Should You Hire a Corporate Travel Consultant

Corporate travel management requires balancing a range of responsibilities, from booking logistics and policing policy compliance to tracking expenses. 

While corporate travel consultants have long been the go-to experts for handling these complexities, advancements in technology have brought travel management platforms into the spotlight as a more efficient, more scalable alternative.

Here’s why more companies are switching to travel management platforms and how they compare to corporate travel consultants.

What Is the Role of a Corporate Travel Consultant?

A corporate travel consultant specializes in overseeing and optimizing a company’s travel program. Their responsibilities extend beyond booking flights and hotels to include:

• Developing travel policies that align with company goals and budgets
• Negotiating with suppliers like airlines and hotels to secure favorable rates
• Analyzing travel data to uncover cost-saving opportunities
• Supporting employees in adhering to company travel policies

In essence, corporate travel consultants act as strategic advisors, providing personalized support to help businesses manage their travel programs efficiently.

The Benefits of Hiring a Corporate Travel Consultant

A corporate travel consultant can improve your company’s business travel experience in several ways. Here are some of the key benefits of hiring a travel consultant:

1. Cost Savings

A consultant’s ability to negotiate supplier contracts and implement cost-saving policies can reduce travel-related expenses by significant margins. 

2. Streamlined Processes

Consultants optimize workflows, from automated approvals to detailed expense tracking, minimizing delays and mismanagement.

3. Improved Compliance

A consultant can help increase adherence to travel policies. The result can be fewer out-of-policy bookings, better spending control, and increased compliance with corporate regulations.

4. Data-Driven Decisions

Detailed reports from corporate travel consultants highlight trends, employee preferences, and pain points, empowering managers to make informed adjustments.

Corporate Travel Consultant vs. Travel Agent: What’s the Difference?

Corporate travel consultants are often confused with travel agents, but their roles are quite different.

• Travel agents: Primarily handle logistics like bookings, cancellations, and car rentals.
• Corporate travel consultants: Focus on broader program management, including travel policies, compliance, and cost analysis.

Think of it this way: Travel agents make sure a flight is booked. Corporate travel consultants are responsible for making sure that your company’s travel program runs smoothly and efficiently.

Why Travel Management Platforms Are the Smarter Choice

While corporate travel consultants offer hands-on expertise, travel management platforms provide advanced, tech-driven solutions that streamline processes, reduce costs, and improve efficiency.

1. Comprehensive Efficiency

Travel management platforms handle every aspect of travel:

• Booking flights, accommodations, and transportation
• Enforcing travel policy compliance through automation
• Tracking expenses and automating reimbursements
• Generating detailed travel reports

Instead of relying on manual interventions, these platforms centralize all travel-related tasks into one easy-to-use system, saving time and reducing the risk of human error.

2. Cost Transparency and Savings

Corporate travel consultants often charge commission fees or service costs, which can quickly add up. In contrast, travel management platforms can offer more predictable pricing and automated solutions to help manage costs.

That’s because platforms have the power to analyze travel trends in real time, providing actionable insights and cost-saving recommendations. This automated approach often leads to substantial savings without the need for a consultant.

3. Scalability for Growing Businesses

As businesses expand, managing a larger travel program becomes increasingly complex. Travel management platforms are built to scale, accommodating increased employee numbers, multiple layers of travel policies, and more intricate itineraries.

Their scalability helps companies handle growing travel demands without requiring additional staff or resources.

4. Around-the-Clock Traveler Support

Disruptions in business travel don’t stick to office hours. Travel management platforms like Navan offer 24/7 support to address flight delays, cancellations, or last-minute itinerary changes.

Employees gain peace of mind knowing assistance is always available, while companies benefit from reduced downtime and smoother operations.

5. Advanced Reporting for Better Decision-Making

Modern travel management platforms provide robust data analytics capabilities, offering insights that can help businesses improve their travel programs. These insights include:

• Trends in travel expenses
• Policy compliance rates
• Employee travel behavior
• Carbon footprint analysis for sustainable travel

With access to these reports, companies can make data-driven decisions to optimize their programs, improve compliance, and reduce unnecessary spending.

Comparing the Two Approaches

Corporate travel consultants can be effective for companies that prefer a hands-on, personalized approach to managing travel. They shine in policy creation and supplier negotiations. However, travel management platforms elevate those tasks even more by bringing automation and scalability to the forefront. Here are some areas to consider.

• Cost control: While consultants negotiate for savings, platforms offer automated cost optimization, often eliminating the need for manual intervention.
• Broad inventory: Travel management platforms can offer a wider range of vendors, expanding travel options and promoting cost-efficiency. 
• Efficiency: Platforms provide seamless integration of booking, reporting, and compliance tools, allowing faster, smoother processes.
• Support: Platforms deliver 24/7 assistance, while consultants might have limited availability.
• Scalability: Travel management platforms are better equipped to handle the increased demands of growing companies.

Making the Right Choice

For companies looking to grow and scale their operations, relying on a corporate travel consultant may no longer be enough. Travel management platforms, like Navan, offer significant advantages that help streamline travel management in a new and improved way.

Platforms like Navan provide an all-in-one solution featuring automation, cost-efficiency, and comprehensive reporting capabilities. By adopting these new technologies, companies can enjoy smoother operations, better cost control, and an improved travel experience for employees.

Experience the power of a unified travel management platform with Navan. Schedule a demo today and discover how smarter technology can transform your business travel experience.