The best travel management software in 2024

Emailing hotels, confirming reservations, rescheduling cancelled bookings, tracking workforce traveller movements and verifying expense claims; the business of business travel can be laborious. It doesn’t have to be.   We’ve rounded up the best travel management software available in 2024. These business travel booking systems make administering and managing your business travel more efficient, saving you time and money and helping you meet your duty-of-care obligations to employees on the road. But which is the best option for your team? Here’s our lowdown: TL;DR Travel management software simplifies business travel organisation, from booking to expense management.  While self-booking poses challenges, travel management platforms ensure compliance and flexibility.  Roomex offers exclusive rates and a vast accommodation selection, saving up to 12%. TravelPerk excels in usability, while Egencia caters to global needs  and Goodwings prioritises sustainability. Expensify streamlines expense management for frequent travellers.  These tools optimise processes, which in turn save you money while enhancing the travel experience for your employees. What is travel management software? Travel management software is a digital solution that simplifies and reduces the cost of business travel. It’s the go-to tool for companies that want to manage business travel more efficiently, from booking accommodation to handling expenses.  Usually you’ll find features such as centralised booking platforms and expense management tools. Alongside those, real-time travel updates keep you on top of duty-of-care obligations, while comprehensive reporting functionalities help you optimise travel budgets. Why does this matter? Business travel is growing fast, with workforce traveller numbers expected to surpass pre-pandemic levels by the end of 2024. And while the pandemic curtailed travel, 70% of employees view business travel as pivotal to their company’s growth.  That increase and appetite for business travel impacts your team. With more travellers on the road, you, your travel managers, office managers and finance teams will need to look to digital solutions and travel booking systems to lessen the administrative burden. What’s the best way to book corporate travel? We’re not biassed, we promise, but the number one best way to book corporate travel is via a digital travel management solution or a B2B travel booking system. Why? By using travel management software, you make business travel more cost-effective and compliant with company policies: Centralised booking platforms provide access to a wide range of accommodation and transport options in line with your travel policy. Negotiated rates save your business serious money. Real-time travel updates keep your employees safe on the road and make it easier for you to assist in emergencies. Invoicing on account and prepaid debit cards mean you can manage expenses without needing to collate thousands of receipts or pour through pages of spreadsheets.  Comprehensive reporting helps you make informed decisions and monitor travel expenses effectively. Can I self-book corporate travel? While some employees may prefer to self-book their travel arrangements, this approach can pose challenges. Self-booking is often not compliant with company travel policies, making it difficult to track expenses and maintain your duty of care to your travelling staff. Your employees are more likely to end up out-of-pocket, too, by paying for their own accommodation or transport and then waiting for reimbursement in the next pay run.  However, travel management apps or hotel reservation software can give your workplace travellers the flexibility to book their own travel while keeping them compliant with company policies. These apps will highlight preferred suppliers and integrate approval workflows. What is the best travel management solution in 2024? For accommodation bookings Roomex: Roomex is a travel management solution tailored for workforce travellers, offering a central booking platform with over two million workforce-suitable accommodation options. With Roomex, you can book and manage all your accommodation in one place, reducing the time spent searching multiple sites and negotiating rates leaving your travel managers to focus on other tasks, enhancing overall productivity. Who is it for? Roomex is ideal for companies with frequent domestic travellers, such as civil engineers, rail workers and other professionals in need of standard accommodation across the UK. Why? Benefit from Roomex-negotiated rates that save your business money. Choose from over two million workforce-suitable accommodation options, including popular chains like Premier Inn, Travelodge, Holiday Inn and Ibis. Effective filtering helps you search for the features your employees need.  It’s free and there’s no contract. We estimate you’ll save 12% on travel expenses by using the platform. Roomex integrates with Trainline, allowing you to book rail travel alongside hotels and take advantage of cheaper rates with split ticketing. You can plug in your travel policy to help employees choose in-policy accommodation. Roomex Support periodically checks reservations with hotels to confirm bookings and fulfill additional needs, like flexible check-in. For useability TravelPerk: A giant in the world of business travel booking software, TravelPerk boasts global clients like Airbus, FarFetch and WWF. Its ease of use and responsive customer service team are rated highly. TravelPerk offers clients an intuitive interface and app with access to a vast global collection of flights, accommodation, trains and more. Who is it for? TravelPerk caters to businesses of all sizes, particularly those experiencing rapid growth. Its global reach and extensive travel inventory make it an ideal choice for companies with international operations, too. Why? Users benefit from 24/7 chat and phone support from real people, with a target response time of 15 seconds. It allows users to easily share and plan trips, making coordinating travel arrangements and internal approvals a much smoother process. Users can confidently book business travel without relying on personal credit cards, keeping personal information secure.  TravelPerk provides comprehensive reporting and real-time cost visibility, which help you stay on top of travel budgets.  Drawbacks: Some users report that the flight filtering features are inconvenient and that it’s not possible to pre-select seats when you book.    For global reach: Egencia Egencia, part of the Expedia group, offers a comprehensive corporate travel management program and software for travel tailored to businesses. It supports policy compliance with authorization workflows, expense tracking, risk management and policy adherence all within a user-friendly interface. ..

