Business travel management software automates travel booking, expense management, and policy enforcement to help companies manage corporate travel. Businesses need travel management software to save costs through negotiated rates and improve team efficiency by automating tasks. It also ensures traveler safety with real-time tracking and emergency assistance.
Ensuring compliance with travel policies and managing fluctuating costs because of fuel prices, exchange rates, and seasonal demand are challenges of business travel management. It is also difficult to optimize travel itineraries for maximum productivity and minimum disruptions. Business travel management software resolves all these issues by automating processes, enforcing policies, managing expenses, and real-time tracking.
After testing, Geekflare created this list of the best business travel management tools based on booking, expense management, data analytics, and integration features.
- Navan – Best for Global Travel Solution
- TravelPerk – Premium Business Travel Platform
- TravelBank – Best for Cost-Conscious Businesses
- Spendesk – Best for Travel Spend Control
- Coupa – Integrated Expense Management
- CWT (MyCWT) – Offer Post-booking Price Drop Adjustments
- SAP Concur – Suitable for Global Enterprise
- Happay – Highly Rated for India Employee Travel & Expenses
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Navan
Navan is a business travel management platform that enables companies to expand their travel programs with the company’s growth. It offers an effortless self-serve experience to employees and provides high-quality support to businesses. Using Navan, companies can control travel expenses by implementing dynamic policies.
Navan was founded in 2015 by Ariel Cohen and Ilan Twig. It now has 2,900+ employees in 40 countries.
Navan Features
- Personalized results containing a large collection of travel options
- Allow managing travel for guests and groups of up to 50 employees at a time
- Self-service AI agent Ava or expert travel agents for 24/7 support
- Create spend policies to dynamically adjust spend limits
- Built-in sustainability tools to track and reduce carbon emission
- Expert team for organizing large group meetings and events
- Real-time analytics to convert insights into actions
- Dedicated consulting team to design customized travel programs
Navan Pros
Earn rewards on business travel and redeem them on personal trips
Single platform to manage business, personal, and blended travel for the employees
No-cost benefit of unlimited access to a personal travel system
Navan Cons
Free plan supports expense features for the first 5 users only
Does not save card details on the server
Navan Pricing
| Plan | Pricing | Offerings |
|---|---|---|
| Navan Business | Free | 30+ seamless HRIS integrations, expense management, and custom reports |
| Navan Enterprise | Custom | Unlimited travelers and expensing users, corporate negotiated rates, designated Account Executive |
TravelPerk
TravelPerk enables smart and organized business travel booking. It lets users control corporate travel policies and company spending and speeds up the approval process to free up the workforce.
TravelPerk was established in 2015 and boasts 1200+ employees in 8 offices in the US and Europe. It has over 6000+ customers worldwide.
TravelPerk Features
- A world-class inventory of transport and accommodation options
- Stores traveler data, preferences, and loyalty points for future use
- Centralized invoicing for all purchases with competitive rates
- Real-time travel expense tracking with project, team, date, and location
- Integrates with security, expense management, event management, and other workplace apps
- TravelPerk negotiated rates and VAT reclaims for more savings
- Travel policy automation for a 90% or more compliance rate
- Advanced travel dashboard and reporting for transport type, booking type, cancellations, etc.
TravelPerk Pros
Carbon offsetting to reduce the carbon footprint of companies
Open APIs and developer tools for customized workflows
Quick setup with zero setup fees
TravelPerk Cons
Group booking feature available as an add-on
Does not offer live chat customer support
VAT-ready invoices are not available with the Starter plan
TravelPerk Pricing
| Plan | Pricing (per month + 3% booking) | Offerings |
|---|---|---|
| Starter | $0 | First 5 bookings/month for free, then 5% per booking, unlimited cost centers, simple travel reporting |
| Premium | $99 | Integrations with our marketplace apps, concierge services for special requests, secure traveler sign-in |
| Pro | $299 | Corporate rates, unlimited policy and approval workflows, custom integrations |
| Enterprise | Custom | Custom offerings |
TravelBank
TravelBank is an end-to-end business travel software that includes travel, expenses, rewards, customer support, and an innovative marketplace. Companies can leverage its tax-free reward incentive feature to reduce their travel expenses.
Founded in 2016, TravelBank is a US Bank company that offers innovative fintech services.
