Choose the Right Travel Management Software for Your Business

Aug 16, 2024

While there are numerous software options available, it’s crucial to choose travel management software for your business needs. Travel management software reduces operational costs. It automatizes payments, boosts travel agents’ productivity, centralizes all the business trip information and much more. Ultimately, it’s a powerful solution positioning you ahead of the competition.

In this article, we’ll walk you through a step-by-step guide for selecting the best travel software for business travel. 

Step-by-step Guide to Choose Travel Management Software

It’s estimated that by the 2032 Travel Management Software Market will reach $20.1 billion. With the increase in the Travel Management Software Market, there is an extensive corporate travel software selection. To understand how to differentiate software options on the market, explore five key steps for choosing travel management software below.

Step 1: Making a List of Priority Features

First step to selecting the right travel management software is making a list of priority features. As a travel agent, you already have an idea what tasks take up most of your time. Write down what you’d like to automate, centralize or simplify. To add more ideas on your feature list, we’ve reviewed features from the selection of the best travel management software for business trips. 

Integrated CRM

For instance, you might spend the majority of your time searching through client information. Instead of wasting time looking for client information in Excel sheets or complicated CRM systems, travel management software provides integrated CRM with a search bar. You’ll be able to add, find, and edit all the client information in a few seconds. Additionally, integrated CRM is easy to use and tailored to travel agent’s needs. 

Payment Overview

Other tasks taking your time might include tracking and recording payments in Excel sheets. With travel management software, you’ll have an overview of all the client payments. Having centralized payment information simplifies managing payments. Each time a client makes a payment using a unique Stripe link, you’ll be able to update their payment status. 

Automated Payment Processing

Plus, there’s no need for sending your bank account number or payment instructions to your clients. With Stripe integration, paying is easy. After your offer is confirmed, clients get a Stripe link for making a payment. Automated payment processing ensures fast and accurate payment. Your corporate clients will be able to directly and securely purchase travel packages. 

Product Inventory

While working with multiple suppliers, it’s important to have an organized and centralized location for all the products. Travel management software includes product inventory. More advanced versions can break down your products into various categories – accommodation, experience, and transportation.

Intuitive Trip Builder

Traditionally, trip offers are sent in a PDF or Word document. Travel management software provides advanced trip builders. Creating a trip offer directly in Word documents can take up much time. You need to search for pictures and visually adjust all the elements. However, with a trip builder, you can add products and services from the inventory.

All trip offers can be downloaded in PDF and sent to clients for review. Moreover, making changes takes just a few clicks rather than reordering all the elements like in a Word document. 

Step 2: Comparing Travel Management Software Options on the Market

After compiling a list of the priority features, the next step is to compare travel management software options on the market. While you can exclude some of the options based on your priority features, there are a few other factors to consider. 

As a solo travel agent or small travel agency owner, you’re working with limited resources. Choose travel management software with more perks. For example, some travel management software offer useful perks such as integrated website to improve your online visibility. Others provide opportunities to connect with more suppliers through the marketplace. 

Step 3: Exploring Pricing Plans

Along with useful perks, travel management software can substantially differentiate based on their pricing plans. While part of the corporate travel software selection functions on subscription plans, other travel management software are commission-based. Some even combine both types of pricing plans. 

Paying a yearly or monthly subscription might not be the most convenient if you’re operating only a few months a year. Similarly, paying additional seats for multiple travel agents in your company can be pricey. Choose a travel management software provider with a flexible payment plan. For instance, TripMatrix has a commission-based option without extra cost per additional user.  There’s also a custom pricing option tailored to your business needs. 

Step 4: Researching Customization Options

Customization options help your corporate travel business to stand out from the competition. As mentioned before, some travel management software providers offer an integrated website. Using a premade website template still gives you plenty of space for customization. You can add branding colors, travel agency logos and social media links. Plus, it’s more affordable than creating a separate website. 

Product inventory can be highly customizable. Categories such as accommodation can include check-in and check-out information, star rating, location generated with Google Maps, and much more. Most importantly, you don’t need to upload pictures for each accommodation. The best travel management software for business trips can utilize hotel pictures directly from Google. 

The advantage of using advanced travel management software is highly customizable trip itineraries. Each trip itinerary can be tailored to your client’s needs in a short time. Updates and changes based on the client’s feedback are made in a few clicks.  

TripMatrix product overview – Hotel

Step 5: Opting for a Free Trial or a Demo

Before making the final purchase decision, sign up for a free trial or request a demo. While travel management software can have great features and an affordable pricing plan, user experience is equally important. Signing up for a free trial will give you enough time to explore the software interface and possibilities.

Similarly, requesting a demo allows you to ask questions and gain a better understanding of travel management software features. Participating in a demo provides insight into customer support.

Why is TripMatrix the Right Travel Management Software for Your Business?

TripMatrix is all-in-one travel management software tailored to travel agent’s needs. In cooperation with travel agents, our software includes key features for simplifying your daily activities. 

• Replace external CRM with TripMatrix’s integrated CRM
• Avoid errors with automated payment processing
• Ensure secure payments with Stripe integration
• Track client payments in the payment overview
• Build an extensive product inventory 
• Add and manage products
• Create and export travel documentation in PDF
• Increase your visibility with an integrated website 
• Find suppliers through TripMatrix marketplace

Want to see TripMatrix in action? Fill out a form and find out how TripMatrix can help you simplify your travel business.