Top 5 travel management challenges and how to solve them

Managing business travel effectively is more important than ever, especially as companies increase the amount of travel they’re doing post-pandemic. At Roomex, we know travel management involves more than just making bookings it’s about overseeing every expense, adhering to policy compliance and maintaining smooth operations.  Remember, business travel isn’t supposed to be a chore and there are rewards within the routine. To set you up for success, we’ve created this blog to tackle the top five travel management challenges and offer practical ways to manage costs, enforce policies and streamline your processes. From cutting travel costs to finding clever ways to make staff stick to the rules, we’re here to offer you practical tips to simplify travel processes and trim unnecessary expenses without sacrificing safety, standards or convenience for your travellers. Getting a grip on these challenges and learning how to handle them will give you the confidence to make intelligent decisions that benefit your whole organisation. Challenge 1: How to reduce business travel expenses Keeping travel costs in check is a huge challenge within business travel management. Airfare and hotel prices are constantly changing, meaning companies need smart ways to manage spending without skimping on the quality of travel.  According to the Global Business Travel Association, worldwide business travel spending is expected to reach a whopping $1.5 trillion in 2024, beating pre-pandemic levels for the first time. While global spending is climbing, Europe’s investment in business travel isn’t expected to catch up to 2019 levels until 2025.  In 2024, Europe’s spending is projected to be about $389.1 billion and rise to $414.9 billion the following year. Europe remains a major player, accounting for nearly a quarter of global business travel spend. Keeping up with fluctuating travel expenses can be challenging. However, we’ve got some innovative strategies to help keep your costs down without compromising quality: Negotiate corporate rates: Team up with your favourite airlines and hotels to lock in lower prices. Long-term deals with these partners can really make a difference. Use expense-management software: Keep an eye on your spending using tools that show where every penny goes. An expense-management system can also flag when you’re about to overspend and make sure everyone’s sticking to the travel rules. Adopt a centralised booking system: Book all your travel in one place. It’s easier to track, and bundling your bookings often helps you snag better deals. RoomexStay makes it easy to handle all your hotel bookings and payments in one spot, so you can score better rates and manage everything more smoothly, helping to cut down on travel costs. Challenge 2: Ensuring policy compliance across the board Making sure everyone sticks to travel policies is key to managing travel smoothly. This makes booking more straightforward, keeps costs down and reduces the risk of monetary mix-ups. But how to get everyone on board? This can prove tricky, especially in large companies where reps are spread across the globe. Here are some practical tips to help keep everyone on track and compliant: Implement clear travel policies: It’s super important to have a travel policy that’s straightforward and easy for everyone to get their hands on. Regular training and updates: Running regular training sessions and refreshers helps to keep everyone clued up on the policies, boosting compliance. Technology integration: Using tech that plugs travel rules right into the booking tools means employees only see options that align with the policy. RoomexAnalytics can provide real-time data on policy compliance, helping managers monitor adherence and adjust policies as needed. Challenge 3: Managing travel during peak seasons Booking travel during peak times may mean limited availability, often leading to stress and less-than-ideal itineraries. Peak travel times typically coincide with major holidays, industry conferences and large-scale events, leading to heightened demand for flights and accommodation. This surge inflates prices and restricts options, forcing companies to contend with inadequate travel arrangements that may not suit their schedules or budgets. Here are a few ways to handle the busiest travel periods without breaking a sweat: Advance planning: Getting everyone to book their trips early is a real game-changer. It locks in some sweet deals and opens up way more options. This way, you’re not stuck choosing from the leftovers! Flexible travel policies: Being flexible with travel can pay off. Shifting your travel dates and times to avoid the rush means you can snag some great off-peak prices. Alternative accommodation: Mixing things up with serviced apartments or corporate housing can be a smart move during busy seasons. These often come with better prices than traditional hotels, stretching your travel budget further when everyone else is also on the move. Challenge 4: Reducing non-compliant spending during business trips Unsanctioned spending can sometimes get out of hand when there aren’t enough checks in place. This usually occurs when employees book a business trip through unapproved channels, bump themselves up to fancier flights or hotels without the OK, or splash out on extras like luxury car hires or gourmet meals. You can hardly blame them for trying! But keeping an eye on this kind of spending is crucial to avoiding budget blowouts. Tackling unsanctioned spending requires a solid plan to keep everything in check. Here are some practical ways to help you keep spending on track and within policy: Tighten approval workflows: By making the approval process for travel expenses quicker and stricter, you’ll cut down on rogue spending. It’s all about making sure every penny spent is checked and double-checked. Real-time expense monitoring: Using tech that monitors expenses in real-time can save you a lot of headaches further down the road. It’s like having a smart assistant that flags any suspicious spending right when it happens. This helps you nip any policy issues in the bud before they escalate. Employee accountability programs: Think about setting up reward schemes that celebrate those who stick to the rules and offer support to guide anyone straying back on track. It’s about creating a positive atmosphere where everyone aims to stick to the guidelines, not just..

