What to Know About Corporate Travel Agents

Corporate travel has evolved dramatically over the past decade. With companies relying more on travel to expand their reach and achieve business goals, the role of corporate travel agents has become essential. 

Whether you’re managing travel for a small business or a global enterprise, corporate travel agents offer specialized services that can help streamline processes, guarantee compliance, and reduce costs.

What Is a Corporate Travel Agent?

A corporate travel agent works with companies to manage and optimize their business travel needs. They provide expert advice, access to negotiated rates, and technology tools to streamline booking and expense management. By using a corporate travel agent, businesses can better control their travel spend and improve the overall travel experience for employees.

Key responsibilities of corporate travel agents:

• Booking flights, hotels, and transportation: Guarantee all travel aligns with company policies.
• Managing travel expenses: Helping businesses monitor and control travel costs.
• Providing traveler support: Offering 24/7 assistance in case of disruptions or emergencies.
• Policy compliance: Keeping travel within company guidelines.

There are many reasons why businesses turn to corporate travel agents. The most significant benefits include cost savings, policy enforcement, and improved traveler experiences.

The Evolving Role of the Modern Corporate Travel Agent

The role of a corporate travel agent has undergone significant transformation, especially when integrated into modern travel management companies. Traditionally, corporate travel agents acted merely as intermediaries, handling bookings, processing changes, and managing traveler preferences through very manual processes. 

However, today’s corporate travel agents work within sophisticated platforms that combine automation, data analytics, and personalized service to deliver a more efficient and seamless travel experience.

Here’s how their role has changed, especially when combined with a modern corporate travel management platform:

1. Technology-Enabled Efficiency

Corporate travel agents within a modern corporate travel management company can leverage advanced technology to enhance every step of the travel management process. Integrated platforms allow agents to access real-time travel data, streamline bookings, and enforce policy compliance. By operating within this digital ecosystem, agents can offer more accurate and efficient solutions.

• Integrated platform: Agents use a single platform to assist with bookings, expenses, and policies.
• Real-time data: Access to up-to-the-minute travel and spend data to make informed decisions.
• Seamless communication: Agents can view and adjust bookings instantly.

2. Personalized Service at Scale

The digital tools provided by travel management platforms like Navan allow agents to offer personalized support at scale. Agents have access to each traveler’s preferences, booking history, and loyalty programs, enabling them to suggest the best options that suit both the traveler’s needs and the company’s travel policy.

• Traveler profiles: Agents use data from profiles to make bookings that align with personal and company preferences.
• AI assistance: AI-driven tools handle routine tasks, which frees up agents to provide human insight and resolve more complex issues.
• 24/7 support: Modern agents are available around the clock so that employees are always provided with assistance during travel disruptions.

3. Data-Driven Decision Making

In a modern travel management company, corporate travel agents have access to a wealth of data to help them optimize business travel programs. These analytics allow agents to identify patterns in travel spending, make informed recommendations, and suggest cost-saving measures that align with the company’s objectives.

• Real-time analytics: Agents use data to track spend, compliance, and booking trends, optimizing the company’s travel program.
• Proactive cost management: Agents can forecast potential savings by identifying inefficiency in the current travel strategy.
• Custom reporting: Detailed reports help businesses stay informed about travel expenses across departments, allowing for better financial oversight.

4. Customizable Travel Policies and Compliance

Modern corporate travel agents can help businesses enforce travel policies in real time. For example, the Navan platform’s dynamic policy features allow companies to set and update travel guidelines; agents guarantee that bookings comply with these rules, helping to prevent overspending or non-compliant bookings.

• Automated compliance: The platform automatically flags and adjusts bookings that don’t align with policies.
• Tailored recommendations: Agents suggest cost-effective options that stay within policy while maximizing traveler comfort.

By integrating into modern travel management platforms, corporate travel agents have evolved from manual booking facilitators to strategic partners in business travel management. They leverage technology to streamline operations, support compliance, and offer personalized support, helping businesses achieve both efficiency and cost savings in their travel programs.

The Importance of 24/7 Travel Agent Support

Consider the level of travel agent support available when selecting a corporate travel management platform. No matter how advanced the technology, travel disruptions can happen at any time, and access to real-time assistance is essential. 

Make certain that the platform you choose offers 24/7 support from experienced travel agents who can resolve issues quickly and efficiently. Also be sure that agent support is available across multiple channels, including phone, email, and live chat, so travelers can get help in the best way for them — whether they’re dealing with a last-minute flight cancellation or a complicated booking change. 

As businesses continue to expand globally, the need for efficient, cost-effective travel management has never been more important. Modern corporate travel management platforms like Navan combine human expertise with cutting-edge technology to streamline operations, support policy compliance, and offer round-the-clock support to keep your employees moving smoothly.

Ready to revolutionize your business travel program?

Schedule a demo with Navan today and see how our integrated platform can save your company time, reduce costs, and provide 24/7 support to your travelers.