Corporate Travel Solutions: Why they matter and how to choose the right one

Corporate travel solutions are essential for businesses to manage their employees’s business trips. Let’s get some insight into these solutions with Adamo Software! 

In today’s dynamic business landscape, travel is essential for fostering growth, strengthening client relationships, and expanding opportunities. No matter if you are operating a small or large corporation, you may find it hard to coordinate, manage costs, and ensure employees’ seamless experience.  

Under this context, corporate travel solutions have become an indispensable part to simplify booking flight tickets, accommodation, and transfer. By streamlining the travel process, you can save time, cut costs, and ensure employee safety and comfort while on the go. Let’s explore corporate travel solutions’ benefits and importance with Adamo Software! 

Through this blog post, you will get some insights about corporate travel solutions and why businesses need them. All information has been thoroughly researched and updated to the latest trends. So, let’s read our blog post and find some useful information! 

I. Why do businesses need Corporate Travel Solutions? 

1. What is corporate travel? 

At first, it is essential for you to understand what corporate travel is before learning the corporate travel solutions. Corporate travel is employees’ business trips on behalf of their companies. These trips happen when companies send employees to go on business to meet clients, go for a field survey, and site visits. They can also include conferences, training, market expansion activities, etc.  

Corporate travel is different from leisure travel. Leisure travel is to relax and serve personal entertainment with a flexible itinerary. Whereas, corporate travel is a trip held by the company to serve work. Businesses may want to optimize time, reduce costs, and allow employees to concentrate on achieving business results.  

Organizing and controlling a business trip involves many activities. They include flights, hotels, transport, and meal management, which can be so complex. Therefore, businesses frequently rely on corporate travel management solutions to simplify everything. Let’s keep reading to see why businesses need these solutions! 

2. Why are corporate travel solutions needed? 

Business trips are often very expensive to operate. If you do not have proper systems, your business may face various issues. Let’s see the table below for some major challenges that you may encounter.  

Given these problems, corporate travel solutions are essential to streamline the process, boost cost efficiency, and enhance the traveler experience. Let’s keep reading for more benefits of these solutions! 

II. What are the significant benefits of Corporate Travel Solution? 

Effectively managing employees’ travel can optimize costs, ensure policy compliance, and improve user experience. Corporate travel solutions can help with this. So, what are their benefits? Let Adamo Software answer this question.  

1. Streamlining travel operations 

Before the appearance of corporate travel solutions, businesses often followed traditional methods to manage their employees’ business trips. They have to manually process ticket booking, accommodation, and refunds. This is time-consuming and hard to control budgets. Therefore, corporate travel solutions are essential to streamline this operation and automate all tasks.  

Thanks to these solutions, you may find it easier to execute repetitive tasks. The cloud-based corporate travel solution can process them faster and more accurately than humans. Tasks like finding the best trip packages, generating reports, managing approval workflows, and analyzing trip data are automated. This reduces the burden on travel managers, allowing them to focus on more strategic initiatives. 

Initial investments on corporate travel solutions may be high. However, in the long term, they can help you save significantly on travel expenses by streamlining your processes. Forbes’ report in 2017 shows that intelligent automation can deliver significant savings, estimated at 40% to 75%, with returns on investment ranging from several months to several years. Consequently, you will save money in the long run and recover your investment quickly. 

2. Facilitating seamless approvals through workflow hierarchies 

Sometimes, employees do not know which person to ask for business trip approval. This may cause approval delays. Especially for internal trips, this becomes more complicated as employees frequently need approvals from diverse departments or individuals. Therefore, you should set up a clear approval workflow hierarchy.  

With corporate travel solutions, you can easily manage complex approval hierarchies, streamline approvals, and save time for both employees and approvers. The workflow is customizable to suit different travel types, departments, or employee levels. Thanks to this, you can automate the approval process for your employees.  

3. Providing tailored travel experiences for employees 

When you have to book services for various employees, you may find it hard to track individual preferences andoni requirements. If you fail to meet traveler requests, it can lead to a poor trip experience. Thus, it is essential to allow employees to book trips according to their preferences. Corporate travel solutions will help you with this. 

Providing tailored experiences for employees is among the benefits of these solutions. Specifically, they are useful in helping employees choose flights, hotels and means and means of transport flexibly to suit their schedules and habits. Besides, corporate travel solutions also optimize comfort and convenience and increase employees’ satisfaction and commitment to the company. Additionally, thanks to a quick, clear, and personalized service booking process, you can save a lot of time and effort.  

