A Guide to Business Travel Booking

By Olivia Johnson - Trusted UK Business Expert

4th of October 2024

5 minute read

If you’ve ever had to travel for work, then you know the importance of booking your trip correctly. There are a lot of things to consider when booking travel, from ensuring you have the best rates to choosing the right hotel and airline. This guide will walk you through everything you need to know about business travel booking so that your next trip goes as smoothly as possible. Happy traveling! 

Steps to Travel Booking 

  1. Check Your Company’s Travel Policy : When booking business travel, the first thing you should do is check your company’s travel policy. Some companies have preferred vendors that they always use, so it’s a good idea to start there. If your company doesn’t have a travel policy, or if you’re booking travel for yourself, the next step is to find the best deals. 
  2. Search for Travel Deals : There are a few different ways to search for travel deals. You can start by checking with specific airlines and hotels, or you can use a travel booking site like the ones we’ll share below. When using a travel booking site, be sure to set the filters to show only business-friendly rates. You should also consider using a travel agent. A travel agent can help you find the best deals and handle all of the logistics for you. 
  3. Choose Your Hotel and Airline : Once you’ve found a few good deals, it’s time to choose your hotel and airline. When choosing a hotel, be sure to consider the location and amenities. You’ll also want to make sure the hotel has a business centre or Wi-Fi so that you can stay connected while you’re travelling. As for airlines, there are a few things to keep in mind. First, take into account the length of your flight and whether you’ll need any special services like in-flight entertainment or extra legroom. Then, compare prices and routes to find the best option for your trip. 
  4. Book Your Travel : Now that you’ve found the best deals and chosen your hotel and airline, it’s time to book your travel. When booking your flights, be sure to enter your frequent flyer number so that you can rack up points for future trips. And when booking your hotel, be sure to read the cancellation policy so that you know what to expect if you need to change or cancel your reservation. 

Learn How To Manage Your Business Travel Booking With This Guide

Excellent Business Travel Management Tools 

Here are a few business travel management tools that will make booking and managing your business travel a breeze: 

  • TravelPerk : TravelPerk is built for business travel and provides end-to-end travel management solutions. With TravelPerk, you can book flights, hotels, and rental cars all in one place. You also get access to a dedicated account manager and 24/7 support. And if you need to change or cancel your plans, TravelPerk will help you do so with no hassle. 
  • Travelodge Business : Travelodge Business is a great option for business travellers on a budget. With Travelodge Business, you can book rooms at over 500 hotels across the UK, Europe, and the US. You’ll also get access to special rates and discounts. It features a business dashboard. You can easily view your bookings or download reports to share with your team. Plus, it’s free to apply and has no annual fee! 
  • TravelBank : Similar to TravelPerk, TravelBank is an end-to-end travel management platform that’s centralized. This means your team members can book in just one place. One of its most loved features is the expense reports functions that make submitting business travel expenses a breeze. You can also take advantage of exclusive discounts when you book through TravelBank. Users also get personal rewards when booking through TravelBank. How cool is that? 
  • Booking.com : Booking.com is one of the world’s largest travel booking sites. And while it’s not specifically designed for business travel, it’s a great option if you’re looking for the best deals on hotels, flights, and rental cars. When using Booking.com for business travel, be sure to set the filters to show only business-friendly rates. If used often, you can join the Genius Business discount program for even more savings. Also, be sure to read the cancellation policy before booking so that you know what to expect if you need to make changes. 
  • Airbnb for Work : Airbnb for Work is just like Airbnb, but it’s designed specifically for business travellers. With Airbnb for Work, you can find a place to stay that’s closer to your meeting or event location. Airbnb for Work also offers special rates and discounts for business travellers. Bookings are also linked to the company profile.  So, if you’re booking for a team, all of the bookings will be under one account. This makes managing business travel a breeze. It’s also not limited to overnight accommodation. You can also book spaces for conferences and meetings. 
  • Flightfox : If you love travel agents, Flightfox is the business travel booking site for you. With Flightfox, you can work with a professional travel agent who will help you find the best deals on flights, hotels, and rental cars. To use Flightfox, simply register your team, offload all travel management work and let the agents do their job. You’ll receive a few options to choose from, and then you can book your travel. It’s that simple! They guarantee that they can beat retail prices. It has a lot of good reviews, so you’re sure to find a good agent. The only downside is that it’s not free. You’ll pay a flat fee for each booking, but the fee is worth it if you find an amazing deal. 

Software for Travelers During Their Trip 

  • Spendesk : At Spendesk, you can get full visibility and control over all company spending. With Spendesk, you can approve and track employee expenses in real time. This is a great tool for business travellers as it lets you see where your employees are spending company money. It also helps you keep track of expenses for expense reports. If a team member needs to spend their own money, it’s easy to generate expense reports and have these linked to the same user profile. This way, the spending matches with the rest and it’s easy to  see where the money is going. 
  • Paramount WorkPlace : Paramount WorkPlace is great for businesses of all sizes. It helps you manage your team member’s expenses and travel itineraries all in one place. With Paramount WorkPlace, you can also automate the reimbursement process. This is a great tool for business travellers as it gives you full visibility of your employees’ spending. You can also see where they are at all times and approve or deny expenses on the go. 

Business Travel Tips 

When booking business travel, always remember to: 

  • Make your travel arrangements well in advance : Always make your travel arrangements as far in advance as possible. This will give you the best chance of getting the flights, hotels, and rental cars that you need. 
  • Check for discounts : When booking business travel, always check for discounts. There are often discounts available for businesses, so be sure to ask about them. 
  • Consider using a travel agent : If you’re not sure where to start, consider using a travel agent. Travel agents can help you find the best deals on flights, hotels, and rental cars. 
  • Get travel insurance : When travelling for business, it’s always a good idea to get travel insurance. This will protect you in case of any problems that may arise during your trip. 
  • Keep your expenses in check : It’s important to keep your expenses in check. Use a spending tracker to help you keep track of your expenses. This way, you can stay on budget and avoid overspending. 
  • Create an itinerary : It’s a good idea to create an itinerary. This will help you stay organized and on track during your trip. Refer to your itinerary often to make sure you’re on schedule. 
  • Be prepared for anything : Always be prepared for anything. Bring a spare set of clothes, a travel adapter, and all of your important documents. 
  • Research your destination : Research your destination before you go. This will help you know what to expect and how to plan for your trip. This way, you can be prepared for anything that may come up during your trip. 
  • Prepare for your meeting : When travelling for business, always be sure to prepare for your meeting. This means bringing all of the necessary materials and being on time. 
  • Join loyalty programs for additional savings : There are often loyalty programs available for businesses. Be sure to sign up for these programs to save even more on your business travel. Business travel can be a great way to save money. 

Business travel can be a hassle if you don’t know what you’re doing. Fortunately, we’ve put together a complete guide to business travel booking so that you can make the process as smooth and stress-free as possible. By following our tips, you’ll be able to book your travel quickly and easily, without any of the headaches. And who knows? You might even enjoy the process!