What to Look for in a Corporate Travel Company

Corporate travel isn’t just about booking flights and hotels — it’s about making strategic decisions that drive growth.

Whether sealing international deals, attending game-changing conferences, or building powerful networks, efficient corporate travel management is crucial to modern business operations.

Many companies attempt to manage corporate travel internally, but this approach often leads to inefficiencies, missed savings, and added strain on resources. That’s why smart businesses turn to corporate travel companies for specialized expertise.

With so many options, choosing the solution that best suits your business needs can be overwhelming. Continue reading to understand the dos and don’ts of finding the perfect travel match and to get a time-saving checklist to simplify the selection process.

Start by Defining Business Objectives

Before searching for the right solution, there needs to be an internal understanding of the company’s business travel objectives. Generally speaking, companies have one or more of the following travel objectives directly supporting their North Star.

• Relationship Building: Virtual meetings can only go so far in building meaningful connections. Attending conferences and industry events serves as an opportunity to network with industry professionals and lay the foundation for valuable partnerships.
• Market Research: For companies aiming for market expansions, in-person analyses of consumer behavior and local market trends can give invaluable insights.
• Employee Development: Remote work has become more commonplace, driving demand for company offsites and events. These meetings help foster a collaborative culture of unified teams.
• Closing Deals: Business travel allows teams to meet face-to-face with clients and stakeholders, build trust, and address concerns in real time. These personal interactions often create the confidence needed to finalize agreements, accelerate decision-making, and secure long-term partnerships that might otherwise stall in a virtual setting.

Because business travel remains a crucial component of corporate strategies, understanding these objectives will help find a corporate travel company that aligns with the company’s business priorities. The positive effect of face-to-face interactions in building strong relationships and driving growth is clear. So to maximize these benefits and streamline the travel process, businesses can turn to corporate travel companies.

Read More: Why Business Travel Is So Important

What is the Role of Corporate Travel Company?

Corporate travel companies are specialized service providers that manage business travel arrangements. Beyond booking flights, hotels, and car rentals, these companies may provide support with risk management, travel policy compliance, and expense tracking. These services allow businesses to create a smoother travel experience and minimize disruptions. Many corporate travel companies often offer 24/7 customer service, real-time travel alerts, and assistance with emergencies, so that employees feel supported during their travels.

Choosing the right corporate travel company can have a significant effect on a company’s operations — and bottom line. Corporate travel companies help businesses maximize travel budgets by negotiating better rates with airlines and hotels, offering analytics to track expenses, and identifying areas for cost savings. Additionally, they can boost employee satisfaction by making the travel experience more efficient and stress-free, which often leads to increased productivity and better overall morale.

Common Pitfalls in Selecting a Corporate Travel Company

Businesses can easily fall into common traps when selecting a corporate travel company. Avoid making these mistakes.

Prioritizing Price Over Essential Features

One of the most frequent mistakes is overemphasizing cost at the expense of essential services. Focusing solely on price can lead to choosing a travel management company that lacks key time and money-saving features, such as advanced expense-tracking technology or strong customer support. This can result in hidden costs, including missed meetings or untracked spending, which can outweigh the initial savings.

Overlooking Service and Tech Integration

Another common mistake is neglecting the value of customer service and technology integration. Corporate travel companies that provide 24/7 support and proactively give real-time updates can significantly improve the travel experience.

Additionally, seamless integration with existing business technologies, such as expense management systems, can streamline processes and improve overall efficiency. Failing to prioritize these aspects can lead to inefficiencies and dissatisfied travelers.

Avoiding Pitfalls of Long-Term Contracts

Lastly, entering into long-term contracts without proper evaluation can restrict a company’s flexibility. These agreements can make it difficult to adapt to evolving business needs. Carefully review contract terms and confirm that your travel company of choice allows for scalability.

Checklist: Find the Ideal Corporate Travel Company

When selecting a travel partner, make sure that they meet internal business needs and offer services that enhance the existing travel program. Use this checklist to evaluate potential partners:

Business Travel Expertise

___Specializes in managing corporate travel

___Understands your industry and specific travel needs

Customer Service

___24/7 support for emergencies and travel disruptions

___Dedicated account managers for personalized service

___Responsive and quick resolution of issues

Cost-Effectiveness

___Competitive pricing for flights, hotels, and car rentals

___Ability to negotiate discounted corporate rates

___Expense reporting and analytics for tracking and optimizing travel spend

___Rewards program to incentivize smart spending

Technological Solutions

___Advanced booking tools (desktop and mobile apps)

___Real-time data and reporting capabilities

___Integration with expense management systems

___Automated approval processes for bookings

Risk Management

___Proactive safety and risk assessment services

___Real-time alerts for travel disruptions or emergencies

___Assistance with traveler safety and insurance options

Global Presence

___Strong international network and partnerships with big industry players

___Ability to provide seamless travel arrangements worldwide

___Support for multi-regional or global travel programs

___Works with multiple currencies wherever your employees are located

Customization and Flexibility

___Ability to tailor travel policies and itineraries to employee’s needs

___Flexible solutions for last-minute travel changes or cancellations

___Customizable reporting based on your company's preferences

Compliance with Travel Policies

___Certify that travelers adhere to your company’s travel policies

___Automated tracking of policy violations

___Guidance on optimizing compliance while minimizing costs

Sustainability Initiatives

___Offers eco-friendly travel options (carbon offsets, rail journeys, etc.)

__Ability to track and report on carbon footprints

References and Testimonials

___Positive client feedback and case studies

___Reliable references from other companies in your industry

___Track record of long-term client satisfaction

Ready to find a corporate travel company that leverages the latest technology for a stress-free voyage? Discover how Navan has solved travel and expense management.