Can you claim VAT back on travel expenses?

Business travel is big business. According to Statista, UK businesses collectively spent £25.7 billion on business travel in 2022, with projections suggesting this could increase 82% to £46.8 billion by 2025. 

What to wear when travelling for work?

Business travel: if you’re lucky, it can take you to destinations far and wide it’s important not to forget that unlike with private trips, you’re representing your company throughout. That means what you wear matters a lot more especially if you’ve got to hop off the train and straight into your first meeting.    In 2021, UK residents clocked in a staggering 8.3 million business trips so rest assured you’re not the only workplace traveller wondering what to pack. So how do you know what to wear when travelling for work? Should you go comfortable and casual, or sit ready in a suit? After all, projecting confidence and competence through your appearance is as vital as sealing that next big deal.  Banish those packing woes we’ve got all the tips you need for business travel attire success in this blog. TL;DR Business travel is about seizing opportunities and advancing your career through face-to-face connections. It’s crucial to dress professionally if you’re unsure what to pack, business casual attire is a safe choice.  Packing strategically, with wrinkle-resistant clothing and versatile outfits, ensures you’re ready for any business occasion.  Stick to essentials, roll clothes and use packing cubes to make the most of your luggage space. What is the difference between personal and business travel? Understanding the purpose and context of business travel When you hop on a train for a business trip, it’s a chance to seize opportunities, build relationships and hopefully advance your career in the process. Research shows that 88% of employees believe face-to-face meetings are crucial for developing positive and enduring connections among colleagues.  Unlike leisure travel, business trips aren’t centred around fun although that doesn’t mean they’re all boring! Work-related travel is about meeting company objectives and making a return on the travel investment. In face-to-face situations, you’ll be shaking hands, reading body language and establishing trust in a way that virtual meetings simply can’t replicate.  Six out of ten professionals also see business travel as a vital component of their professional growth. Each trip offers a chance to learn, grow and expand your horizons, whether that’s when sharing canapés with potential clients or attending talks at industry conferences. Why are business travel clothes important? The moment you step off that train or plane, your appearance speaks volumes about your professionalism and credibility. Whether you’re meeting clients or representing your company at important events, dressing the part is non-negotiable.  So, when it comes to business travel, remember: business travel attire is a strategic advantage that can open doors and build trust, and potentially drive your career forward at the same time. Different considerations for personal vs. business travel attire Your approach may vary when you are packing for business travel or personal travel, but the goal remains the same: to be comfortable, look confident and be prepared for any situation.  