How To Choose The Best Travel Management Software For Your Organization? (+Free Checklist)

Travel Management Software Features

The advent of the COVID-19 pandemic affected business travel expenditure all across the globe. However, with things gradually getting back to normal, business travel spends are expected to touch a whopping $1 trillion this year.    

As corporate business travel is getting back on its feet, more and more companies are showing an inclination towards adopting travel management software. The travel management software market is expected to grow 12.1% CAGR in 2021

However, since it’s such an essential part of managing overall corporate travel, it should never be an either/or situation when it comes to picking up the right travel management software.

Let’s see the key aspects to be considered while selecting travel management software for your organization. 

5 Ways to Choose Travel Management Software

A travel management software provider should have an extensive & global inventory of safe hotels and airlines. This solves for the employees as they can get a wide range of travel inventory and travel management tools on one platform.

A few key aspects that you should consider while selecting travel management software are:

1. Determine its ease of use

Travel management software should be easy to use so that it offers employees a delightful travel booking experience. 

Intuitive UI/UX

The travel management software should have a user-friendly user interface. Employees should find it convenient to see all available flights, approval status, and book travel as per the travel policy- all in one window. They should get to what they need quickly, easily, and without any instruction manual. 

Multiple Platforms

Apart from a desktop for reporting and analytics, the service provider should have a mobile app for the travel management software so that it gets easier for you and your employees to track and manage your travel.

2. Ensure it has all necessary features

When it comes to selecting travel management software, knowing which features matter to you are necessary. Make a list of such features.

Here is what we think are the essential features: 

No setup costs and fast setup time

The software you choose should not have any setup costs and the developer should be able to set it up within no time.  

Near-zero downtime

The software you choose should keep the data accessible to employees and be up and running 24/7/365. 

Cloud computing

With cloud computing service, your employees would be able to access the travel management software anytime, anywhere with an internet connection.

App Integration

The software should offer easy custom integrations or API so you can integrate it with other systems such as ERP, HRMS, accounting solutions, etc.

Ability to configure complex policies

The software should give the flexibility to configure complex flows for various scenarios.

For instance, if an employee is traveling internationally, the software should show expense limits or per diems according to the destination as per your company’s travel policy. 

Ability to customize travel policies

Your travel management software should allow you to reflect the changes you make to your corporate travel policy in no time so that it’s live and working whenever an employee books a trip.

For instance, you can change the time taken for approval from 24 hours to 48 hours instantly, failing which the request would automatically get canceled.  

Customizable approval workflows

Your software should include customizable complex approval workflows so that the employees know when to take approvals, and if there are any exceptions. 

3. Ensure it has features to provide enhanced safety

The travel management software you opt for should help you with employee safety procedures, such as –

Safe hotel tagging

Select a travel management software that enables you to tag a hotel safe and compliant according to WHO’s global safety standards.   

Locating travelers live

The software should have a feature that helps you track where your employee is at any given time – whether he or she is on a business trip or commuting to the office. 

Controlling where it’s safe to go

The software should give you the ability to block unsafe cities/accommodations from being searched by employees.

For instance, with ITILITE Shield, you can lock a city, hotel, or airline that you deem unsafe and protect your employees.

4. Check if it provides 24*7 multi-level support 

An employee might need support at any given point, during his or her journey. Hence, the travel management software provider you choose should offer support proactively, no matter what time of the day it is.

Also, it is equally critical to ensure that they provide support through easily accessible channels such as chats and calls. In case of emergencies, your employee should be able to reach out to an agent directly, instead of chatbots.  

5. Check if it provides advanced reporting & analytics

The travel management software you choose should offer advanced reporting on the T&E process. Choose software that helps you with:

Real-time visibility of travel reports

You should get real-time updates on what’s going on in your T&E process. Also, it should allow you to identify patterns and trends to make smarter decisions.

Detailed reporting via a single dashboard

As a travel manager, you should be able to view all the travel-related information in a consolidated manner, in one place. The reporting should be:

  • By function
  • By department 
  • By period 
  • Individual employee 

Integrated T&E Is The Need Of The Hour

The software you use to book and manage travel can greatly impact your experience as a travel manager and every employee traveling for work. A travel management software platform should enhance the user experience while eliminating errors and reducing expense overheads.

ITILITE is a SaaS-based travel and expense management platform with an easy-to-use interface and a wide range of travel inventory.

Want to try ITILITE yourself? Get a free demo now.  

Travel Management Software Checklist 

Download this checklist to compare the essential features of various travel management software. Choose the one that best fits your needs. You can also use it to assess if your current provider has the key attributes. 

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