4. Boosting travel and expense efficiency using advanced analytics 

Boosting travel and expense efficiency using advanced analytics is also another benefit of corporate travel solutions. Without these solutions, you may find it hard to analyze and collect accurate data. Using Excel sheets to track data is neither sustainable nor provides accurate, deep insights.  

Corporate travel solutions can deal with these problems. Let’s see how they can optimize travel and expense with advanced analytics.  

• Monitoring real-time costs 

Corporate travel solutions can help you control budgets and detect overspending immediately. This allows managers to intervene promptly, avoiding uncontrolled costs. As a result, you can maintain transparent and consistent financial management. 

• Increasing decision-making efficiency 

With a real-time report from corporate travel solutions, you can make quick and accurate decisions. For example, you can choose the suppliers that are effective based on historical data.  

• Automating and reducing errors 

Corporate travel solutions contribute to automating and reducing errors. With advanced analytics, you can automatically identify unusual, duplicate, or non-compliant transactions. This helps you reduce manual processing time and limit fraud risk.  

5. Accessing cost-effective travel from a vast inventory 

When you are a travel manager, you may want to optimize the employees’ business travel costs while still ensuring their satisfaction. However, this is not easy to find the most cost-effective options when you have too many tasks to do. This requires you to work with airlines and hotels well in advance to get the best deals. Even then, you might not get a significant discount, as individual company bookings are not enough for major price reductions. This is when corporate travel solutions can help.  

With these solutions, you can access cost-effective travel from a vast inventory. Here’s how corporate travel solutions benefit you.  

• Accessing various choices with discount prices 

With the corporate travel solutions, you can choose between various  

options of flights, hotels, car rentals, etc., at reasonable prices. Thanks to a wide network of suppliers, you can choose the option that best suits your budget. 

• Optimizing costs 

Corporate travel solutions help you compare prices and conditions between suppliers in real time. From these comparisons, you can choose the most economical option while still ensuring quality. This can help you avoid unnecessary costs.  

• Ensuring consistency and transparency 

When you adopt corporate travel solutions, you can manage all options on one platform. Thanks to this, you can track and control costs more easily. Employees also don’t need to search for outside information, reducing the risk of choosing the wrong or expensive service. 

6. Getting in-depth industry insights 

Corporate travel solutions allow you to get in-depth insights into the travel industry anytime and anywhere. When you grasp the trends and data of the industry, you can make more effective strategic decisions.  

Through the data collected, you can learn new trends in spending behavior, popular destinations, and employee preferences. Besides, the real-time reports enable you to compare your spending performance, compliance, and cost savings with industry peers. Based on industry data, you can forecast future business travel expenses with greater accuracy. Additionally, the corporate travel solutions’ AI assistant also gives you concrete ways to reduce wasted spending and improve your travel program.  

7. Getting 24/7 travel support 

While on business trips, travelers may need support for diverse needs. For instance, they might need help with hotel check-in, transportation, flight cancellation, etc. You may find it hard to assist business travelers and answer their questions 24/7. In these cases, corporate travel solutions are essential.  

In emergencies like flight cancellations or schedule changes, employees can get immediate help. This helps reduce risk and keep business travelers as safe as possible. When employees need to change airline tickets, hotels, or adjust the route at the last minute, they can always receive support. This helps save time and avoids affecting work.  

8. Boosting compliance by enforcing travel policies 

When managing employees’ business trips, you may face challenges in getting employees to adhere to travel policies. Employees may misinterpret policy updates and fail to consider policies when booking tickets.  

Corporate travel solutions can help you boost compliance by enforcing travel policies. When these policies are integrated into the service booking system, you can ensure cost control and minimize regulatory violations. For example, employees can see and select appropriate options following budget limits, ticket classes, preferred carriers, etc. This reduces errors and limits the need to choose outside of the policy. 

9. Ensuring traveler safety 

Traveler safety is a top priority for any business. However, tracking travelers can be challenging without a proper system. Here’s how the corporate travel solutions can help you ensure traveler safety. 

• Tracking location and routine in real time 

With the corporate travel solutions, you can know the location of employees on business trips. Besides, you can track their travel schedule. This helps you respond promptly if unexpected situations occur, such as natural disasters, protests, epidemics, or flight cancellations. 