Personal travel allows for more flexibility and casual attire you can show off that brightly printed shirt or new floaty shift dress but business trips demand a higher level of professionalism and attention to detail. It’s a great idea to pack well-fitted, wrinkle-resistant clothing in neutral colours so you can transition from meetings to networking events without needing to pop back into the hotel.  Top tip: invest in versatile pieces that you can mix and match to save luggage space and prepare for any unexpected twists in your itinerary.  What clothes are best for travelling for work? With 80% of workplace travellers preferring to travel by train when possible, and 40% extending their work trips to include leisure time, it’s paramount to pack comfortable and versatile clothing that looks presentable. Comfortable yet professional business travel outfits Men: Tailored trousers or chinos Crisp button-down shirts or smart polo shirts Blazer or structured jacket Comfortable loafers or smart fashion trainers (choose leather or canvas), and dress shoes (if you have corporate meetings). Women: Tailored trousers or midi skirts Blouses or tops in wrinkle-resistant fabrics Blazer or cardigan  Stylish flats, smart fashion trainers (choose leather or canvas), or low heels for comfort Additional layers and warmth Men: Lightweight sweater or knitted jumper Packable rain jacket or trench coat Scarf for added warmth Women: Cardigan or lightweight knit sweater Casual blazer or a smart, waterproof jacket Pashmina or oversized scarf for extra warmth Business travel wear that is durable and wrinkle-resistant For site visits: Performance fabrics like wrinkle-resistant shirts and durable trousers Stretchy yet polished-looking fabrics for comfort and style Lightweight and warm knitted sweaters or cardigans breathable, natural yarns like cotton and wool work best For corporate meetings: Crisp cotton or microfibre shirts, tailored suits in non-iron materials Structured dresses or skirt suits in wrinkle-resistant fabrics like polyester blends For downtime: Casual yet smart options like well-fitted jeans or chinos paired with polo shirts or knitwear Comfortable and stylish separates such as leggings or fitted trousers worn with relaxed blouses or tunics Top tip: Before you travel, take the time to research your itinerary. Will you be in an office or focusing on site visits? Does your destination for meetings or workshops have a formal business dress code? Keep this information in mind as you pack. How do I pack for a 2-day business trip? Four business-trip packing strategies Roll, don’t fold: rolling clothes saves space and minimises wrinkles Use packing cubes: organise outfits and essentials in separate cubes for easy access Plan outfits in advance: coordinate versatile pieces to mix and match for different occasions Pack light: stick to the essentials and avoid overpacking to make it easier to transition from train to hotel or straight to your first meeting. Essential business travel clothes and other items Clothing: Two sets of business attire (e.g., shirts, trousers/skirts, blazers) Casual outfits for downtime that can double as informal business attire (e.g., dark jeans, chinos, light sweaters, comfortable tops) Undergarments and socks Accessories & toiletries: Shoes suitable for business and leisure (e.g., smart loafers, smart fashion trainers, comfortable flats) Belt, ties, or accessories to complement outfits Scarf or pashmina for added..

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