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

Booking flights and hotels for business travelers has always been challenging for travel managers. They have struggled to incorporate travelers’ preferences within the policy limits. Moreover, finding cost-efficient options has been highly strenuous. 

However, the evolution of travel technology has simplified the travel booking process. Nowadays, business travelers can make policy-compliant self-bookings according to their preference in a few easy steps with the help of a corporate travel booking platform.

benefits of corporate travel booking platform

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

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

11 Benefits of a Corporate Travel Booking Platform

1. Simplifies Booking 

The conventional flight and hotel 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 simplifies booking for your employees. 

A corporate travel booking platform 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 from 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 find that all the popular options are beyond the policy limit. 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 platform can help you solve these problems by personalizing business travel. 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. Moreover, it alerts the employees about upcoming trips so that they can do 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 bookings 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 platform can help you take travelers’ safety to the next level. Some corporate booking tools offer real-time risk alerts and traveler location tracking. These features can help travel managers locate and contact employees quickly and offer assistance during emergencies.

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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 take the necessary actions to increase policy compliance

One of the primary reasons employees makes out-of-policy bookings is because 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 bookings are within the limit.    

A corporate travel booking platform 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, 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 business trip approvals. 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. Moreover, 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 corporate travel booking platform can provide your employees with 24/7 support. Unlike the manually managed support system of travel agencies, a corporate travel booking platform offers an AI-enabled customer service chatbot. These chatbots can handle non-critical emergencies, help with navigation, provide accurate weather forecasts, and much more. 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 travel booking data. Your travel managers need booking 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 data for expense reimbursement. Hence, you need a solution that can integrate with all the software platforms these departments use. 

A corporate travel booking platform 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 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.  

10. Grows With Your Company

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

A cloud-based corporate 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 corporate travel booking platforms offer a carbon footprint tracker that can detect the emission levels on every trip. You can use this data to make changes to your travel process.

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. However, you need to ensure that the software you consider is the right fit for your organization. Here are a few features to take into account when investing in a corporate travel booking platform:

  • An interactive user interface
  • A SaaS-based application
  • 24/7 customer support 
  • AI-enabled travel assistant 
  • Seamless third-party software integration 
  • Extensive travel inventory

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. 

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