TravelBank Features
- Curated flights with special corporate rates for business travel
- Lodging booking facility from Airbnb and other platforms
- Car rental facility for employees to search for and reserve available vehicles
- Automate approval flows to increase compliance and cut down on manual labor
- Maximize productivity by creating a travel policy in the TravelBank platform
- Dedicated travel agent team for support through email, chat, phone, and Slack
- Negotiated rates for business travelers
- Travel invoice capture with automatic expense allocation
TravelBank Pros
Offers access to 1 million+ hotel properties
Desktop and mobile apps
Customized reporting on group travel
TravelBank Cons
Does not offer any free forever plan
Pending expense reports are only visible to managers and approvers
Data analytics feature is unavailable
TravelBank Pricing
| Plan | Pricing (per user/month) | Offerings |
|---|---|---|
| Travel | $25 | Unlimited travel bookings and management, customizable travel policies |
| Expense | $10 | Multi-level approval workflows, customizable expense controls |
| Travel & Expense | Custom | End-to-end reporting across travel, expense and spend, automatic reconciliation |
Spendesk
Spendesk is one of the best business travel software. It enables companies to book trips, monitor employee expenses, track card payments, and collect receipts automatically. It offers features like unlimited virtual cards, expense claims, integrated budgeting, and invoice management.
Spendesk was established in 2016 to simplify expense tracking, business travel management, and subscription tracking.
Spendesk Features
- Digital approval flow to track every purchase
- Pay for flights, trains, and accommodation using safe virtual cards
- Spendesk cards for employees to make payments on the go
- Custom budget and limits for the cards and support instant top-up and blocking
- Expense claim with a photo of the receipt and direct reimbursement
- Manage budgets and set custom limits for physical or virtual cards
- Tailored spending policies with set approval and spending limits automatically
Spendesk Pros
Supports virtual cards for safe and secure transactions
Allows blocking cards on weekends or non-working hours
Spend dashboard for real-time monitoring
Spendesk Cons
Data analytics features are unavailable
Not available in countries like India
Spendesk Pricing
| Plan | Pricing | Offerings |
|---|---|---|
| Essentials | Custom | Unlimited virtual and physical cards, expense tracking & reimbursement |
| Scale | Custom | Spend dashboards, Budgets and sub-budgets |
| Premium | Custom | AI based automation, enterprise accounting |
Coupa
Coupa users get an intuitive system interface that allows them to easily capture all travel and expense spending and automate manual tasks. This allows businesses to have greater control and visibility over their travel expenses while following standards and compliance.
Coupa was founded in 2016 in the US and named a Leader for Source-to-Pay Suites in the 2024 Gartner Magic Quadrant.
Coupa Features
- Provide personalized, intelligent trip itineraries against company policy
- Coupa Advantage for built-in savings for thousands of airlines, hotels, and car rentals
- Rule-based engine to send travelers messages at the right time
- Manage VAT, global per diems, and receipt digitization for global compliance
- Single platform for intelligent travel booking, price assurance, and traveler services
- Advanced OCR technology to automate expense reporting
- Import expense line items and receipts from multiple sources for accuracy
- Monitor business spending with real-time alerts to detect suspicious behavior
- Trip price prediction to help with travel budget requests
Coupa Pros
Community.ai to deliver perspective recommendations
Fully integrated mobile app for iOS and Android
AI-powered Spend Guard to detect potential fraud and user errors
Coupa Cons
Steep learning curve for new users
Limited supported apps for instant integration
Coupa Pricing
Contact Coupa for pricing information.
CWT (MyCWT)
CWT offers travel management tools with capabilities, insights, and visibility into business travel programs. It makes sure all employees book travel (by phone, online, or mobile) using the suppliers and prices preferred by the company.
CWT started its journey in 1872 with the foundation of the company Wagons-Lits by Belgian innovator Georges Nagelmackers and has since become one of the largest travel management companies in the world.
CWT (MyCWT) Features
- Book flights and hotels and sync travel itineraries to the travelers’ smartphone calendar
- Offers GDS rate audit services to ensure the employees use the rates in booking systems
- Business intelligence program to get complete visibility into the entire travel program
- Real-time data and changeable views based on world, country, business unit, and traveler
- Compares credit card and booked travel data to monitor travel policy compliance
- Graphic dashboards and charts for detailed data to display to the stakeholders
- Automated messaging tool for sending messages to travelers based on selected parameters
- Review flight alerts for delayed or canceled flights and gate change
CWT Pros
Mobile app available in English, French, Italian, German, and Spanish
Inventory of over 800,000 business-appropriate hotels and other accommodations
24/7 availability of CWT counselor on chat-style messaging service
CWT Cons
Customer care service is not available via chat
Transparent pricing is not available
CWT Pricing
Users need to contact CWT to know the pricing.
SAP Concur
SAP Concur is one of the top travel management companies, offering features like compliant booking, reduced financial risks, and duty of care. It automates the expense management process by displaying all expense data in one place, enforcing and changing spending policies, and integrating with the existing financial system.
