18-10-2024
Planning a business trip could be a nightmare for most of us as it involves various metrics to be taken care of. With the evolution in the corporate world, traveling for business has become tech-savvy and value-driven. To make business trips productive and create a pleasant experience for employees, you need the best Corporate Travel Management Software. From booking to mileage tracking, these tools help companies in many different ways. In this blog, we will learn how this Travel Management system enhances travel while reducing costs.
Table of Contents
Overview of corporate travel and common challenges
How and Why is Corporate Travel Management Important?
What can Corporate Travel Management Software (CTMS) do?
Strategies for Reducing Corporate Employee Travel Costs with Travel Management Software
Key Features of Corporate Travel Management System
Benefits of Corporate Travel Management Software
Tips to Choose the Best Corporate Travel Management Software
Conclusion
As a booming business, we know the hardships faced by business travelers. Flight booking, hotel booking, renting cars, and managing expenses within budget could be challenging. Sounds scary right? Don’t worry the travel management software will come to your rescue and help you with stress-free travel. Corporate travel involves juggling between various arrangements. Managing schedules, deal chasing, and abiding with compliance can also be handled with the right tools. Without the right tool, businesses will also face the risk of inefficiencies, potential errors, and high costs.
Using effective management tools, the above-mentioned obstacles can be handled effortlessly.
The best thing about this solution is that it can be incorporated into businesses of any size. For managing travel arrangements and simplifying booking you will need this centralized platform, It also eliminates manual intervention and reduces time.
The entire traveling process can be automated using this cloud travel management system. Booking tickets, hotel rooms, and cars can be done within budget. They also help the employees by providing various options for travel. This helps reduce unauthorized bookings, save time, and ensure compliance. This software also helps reduce travel expenses and manage the budget.
The AI-powered dispatch system enables companies to establish travel policies for employees to follow during business trips. Managers can review and authorize the workflow before making bookings.
Using travel management software businesses can ensure employee safety, optimize the travel process, and minimize the cost.
Cost Savings
Using CTMS you can easily get a better rate for flights and room bookings so that the expense can be reduced through negotiation.
Data and Insights
Using the data from previous trips the CTMS can help you to identify and improve the areas that require cost optimization.
Duty of Care
Employee safety can be maintained using features like alerts and assistance during emergencies.
Happy Employees
This fleet management system helps the employees to travel without fear and offers a hassle-free travel experience.
Real-time Risk Management
Factors like weather conditions, global events, and political situations are notified to travelers earlier to minimize the risk during travel.
Predictive Analytics
Using current trends and previous data, disruptions can be predicted and the route of travel can be planned accordingly.
Flexible Cancellation and Rebooking
In case of disruptions, the traveler might cancel their trip. In such cases, this system helps in handling the disruptions without excessive cost.
Also Read How to Develop Taxi Dispatch System for Corporate Employees?
Automated Expense Reporting
Manual receipt collection and data entry can be eliminated while using this tool. This will help in ensuring that each purchase passes the company policy.
Automated approval process
When the employee breaches the booking policy the tool will automatically send mail to the respective manager.
Policy alerts and compliance monitoring
Companies can set certain policies for employees using these tools for travel. This employee travel management software will notify the employees to follow these policies before booking.
Share-shift
Details about vouchers, credits, and unused tickets will be notified to the traveler using this platform.
Data collation
The travel admin can reduce the travel cost using the data about expenses will be given by the travel partner.
Some unique key features of business travel management software are given below.
1.Online Booking System
The user-friendly interface of the TMS enables users to access the online booking platform with ease. It also provides a complete inventory of flights and hotels. The platform should also include deals, negotiable rates, and discounts. This helps travelers to travel within their allotted budget and with comfort. Personalized packages are also prepared by this software using the previous travel data.
2.Configuring Travel Policies
There are some rules and policies that are updated on a timely basis such as,
Budget Guidelines
Travel expenses should be planned according to the budget allocated by the company.
Pre-Booking Rules
The employee should be notified how many days earlier they should book the trip.
Travel Class
Based on the employee role this feature will vary.
3.Customizable Approval
Few companies have approval policies before the trip. The employee has to get approval for all the trips or sometimes when they fail to cope with the policy. In the customized workflow the traveler has to get approval from various persons for various tasks.
4.Traveler Management Dashboard
The admin panel dashboard will maintain and manage all the traveler's details. Using this data, the employee can plan the future trip effectively.
This will help in enjoying a smooth travel experience and make arrangements accordingly.
5.Automatic Policy Compliance
Automatic policy compliance allows travelers to adopt the travel policies.
6.Advanced Data Analytics
The chosen business management tool should have a data analytics feature. This helps in making decisions for budgeted travel.
7.Travel Management Mobile App
Remember this text: Using this dedicated mobile app, activities can be managed even while traveling. Reservations, available options, and price comparisons can be easily made. You can access this dispatching app on both Android and iOS platforms through our Travel management system.
8.Travel Risk Management
The travel management tool should be able to catch, assess, and eliminate the risks faced by travelers during the trip. The whereabouts of the travelers should be visible to them so that they can share it with their loved ones for better safety.
9.Integration with Third-Party Apps
The tool should allow easy integration with accounting, HRMS, and ERP so that their travel expense can be managed easily. This can also be tracked using the mobile app.
10.24/7 Support Free of Cost
This feature helps the traveler to reach out in case of emergencies. This will be an added value to the software and the employees using it.
Increased Efficiency
As the corporate booking tools automate the booking process the employees can give priority to the critical tasks and focus on them. Errors and miscommunication can be avoided as all the travel information is available in one place.
Cost Savings
Our Travel Management Software helps businesses to choose vendors with reasonable rates so that expenses can be cut down. The cost savings can be done by tracking the current traveling trend.
Compliance and Policy Enforcement
When using the software, the businesses will create travel policies for the employees. This helps in preventing unauthorized travel and budget savings.
Data Analytics
Using this the areas that require improvement can be identified, effective travel can be enabled, and the ROI can be maintained.
1.Determine its Ease of Use
The software should be easily accessible and offer employees with exciting travel experience. To offer this the tool should have,
Intuitive UI/UX
Multiple Platforms
2.Ensure it has all Necessary Features
Be nosy in selecting the best corporate travel management system with all the features that you need. Some features like,
Near-zero downtime
Customizable approval workflows
Cloud computing
App integration
Ability to configure complex policies
Ability to customize travel policies
3.Ensure that the software has enhanced safety feature
The employee should receive full safety during travel. So be cautious about choosing the software that offers the utmost safety. The safety procedure should have,
Safety hotel tagging
Locating travelers live
Controlling where it’s safe to go
4.Check if it offers multi-level support for 24/7
The case of emergency can occur at any travel point. So, the platform should be able to catch the emergency then and there and offer extended support to the employee. The critical situations should be addressed through chats and calls.
5.Check whether it offers advanced analytics and reports
Advanced reporting should be done by the software for the T&E process. So select the software that has,
Real-time visibility of travel reports
Detailed reporting through a single dashboard
6.Check if it supports eco-friendly travel
As per reports, it is found that business travel contributes to 2% of global emission of carbon. So, it is high time for companies to consider eco-friendly travel options. Choose the software that can provide you with carbon emission data so that you can choose the eco-friendly way to travel.
Business Travel Management Programs should automate your overall process, prioritize safety, and ensure peak performance. So, choose UnicoTaxi’s corporate travel management software that helps you right from booking a flight to report submission. Selecting us can help you travel seamlessly and helps you to optimize costs, streamline processes, and make employees happy.
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