WNA Blog

Mon 29 Apr 2024

How Technology Can Lead to Better Corporate Business Travel


In The News
corporate travel: woman on beach with suitcase and laptop

Companies should leverage technology to enhance corporate business travel for efficiency, cost-effectiveness, and employee satisfaction. Technologies like automated booking systems can streamline trip arrangements, while expense management tools ensure transparency of travel expenses. Moreover, technology allows companies to cater to diverse employee needs. By embracing tech solutions, companies can optimise processes, minimise trip disruptions, and demonstrate a commitment to modernising travel practices. 

Here’s how technology can lead to better corporate business travel.

Easier Implementation of Travel Policies

Thanks to technology, implementing travel policies for corporate business travel has been made easier. Aside from streamlining the process, technologies enhance compliance and provide greater control and transparency. 

Among the technologies that businesses can leverage for travel policy implementation are the booking platforms and travel management systems, which offer centralised platforms for businesses to book flights, accommodations, and transportation, ensuring adherence to company policies and negotiated rates.

Moreover, expense management software automates the tracking and travel expense reimbursement, enabling real-time monitoring of expenditures and ensuring compliance with budgetary constraints and expense policies. These platforms often integrate with corporate credit card systems, facilitating seamless reconciliation and reducing administrative burdens.

Businesses can also rely on communication tools, such as mobile apps and messaging platforms, for instant communication between travel managers and employees, providing updates on itinerary changes, emergency alerts, and policy reminders. These tools help ensure that employees remain informed and compliant throughout their travels.

The data analytics tool is another technology companies can invest in for implementing travel policies. It offers insights into travel spending patterns and policy adherence, empowering companies to identify areas for cost savings, negotiate better deals with vendors, and refine travel policies based on actionable data.

Improved Organisation

Technologies revolutionise organising corporate travel by streamlining itinerary management, booking, communication, expense tracking, and compliance. For instance, travel management platforms can centralise the entire organisation process, allowing businesses to book flights, accommodations, and transportation within company guidelines and negotiated rates. Moreover, these platforms offer real-time visibility into travel plans, ensuring coordination and minimising disruptions. They can also rely on online booking tools that offer easy access to flights, hotels, and rental cars with features like pre-negotiated rates, approval workflows, and travel policy enforcement.

Another essential tool for organising corporate business travel is an itinerary management tool, typically in the form of an app. These apps streamline the trip organisation process, handling tasks such as scheduling meeting times, locations, and contact information. Additionally, they can efficiently arrange flight schedules, mealtimes, entertainment, and other essential details depending on the specific features of the tool. 

By centralising all travel-related information and activities, these tools ensure smooth coordination and minimise the likelihood of overlooked or conflicting arrangements.

Helpful Booking Systems 

Booking systems play a crucial role in assisting organisations with planning corporate business travel by providing centralised platforms for arranging flights, accommodations, transportation, and other aspects involved in the trip. These systems streamline the booking process, offering convenience, efficiency, and cost-effectiveness.

One significant advantage of booking systems is the capability to arrange corporate business travel online. With this tool, you can book group corporate flights online, making it easier to organise these trips. It allows organisations to simultaneously book multiple tickets while ensuring everyone is accommodated on the same flights. Group bookings often come with discounted rates, providing cost savings for organisations.

Additionally, these systems provide real-time availability and pricing information, enabling travel planners to make informed decisions. Integration with expense management software further streamlines the process by facilitating expense tracking and reimbursement for employees.

Overall, helpful booking systems can lead to better corporate business travel by streamlining the planning and organisation of the trip, offering convenience, cost savings, and compliance with corporate policies.

Quicker Reports

Various tools and technologies are available to provide quicker reports for corporate business travel, aiding in better decision-making, expense management, and compliance.

One of these is expense management software, which automates the tracking of travel expenses, generating detailed reports that outline expenditures on flights, accommodations, meals, transportation, and other travel-related costs. These reports offer insights into spending patterns, allowing organisations to identify cost-saving opportunities and track budget allocations.

Travel management systems also offer functionalities for reporting, providing comprehensive data on travel bookings, itineraries, traveller profiles, and vendor performance. These reports help organisations evaluate the travel program’s effectiveness, negotiate better deals with vendors, and identify areas for improvement.

Many booking platforms and travel apps often provide reporting features allowing businesses to generate customised reports on booking history, traveller preferences, and travel spending. These reports help in analysing travel patterns and identifying potential cost savings.

Moreover, organisations can leverage data analytics tools to analyse vast travel data to generate actionable insights and predictive analytics. These insights can range from identifying trends in travel spending to forecasting future travel demand, enabling companies to make strategic decisions that optimise travel expenses and improve the efficiency of the corporate travel program.

Furthermore, integration with corporate credit card systems allows for seamless reconciliation of travel expenses, further streamlining the reporting process and providing accurate financial data for budgeting and forecasting purposes.

Allows for Personalisation

Corporate travel planning tools offer the flexibility and customisation needed to personalise trips according to individual preferences and requirements. These tools enable travel planners to tailor various aspects of the trip, ensuring a more comfortable and enjoyable experience.

Corporate travel planning tools allow for personalisation through customisable booking options. With this feature, travellers can choose their preferred airlines, flight times, seating preferences, and hotel accommodations based on their needs and preferences. Additionally, they can specify any dietary restrictions or special requests to ensure a smooth and hassle-free journey.

Furthermore, these tools often integrate traveller profiles, allowing employees to store personal preferences and frequent traveller information. Doing so ensures that future bookings reflect individual preferences, such as preferred airlines, hotel chains, and meal or seating preferences.

Moreover, some tools provide access to destination guides, local recommendations, and personalised itinerary suggestions based on interests and preferences. It allows employees to explore new destinations or make the most of their leisure time while on corporate business travel.


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