• Updating global risks 

The corporate travel solutions allow employees to receive instant alerts about risks at their destination, such as security, weather, health, etc. This helps them prepare better and avoid dangerous situations.  

10. Keeping data secure 

Travel management often involves sharing personal employee data, including names, birth dates, phone numbers, credit card details, and passport information. To protect their personal data from being leaked and misused, you may want to have strict data security measures.  

The corporate travel solutions can help you protect employees’ personal and financial information. The system often complies with prestigious security certifications, ensuring businesses fully comply with regulations on data management and processing. By digitizing the entire process of booking services, approving work, and completing payments, you can eliminate manual steps such as sending Excel files, personal emails, etc., which pose many security risks.   

III. The importance of choosing the right Corporate Travel Solutions 

When you choose the right corporate travel solutions, you can optimize operational efficiency. Besides, these solutions also impact costs, employee experience, and risk management directly. Let’s see the importance of selecting the best corporate travel solutions with Adamo Software! 

1. Streamlining business travel management 

The right corporate travel solutions should streamline all aspects of employee travel. By choosing the right solutions, you can build a systematic and automated work management process from service booking, approval, to expense reimbursement. This saves employees and the administrative department’s time and minimizes errors in processing. Here’s how an effective system may help.  

• Reducing manual work and paperwork 

• Tightly controlling every step of the business trip 

• Improving the ability to react quickly to incidents or changes in plans 

• Creating a seamless experience for employees on business trips 

By managing work efficiently, businesses can reduce expenses and improve performance, contributing to sustainable development. 

2. Cost controlling 

Cost control is one of the important benefits when choosing the right corporate travel solutions. The system can record expenses, analyze, reconcile, and alert on over-budget or non-compliance with company policy. An effective travel solution improves booking efficiency, secures better deals and exclusive offers, and boosts compliance rates.  

Besides, the right corporate travel solutions also alert when there are over-the-limit transactions. They also track expenses in real-time, categorized by department, individual, or project. Additionally, they provide detailed reports to compare actual expenses with the planned budget.  

3. Traveler safety 

Robust corporate travel solutions strengthen employee safety and risk management during business trips. With real-time alerts and updates, companies can monitor employees’ location and safety and keep them informed of emergencies and changes.  

Additionally, these solutions provide assistance when needed, fulfilling the company’s duty of care. Overall, strong corporate travel solutions demonstrate a company’s commitment to the safety and well-being of its workers.  

4. Robust AI reporting 

The corporate travel solutions can collect data and use AI to analyze it in depth and produce reports with strategic value. A robust AI reporting tool allows businesses to understand trends, detect anomalies, and make decisions based on real data. Here are some benefits of the AI reporting function. 

• Analyzing spending in real time 

• Predicting future spending trends based on current behavior 

• Detecting anomalies, unreasonable transactions, or potential risks 

• Customizing reports to suit the needs of each department 

IV. Take your business travel to the next level with Adamo Software 

Do you want to manage your employees’ business trips effectively? Do you want to have corporate travel solutions helping you with this? As one of Vietnam’s leading companies in technology with many years of experience, Adamo Software can be your ideal partner. Adamo offers comprehensive, modern, and flexible work management solutions. Here’s why you may want to coordinate with Adamo Software!

1. Customizing to your business needs 

Instead of providing available corporate travel solutions, Adamo flexibly adjusts to each customer’s process, scale, and industry specifics. Whether your business operates in finance, technology, or manufacturing, the system can be designed to be a perfect fit. 

2. Friendly, easy-to-use interface 

When you choose our corporate travel solutions, we ensure that all of your employees can use the system easily. Booking tickets, requesting approval or refunding can all be done quickly via desktop or mobile devices, saving time and reducing errors. 

3. Providing intelligent analytics and reporting with AI 

Our corporate travel solutions allow you to gain insight into the problem through charts, trends, and intelligent alerts. Based on real-time data, you can make accurate decisions.  

4. Ensuring safety and compliance 

Adamo provides comprehensive corporate travel solutions that fully integrate tools such as itinerary tracking, risk destination warnings, and automatically apply work policies at each level. Thanks to this, your business can minimize the risk of violating internal regulations. 

5. 24/7 support from a professional team 

Our team is always ready to accompany you, no matter which problems you face with corporate travel solutions. With international deployment experience, Adamo Software understands real-world situations and responds quickly and effectively. 

Still hesitating whether to choose Adamo Software? Let’s contact us for more detailed information and take your business travel to the next level with us!