Let’s say your team’s next big meeting is set in another city, and you’re stuck figuring out flights, hotels, and transportation. The clock is ticking, stress levels are rising, and you’re wondering if there’s a better way. Should you go DIY, hire an individual agent, or partner with a Travel Management Company (TMC)?

In today’s dynamic business landscape, efficient travel management is crucial. Whether it’s sealing deals or attending crucial meetings, seamless travel can make all the difference. Managing travel in-house might seem cost-effective, but this DIY approach is often exhausting. It means juggling multiple bookings, dealing with disruptions on your own, and often missing out on exclusive deals that a corporate travel agent can secure. It’s like trying to bake a soufflé without a recipe—doable, but risky and stressful.

In this article, we’ll walk you through why hiring a corporate travel agency is a game-changer, how they can simplify your travel woes, and what benefits you can expect.

Understanding corporate travel agents

Imagine having a sidekick who knows all the ins and outs of business travel. That's your corporate travel agent. They handle everything from booking flights and hotels to managing travel disruptions, all while tailoring the experience to your company’s unique needs. But there's more to the story.

In-house agent vs. travel management company (TMC)

An in-house corporate travel agent works independently, offering personalized services to their clients. They might manage bookings, find deals, and provide direct support. They bring a hands-on, customized approach to travel planning, perfect for smaller companies or those with simpler travel needs.

On the other hand, a Travel Management Company (TMC) like Corporate Traveler goes beyond individualized service by offering a broader range of services. A TMC combines the expertise of its internal travel agents and leverages advanced technology to manage complex business travel needs efficiently. TMCs provide comprehensive travel solutions, including 24/7 support, detailed reporting, and travel policy compliance. For businesses with extensive travel requirements, a TMC is like a well-oiled machine, ready to tackle any travel challenge.

Who needs a corporate travel agent?

Corporate travel agents aren't just for the big players–they're for everyone. Whether you’re a small startup with big dreams or a well-established company looking to streamline your travel, a corporate travel agent can transform your travel experience.

What type of company needs a corporate travel agent?

If frequent business trips, complex itineraries, or managing travel expenses are occupying too much time and resources, it might be the perfect moment to partner with a corporate travel agent. But how do you know if it's truly time to enlist their services? Here are a few telltale signs:

• Number of employees: If your company has 50+ employees, especially with 20 to 500 frequent travelers, it’s time to consider a business travel agent. Coordinating travel for a large team can be a logistical nightmare without professional help.
• Travel spend: Companies with a travel spend above $50k annually benefit immensely from travel management services. Business travel agents can help you get the most bang for your buck, ensuring that every dollar spent is optimized.
• Travel destinations: Are your employees jetting off to exotic or remote locations? Certain destinations require expertise. A corporate travel agent has the knowledge and connections to navigate these tricky travel routes seamlessly.
• Industry: Some industries have specific needs when it comes to business travel. For example, sports teams, marine workers, oil & gas engineers, and entertainment professionals often have unique travel requirements. Corporate travel agents understand these nuances and can provide tailored travel management solutions.

How do you know you’re ready to outsource your business travel?

So, how do you know it’s time to bring in the pros? Here are some signs:

1. Travel headaches: If managing travel is consuming too much of your time and resources, that's your cue.
2. Cost overruns: If your travel budget regularly spirals out of control, a travel management company can help tighten the reins and ensure your travel spend delivers maximum value.
3. Travel disruptions: Frequent travel disruptions without a proper support system can be frustrating, but a corporate travel agent can provide 24/7 support and proactively turn potential travel crises into minor hiccups.
4. Lack of visibility: If it's tough to keep track of what you're spending on travel, you're not sure whether travel policies are being followed, or keeping up with rules and regulations is getting complicated, it might be time to get some help from a corporate travel agency.

Consider how partnering with Corporate Traveler transformed Aletek’s travel program.

As a key player in mechanical engineering known for its robust exhaust systems and thermal solutions, Aletek frequently visits industries from mining to rail. Their scattered travel bookings were missing savings and dragging out account reconciliations. We kitted them out with a slick booking tool that snags the best deals and tracks travel spend like a hawk.

The result? A massive seven weeks of accounting time saved annually, putting $14,800 back in their pocket. Talk about a win! With our solution, Aletek now enjoys crystal-clear visibility and control, all through one seamless platform. That's how you turn travel chaos into cost-saving mastery.

Whether you're a small company with growing travel needs or a large organization with complex travel demands, a corporate travel agency can simplify and enhance your business travel experience.

Real stories, real success: Inside the Corporate Traveler experience

In choosing your travel management partner, nothing speaks louder than real-world success stories and testimonials from satisfied clients.

Our corporate travel management platform is transforming the business experience, delivering significant cost savings and unparalleled support. Let’s show you two stellar examples that highlight our dedication to simplifying travel management and ensure smooth journeys for our clients.

Patrice Mistretta, Eliquent’s Business Operations Manager, praises the seamless integration and exceptional support from our team, highlighting how we make everything from hotel stays to international travel a breeze and continuously keep her in the loop, even during off-hours. "The transparency and the communication from the Corporate Traveler side really are key. That's what gets us over hurdles,” she says. “I truly do not have to worry about managing travel. I'm confident in that team assisting. The biggest benefit is that if it's a Saturday, if someone says, ‘Hey, my flight's delayed, and I missed my connection,’ I know exactly where they need to go.”

Partnering with Corporate Traveler transformed their business travel management. We tackled the complexities of international travel logistics, ensuring smooth border transits and setting up airlines and hotels. By adding a Customer Success Manager, Lili, we took their travel program to the next level, providing customized quarterly reviews and reports that drove significant improvements. Today, Beyond Energy’s travel program operates at peak performance, with streamlined processes and nearly $18k in annual savings.