Business Travel Management: Its Need And Working Procedure

Businesses are always looking for paths to optimize their decisions and strategies. Including efficient travel, management streamlines the entire travel expense structure. Additionally, when you manage business travel plans it also improves employee experience. There are multiple reasons for businesses to include efficient corporate travel management. When there is rapid growth in a business, the need for business travel also amplifies. There are several challenges associated with business trips, and they can be mitigated via well-executed corporate travel management. The primary motive of business travel management is to simplify the entire travel experience for employees.

What is Business Travel Management?

In simple terms, business travel management is the framework that an organization follows to evaluate and facilitate corporate trips. It includes planning a business trip that consists of booking flights, making hotel reservations, getting approvals for T&E, relevant documentation, and assuring compliance. Some organizations in the USA outsource travel and expense management to professional travel agencies. On the other hand, there are a few that hire dedicated travel managers for the same.

Why Need a Business Travel Management Process?


When systematic and well-planned travel management is included, it can significantly curtail the time spent on the daunting tasks of filling the expenses and other details of the business trip. This is particularly beneficial for increasing the productivity of employees, which contributes to higher ROI. It won’t be wrong to mention that including a proper travel management infrastructure is cost-efficient and time-saving as well.

Minimal Errors

Mistakes can be an expensive affair and are time-consuming as well. When a company’s finance department has to rectify the work of any employee, a lot of time gets wasted. When a manual travel management process is in practice, figuring out who is responsible for approving a specific travel expense is tricky. Furthermore, incomplete expense claims, wrong expense type, and lost receipts are significant challenges that can be handled via an automated managed business travel solution.


Flexibility is essential to ensure the employees of a company are happy and satisfied, and this is possible when there is freedom. To save money and also keep the employees happy, the company needs to implement a traveling inventory. It is best not to limit only a few suppliers and travel routes. Apart from being cost-effective, there is a scope for employees to make their choices.

Satisfied and Happy Employees

When a conventional travel and expense management system is practiced, the employees have to deal with all the challenging tasks. In the traditional travel system, employees need to save receipts, justify every penny spent, and get approvals for reimbursement. Because the process is inefficient and time-consuming, the reimbursement process gets delayed. But, with modern corporate business travel management, there are no such things, thereby employees are happy and satisfied.

Faster Procedure

The best part about utilizing corporate travel management software is the absence of unending emails and unanswered calls. The entire process becomes faster as there is no need to invest time in travel-associated communication. Additionally, the inclusion of a managed business travel platform also offers a more transparent channel.

Working Mechanism of Travel Management System

Corporate travel management systems plan, organize, supervise, and coordinate the overall travel structure of any particular or multiple business trips or tours. Businesses utilize any of the common types of travel management systems.

  1. In-house travel planners

Some organizations, mainly small-scale businesses, have in-house travel admins making travel/tour arrangements for employees.

  1. Travel Management Company or TMC

Businesses in the USA are often found to outsource their trip planning to professional travel management companies. TMCs have travel consultants who offer the best deals and assure safe travel.

  1. Corporate credit cards

Some companies offer corporate credit cards to their employees and utilize them for business trip-related purposes and reimbursements.

  1. Self-booking travel systems

Employees in several businesses do their travel planning. They use their accounts to book tickets and reserve accommodation, and file for reimbursement.


The primary focus of business travel management is to optimize travel-related processes. This is done by creating a policy-supported business trip infrastructure. The managed business travel systems help to eliminate overstatements, misspends, false or faulty reporting, etc., thereby saving money for the business. Thus, it won’t be wrong to mention that including a well-executed corporate travel management process can simplify business travel plans.