and get the required help.

With all the necessary help available, your employees can enjoy a stress-free business trip.

8. Facilitates Seamless Data Sharing

Multiple departments in your company need to access the corporate travel booking data. Your travel managers need data to assess the efficiency of the corporate travel management process by measuring travel KPIs like policy violations. The finance department needs the booking data to create a realistic travel budget. And the HR department needs the employee travel booking data for expense reimbursement. Hence, you need a solution that can integrate with all the software platforms these departments use. 

A business travel booking system can aid seamless data sharing. It can easily integrate with third-party software applications like HRMS, ERP, and expense management software. The integration helps avoid silos and facilitates the smooth flow of booking data across departments.

9. Keeps Travelers’ Data Secure 

Travel booking data contains PII (Personally Identifiable Information) like employee IDs and credit card details. Any leakages and compromises can jeopardize your company’s and employees’ integrity. Hence, you must safeguard all this information with the best possible data security solution.

A SaaS-based corporate travel booking tool can be your organization’s perfect data security solution. Cloud security uses robust infrastructure to safeguard data. Firstly, the servers are stored in highly secure data centers that no one can access without prior permission. Secondly, the data is encrypted with advanced encryption algorithms that make it extremely challenging for any cybercriminal to hack. Hence, you can be sure about the safety of sensitive information.

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10. Grows With Your Company

As your organization grows, the number of employees traveling for business will also increase. Therefore, you need business travel management software that can accommodate all the additional booking requests and store vast amounts of employee data without additional costs.

A cloud-based business travel booking platform grows with your organization. The software is scalable on demand without any additional costs. So, you can add unlimited users, store all the data and manage bookings effortlessly.

11. Aids Sustainable Business Travel

Sustainability in business travel is no longer just a buzzword. According to a study, business travel is responsible for 2% of global carbon emissions. Therefore, it is time for companies to step up their environment protection game and practice sustainable business travel. The first step toward sustainable travel is analyzing and reducing your carbon footprint.

You can use a corporate travel booking platform to bring sustainability to business travel. Some platforms offer a carbon footprint tracker that can detect the emission levels on every trip. You can use this data to change your travel process and encourage eco-friendly corporate travel booking in your organization.

12. Leverages Business Travel Analytics

Analyzing your company’s travel booking data can help you gain crucial insights into how your employees travel. You can learn more about how early they book, which flights and hotels they prefer, who is spending the most on travel, and much more. Such a thorough understanding of travel data can help you optimize your business travel management process and save travel costs.

However, gaining insights into your travel data is not child’s play if you manage business travel through a traditional travel agency. In such cases, the data analysis process is manual, hence, highly time-consuming. Moreover, the quality of data insights solely relies on the travel agent’s expertise.

So how can you get good quality travel data intelligence quickly?

You can get that by managing travel through an automated corporate travel booking platform. A modern corporate booking tool summarizes your company’s travel booking data into customizable travel analytics dashboards and reports for better understanding.

Additionally, some platforms also deploy a virtual travel consultant to provide you with data-driven actionable insights. These insights can help you optimize your travel process and save costs.

13. Manages Concierge Services

Company travel booking majorly comprises booking flights and hotels. However, sometimes travelers might require additional services, also known as concierge services, to ensure a seamless trip experience. Examples of concierge services include a visa for international travel. Or a cab to take them from the airport to their hotel.

Getting concierge services can be difficult if you manage corporate travel bookings through a traditional travel agency. Such agencies usually don’t accommodate additional service requests. Even if they do for some special client, they take a lot of time and multiple back-and-forth emails.

An easier way to manage concierge services is through a business travel booking system. These platforms have in-built mechanisms where you can make additional requests with a few clicks. Moreover, the request can also be clubbed with flight and hotel booking making data management easier. Hence, with a corporate booking tool, you can say goodbye to the hassle of unnecessary emails and manage concierge services easily.

Find the Right Corporate Travel Booking Platform

Investing in a corporate travel booking platform can help you enhance the efficiency of your corporate travel management process. Hence, you must invest in a modern corporate booking tool to ensure you get state-of-the-art features for employees and travel managers.

ITILITE’s SaaS-based business travel management software offers a lightning-quick booking system, extensive travel inventory, 24/7 traveler support, advanced travel analytics, and much more. 

Get a free demo to experience all the features first-hand. 

Author : Yukti Verma
Yukti Verma is a content marketer with a soft spot for SaaS. She loves weaving complicated concepts into simple stories. When not at work, she reads books and geeks over technology.