Corporate Travel Booking Software Integration Guide

Data silos and inefficiencies in your corporate travel program can create a ripple effect throughout your organization. The secret to streamlined operations lies in integrating your corporate travel booking software with your company’s existing systems.

In this step-by-step guide, you’ll discover best practices for connecting your travel software with tools you already use. Get ready to unlock real-time data flow and keep your teams perfectly in sync.

1. Identify the Systems You Need to Integrate

Identify which business systems your corporate travel booking software should work with.

Common data integrations include the following software and tools:

Accounting and Finance Systems

• Why it’s crucial: Link with ERP systems for budgeting, cost allocation, and financial tracking.
• Examples: Quickbooks, Netsuite, Xero

Banking and Payment Systems

• Why it’s crucial: Simplify payments and expense reconciliation with direct banking and credit card integrations.
• Examples: Navan Connect (any Visa, Mastercard, or American Express)

Expense Management Tools

• Why it’s crucial: Automate expense reporting and policy enforcement for seamless reimbursements.
• Examples: Navan Expense, Expensify

HR Systems

• Why it’s crucial: Sync employee profiles to automate data workflows.
• Examples: Workday, BambooHR, ADP, Rippling, Bob, Okta, Namely

Productivity Tools

• Why it’s crucial: Integrate with calendars and communication platforms for trip reminders and updates.
• Examples: Slack, Google Calendar, Microsoft Outlook

Security and Risk Management Systems

• Why it’s crucial: Establish business security by minimizing the risk of unauthorized access.
• Examples: Google, Microsoft Active Directory, Okta, OneLogin, Azure Active Directory, miniOrange, Ping Identity

Travel Partners

• Why it’s crucial: Connect with any existing travel management partners, from specialized, regional booking tools to global duty of care providers.
• Examples: International SOS, Drum Cussac, Global Rescue, WorldAware, AlertMedia, Smartrips, Cozmo Travel, Trip.Biz

Pro Tip: Partnering with an all-in-one travel and expense management system minimizes complexity and provides a cohesive user experience, making it easier to manage all aspects of corporate travel and expenses.

2. Check for Corporate Travel Booking Software Integrations

Above: Navan integrates with accounting and finance systems in just a few clicks.

Many corporate travel booking software solutions come with pre-built integrations for popular tools. If not, they might offer Application Programming Interfaces (APIs), which allow your IT team to create custom integrations.

• Direct integrations: These out-of-the-box integrations are the easiest, as they require minimal setup.
• API integrations: These custom-built integrations are great for flexibility but might require additional IT resources.

3. Work Closely with Your IT Team

Successful integration often depends on seamless communication between your travel booking software and your other business systems. Involve your IT team early on to manage technical requirements like API connections, data mapping, and system security.

• Map out data flows: Determine how information like employee profiles, travel expenses, and booking data will move between systems.
• Verify data security: Protect sensitive information, like personal and financial details, by confirming security protocols align across systems.

Pro Tip: Ask your IT team to set up automatic alerts in case any integrations experience downtime or errors.

4. Test the Integration Process

Before going live, run a series of tests to confirm that the systems talk to each other as expected. Double-check that data is being synced properly and that bookings, expenses, and employee data flow seamlessly.

• Run pilot tests: Pick a small group of travelers or departments to verify everything works smoothly.
• Analyze the results: If things don’t sync as expected, make adjustments before rolling out to the entire company.

Pro Tip: Involve road warriors and key stakeholders during the testing phase. Their perspectives can highlight potential issues and improve the user experience.

5. Train Your Teams on the Integrated System

Once your integration is live, train your employees on the new, unified system. This will support them in using the features effectively, from booking trips to submitting expenses.

• Offer training sessions: Make these mandatory for teams that frequently book travel or manage expenses.
• Create user guides: Provide easy-to-follow instructions for troubleshooting common issues.

Pro Tip: Opt for software with an intuitive interface to minimize the learning curve. A user-friendly system reduces the need for extensive training, allowing your teams to quickly adapt and utilize the software effectively.

6. Monitor and Optimize Over Time

After the integration is live, keep an eye on its performance. Regularly monitor the data flow between systems and optimize the setup as needed.

• Schedule regular check-ins: Meet with your IT team to double-check that all systems are still syncing correctly.
• Evaluate user feedback: If employees find the integrated system difficult to use, make tweaks to improve usability.

Pro Tip: Mandating the use of your travel management software is the best way to increase control, visibility, and savings.

Integrating corporate travel booking software with other business systems is a game-changer for improving efficiency and transparency. By following these steps, you’ll make sure your company’s travel processes are connected, automated, and future-proof.

Ready to get started? Every integration listed in this article — and more — is available via the Navan platform. Request a demo to see how it works.