Modern Travel Management Software VS Traditional Travel Management in an Organization

Most people who have never been on a business trip get fascinated by corporate travel. They believe business travel means boutique hotels, first-class flights, dressing up in elegant suits and fancy lunches and dinners, and everything flawless. However, ask someone who has been on business travel, and they will bust this bubble of luxury and seamlessness. Everything is not as green as it seems, and managing corporate travel in the traditional ways is a task full of complexities both for the employer and the employee. This blog analyzes the differences between traditional travel management and travel management software.

Traditional Approach to Travel Management

Before the advent of digitalization in travel management, most of the managing, booking, reporting and reimbursement was a hectic, time-consuming process. The employee had to, in writing or via emails, raise a request for a corporate travel plan describing every detail about the booking and everything else. This application or email of the request was then sent to the respective team leaders, managers and teams dealing with employee travel.

After analyzing this plan with the company's policies, the request would be accepted or rejected. If it intervened with the guideline of the company travel policy, the request would be rejected, and the employee had to start the same process again.

This process was time-consuming and inefficient, and both the employer and employee would be sceptical about the corporate travel plans. The employer would fear leakage of funds owing to fake invoices, while the employee would always be baffled about the amount they spend on the travel and the amount the company would reimburse. Thus, no matter how important business travels are, employers and employees try to keep them to a minimum.

What is a Travel Management Software?

An employee travel management software is a digital way to overcome the shortcomings of the traditional form of employee travel management. It circumvents lengthy archaic processes and saves time, resources and money. This software streamlines requests and approvals, expense reporting, analyzing the spending trends, gives better visibility and takes control.

The best corporate travel management software helps companies diminish costs and complications by leveraging one single platform that caters to every travelling need of an employee. This software makes employee travel management easy both for the employer and the employee. 

Key advantages of a Travel Management Software

Single Platform Solution

Whether it is a domestic or an international trip, train, flight or inter-city booking, or hotel accommodations, an employee travel management system is a platform that caters to every corporate travel need. The employee can make the bookings on a single platform, and the concerned manager or travel management team can monitor the same.

Hassle-Free Travel Request

With software, raising travel requests is a simple task for the employee. Most of these systems come with a pre-filled form containing the employee's basic details such as name, designation, reporting manager, etc. The employee only has to update the new information, such as travel date, purpose, etc., and the request is raised.

Assessing Trends

A travel management software assesses every employee's travel history and indicates the common trends in employee business travels. It makes pointing out unnecessary expenses easier, and the employer can make sure to curtail those from the next tenure, saving a good chunk of the company's travel budget. Thus, employee travel management software not only performs all the managing and reporting tasks but also enables employers to make better decisions.

Works on company travel policies

Unlike the traditional method, every employee travel management software lets the employer feed into the company's travel policies. Thus, the employee can easily refer to this and do the planning accordingly.