1. Assess your company’s travel requirements and define your corporate travel program

First things first: You need to know what you’re working with. Assess your company’s travel needs like plotting a flight path before takeoff. Look at how often your team travels, the top destinations, and preferred airlines and hotels. Are your employees jet-setting globally or hopping on domestic flights?

Now, onto the essential part—creating a travel policy. Think of it as your company’s corporate flight manual. A clear and concise travel policy ensures everyone knows the rules of the runway. It covers booking procedures, preferred suppliers, expense limits, and reimbursement processes.

Why is this important? Without a travel policy, you’re flying blind. Employees might book based on personal preferences rather than cost-effectiveness, leading to inconsistent and higher travel expenses. A solid policy standardizes bookings, keeps travel spend in check, and leverages negotiated rates with airlines, hotels, and car rental companies, unlocking significant savings for your business.

Ready for the next step? Buckle up, because we’re just getting started!

3. Leverage corporate discounts and loyalty programs

Enroll your company in corporate loyalty programs and watch the savings stack up. Frequent flyer programs aren’t just for vacationers—your business travelers can rack up miles, too. These programs offer perks like priority boarding, free upgrades, and access to exclusive deals.

And here’s where it gets even better: when you partner with a TMC, you gain access to exclusive and negotiated rates that aren’t available to the general public. With the volume of travel TMCs handle, they have the leverage to secure unbeatable deals, ensuring you make every dollar count on those business trips.

5. Get creative with how you travel

Who says you gotta travel the regular way? Seriously, who made the rules? Don’t sleep on budget airlines for short-haul flights—they can save a bundle without sacrificing too much comfort. For nearby destinations, why not consider rail or road transport? It’s often cheaper and can be more convenient than flying.

And here's a pro tip: consolidate your trips. Combine multiple meetings or client visits into one trip to save on travel expenses. Shifting schedules and planning ahead can help you make the most out of every journey. This way, you save money and time, while still getting the face-to-face interactions that are essential for business.

7. Manage travel expenses

Tracking travel expenses might seem overwhelming, but it doesn't have to be complicated. Start by implementing an expense tracking system that works for your team. Our partnership with spend management platform, Ramp, offers a smart solution that keeps things efficient and accurate. Forget about lost receipts and delayed reimbursements—Ramp makes managing expenses simple.

With Ramp, every spend is tracked instantly. Receipts are collected and matched via SMS and email integrations, and submitting is as easy as snapping a photo with your phone. No more old-school expense reports! Ramp automatically syncs itineraries, turning expense management into a seamless process.

It's crucial for salespeople and frequent travelers to manage and report travel expenses efficiently. With Ramp, reimbursements happen faster, and finance teams can predict spending more accurately. Encourage your team to embrace smart tools like Ramp, set clear expense submission guidelines, and create an easy reimbursement process. These steps will make managing travel expenses a breeze for everyone.

9. The ultimate saving hack: work with travel management companies (TMCs)

If you want to supercharge your business travel savings, partnering with a TMC is the ultimate cheat code. TMCs offer a variety of services that streamline your travel process, secure unbeatable deals, and handle all the nitty-gritty logistics.

TMCs take care of everything from booking flights and hotels to managing car rentals and travel policies. They leverage their massive buying power to snag exclusive discounts, ensuring you get the best deals every time. Plus, with 24/7 support, TMCs are there to manage last-minute changes and emergencies, making travel stress a thing of the past.

Take the case of Blast! Films. While filming in Siberia, their crew witnessed a helicopter crash and needed immediate evacuation. Corporate Traveler stepped in, organizing transport and flights to get the crew home safely and sending a new crew to continue the documentary—all within a tight budget. This is the kind of efficient, lifesaving travel management a TMC can provide.

And that's not all. Our Client Savings & Value Team is a squad of air travel experts who saved Corporate Traveler's US customers over $1.4 million last year. They achieve this by finding cheaper fares, tracking expiring credits, and securing upgrades at no extra cost. Last year they saved our customers:

• $496,648 through creative ticketing,
• $463,625 by tracking expiring credits,
• $251,321 by switching to different airlines/routes, and
• $192,088 by securing upgrades and perks.

These savings aren’t just numbers—they translate into real value for your business.

Or hear it from Prescient's Sr. Strategic Sourcing Manager, Kiernan Doyle: “Using the company recommended spend tool has seamlessly driven down travel spend with little impact on the traveler’s experience.”

Working with a TMC isn't just about saving money—it's about gaining peace of mind and maximizing efficiency. Let the experts handle your travel needs while you focus on what you do best. If you’re ready to transform your travel experience, let Corporate Traveler quarterback your travel game and watch the savings roll in.