SAP was founded in 1972, with over 105,000 employees in 157+ countries. In FY 2022, its total revenue was €29.52 billion.
SAP Concur Features
- Book flights, trains, hotels, or rent a cab with ease
- Apply negotiated rates to reduce business travel expenses
- Connects trips, travelers, and itineraries across channels for enhanced travel experience
- Automatic capturing and tracking of business mileage
- Custom hotel suggestions according to user preference
- Review expense claims, invoices, and travel requests for quick approval
- Mobile app for capturing a receipt and instantly adding that to the expense claim
- Verifies reservations against company policies to enforce compliance
- Personalized dashboard views and custom reports for data analytics
SAP Concur Pros
15-day free trial
Transaction-based pricing model with volume-based discount
Integration support for compliance, sustainability, ERPs, air, hotel, car, and train apps
SAP Concur Cons
The software interface looks outdated and cluttered
First-level technical support User Support Desk (USD) needs additional payment
SAP Concur Pricing
Contact the SAP Concur sales team for pricing details.
Happay
Happay is corporate travel management software that empowers travel managers with better control and visibility. It integrates travel management and accompanying expenditures so companies can effortlessly capture expenses.
Happay was founded in 2012 and has 7000+ customers in over 20 countries.
Happay Features
- Self-booking tool for booking flights, hotels, and cabs compliantly
- Integrated inventory of GDS, TMC, and LCC in one place
- Set up dynamic travel booking policies and prevent violations via automatic compliance
- Timely reminders to book the lowest fare possible, maintaining convenience
- Fare Freeze to block the fare from rising due to approval delays
- Real-time approval alerts and notifications for approval workflows
- Workflows to file travel expenses without any manual work
- DeepAnalyze travel analytics for 360° visibility with answers to 100+ queries
- Integration with travel agencies, car rentals, credit cards, etc.
- Mobile apps for approvers to instantly approve requests
Happay Pros
Supports visa requests and travel advance from the same platform
Updates travelers on biohazards, geo-political, and other risks
Simplified GST claims for airlines & hotels
Happay Cons
Pricing information is not available
Does not offer live chat support
Happay Pricing
Contact the Happay sales team to know the pricing.
What is Business Travel Management Software?
Business travel management software handles a business’s corporate travel processes. It covers tasks like booking flights, hotels, and car rentals, managing expenses, enforcing travel policies, and generating reports on travel trends and expenses. BTMS also helps with planning, organizing, and managing all other aspects of business travel on an organization’s behalf.
It optimizes business travel activities for cost-effectiveness and traveler satisfaction by employing policies, procedures, and strategies according to industry trends and compliances. BTMS aims to enhance the overall travel experience for employees and maximize productivity by integrating with other business software.
What are the Benefits of Using Business Travel Management Software?
The benefits of using business travel management software are financial insights, automation, approval management, spend control, and more.
Financial Insights
Business Travel Management Software allows companies to have complete control over their finances. Providing detailed reports on travel expenses helps businesses reduce costs in every possible area. Companies can also generate accurate travel budgets by analyzing historical data.
Minimize Errors
BTMS shares accurate and updated travel information that eliminates the risk of errors and delays. With its automation, companies do not have to rely on manual data entry.
Spend Control
Using BTMS, companies can negotiate better rates with airlines, hotels, and car rental companies. The software also provides real-time updates on employee travel that facilitates expense monitoring.
Automation
Business travel management software automates the booking process for flights, hotels, and car rentals, saving time and effort. It automatically generates expense reports with relevant data, saving time and employee manual labor. BTMS enables businesses to enforce company travel policies without manual intervention.
Approval Management
BTMS makes travel requests and expense approval seamless. With visibility into the approval process, travel managers can track request status and approve them in time.
Advanced Travel Analytics
BTMS allows travel analytics to help businesses identify trends and patterns in their travel expenses and measure the performance of travel programs.
Compliance and Policy Enforcement
Business travel management software ensures employees adhere to corporate travel policies, reducing non-compliance risk. Companies can also adhere to compliances and regulations with the audit trail feature of BTMS.
Integration With Other Business Tools
BTMS easily integrates with other business applications, such as accounting software and HR systems, enabling seamless data sharing between different software.
Future Trends in Business Travel Management Software
Technological advancements and evolving business scenarios will influence future business travel management software trends. There will be AI travel planners to automate tasks, provide personalized recommendations, and analyze data. BTMS will have a handy mobile version, enabling employees to book travel, access itineraries, and submit expenses from their smartphones. Business travel management solutions will also include sustainability features to measure and reduce the environmental impact of business travel. It will make integrating other applications more seamless for data accuracy and streamlined operations.
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