Corporate flight discounts: How to book and save on business travel
Since 2021, flight costs in major airports have skyrocketed by 29%. If you’re tired of struggling to keep bookings in budget, use our savings guide to adapt to the increasingly expensive business travel landscape.
This guide includes:
- Nine steps on how to get the most corporate flight booking benefits.
- How Corporate Traveller helped Beyond Energy improve their business travel savings.
- Other resources that demonstrate smart ways to reduce business travel expenses.
Every dollar counts, and efficient and cost-effective business travel is no longer a luxury - it's a necessity. Companies that master the art of booking corporate airfare discounts can save big and keep their budgets from getting out of control.
Average ticket prices for business travel rose 72.2% in 2022 compared to the previous year, and the consumer price index for airline tickets climbed 25% in 2023 - the biggest jump since 1989.
Throughout this guide, you’ll learn how you can book smarter and save money, without sacrificing the comfort and convenience your team deserves.
Let’s go!
1. Define your corporate travel program to streamline flight booking
First things first: You need to know what you’re working with. Assess your company’s travel needs like plotting a flight path before takeoff. This will help you identify some immediate ways to improve your corporate travel savings.
Look at how often your team travels, the top destinations, and preferred airlines and hotels. Are your employees jet-setting globally or hopping on domestic flights?
Now, onto the essential part—creating a travel policy. Think of it as your company’s corporate flight manual. A clear and concise travel policy ensures everyone knows the rules of the runway. It covers booking procedures, preferred suppliers, expense limits, and reimbursement processes.
Download our FREE corporate travel policy template
Calculate how much you could save on flights with better routing, preferred rates, and fewer booking mistakes, and start enjoying better corporate flight discounts by using our travel policy template.
Why is this important? Without a travel policy, you’re flying blind. Employees might book based on personal preferences rather than cost-effectiveness, leading to inconsistent and higher travel expenses.
A solid corporate travel policy:
- Standardizes things like bookings.
- Keeps travel spend in check.
- Leverages negotiated rates with airlines, hotels, and car rental companies - unlocking significant savings for your business.
Ready for the next step? Buckle up, because we’re just getting started!
2. Plan and book flights early to secure the best business rates
Booking flights early is like grabbing the front-row seat to a sold-out show. The earlier you book, the better the rates, and the more options you have. It’s all about snagging those early bird specials before they fly away.
Using corporate booking tools and platforms can streamline your booking process and ensure you’re getting the best rates. These tools provide centralized control, making it easier to compare options, track expenses, and adhere to company policies.
And here's where our all-in-one business travel platform, Melon, can help. With Melon, you can:
- Search
- Book
- Manage
- Track
- Report
You’ll also get:
- Exclusive deals
- Negotiated rates
- 24/7 live, human support
Don’t forget to keep your travel dates and times as flexible as possible. Flying on off-peak days or at less popular times can lead to substantial savings. Flexibility in your schedule can make a big difference in your travel budget, helping you find the best deals and avoid premium rates.
3. Leverage corporate flight discounts and loyalty programs
Enrol your company in corporate loyalty programs and watch the savings stack up. Frequent flyer programs aren’t just for vacationers - your business travellers can rack up miles, too. These programs offer perks like priority boarding, free upgrades, and access to exclusive corporate flight discounts.
And here’s where it gets even better: when you partner with a TMC, you gain access to exclusive and negotiated rates that aren’t available to the general public. With the volume of travel TMCs handle, they have the leverage to secure unbeatable deals, ensuring you make every dollar count on those business trips.
4. Maximize technology for savings
Managing travel has never been easier, thanks to a bunch of travel apps and tools like our Melon mobile app, which gives you the flexibility to look, book, and access support 24/7. No more hopping between websites or sweating over last-minute changes—these tools have your back, ensuring you can snag the best deals and save time.
But booking is just the beginning. When it comes to managing travel expenses, the right software can be a total game-changer. Imagine ditching the headache of expense reports and keeping tabs on every dollar spent, from flights to fancy dinners. This keeps you in line with company policies and gives you juicy insights into spending patterns.
And don’t forget data analytics! Studying travel expenses lets you spot trends, find savings, and fine-tune your travel budget. This smart approach means you're saving money and making moves that boost your company’s bottom line.
5. Optimize your travel routes and schedules
Who says you need to travel the most common ways? Don’t sleep on budget airlines for short-haul flights - they can save a bundle without sacrificing too much comfort. For nearby destinations, why not consider rail or road transport? It’s often cheaper and can be more convenient than flying.
PRO TIP: Consolidate your trips. Combine multiple meetings or client visits into one trip to save on travel expenses. Shifting schedules and planning ahead can help you make the most out of every journey.
This way, you save money and time, while still getting the face-to-face interactions that are essential for your business to succeed.
6. Book hotels through corporate travel platforms
When booking hotels, corporate rates can make a huge difference. Look for negotiated rates and Exclusive Deals - like those badged in our corporate travel management platform, Melon. With Melon, you can spot exclusive deals and access the best hotel options for all your business travel needs.
Booking through a corporate travel platform has its perks. You get:
- Access to negotiated rates.
- The leverage of a Travel Management Company’s (TMC) buying power.
This means you’re not just negotiating as one business but as part of a larger network, ensuring you get the best business travel savings that’s possible.
Don’t forget to take advantage of loyalty programs for hotel stays. Points can be used to enjoy benefits like:
- Free nights.
- Room upgrades.
- Early check-in.
- Late check-out.
- Other perks.
Combining these with a corporate travel platform can maximize your corporate travel savings and make every business trip more comfortable for your employees.
7. Manage business travel expenses to keep costs under control
Tracking travel expenses might seem overwhelming, but it doesn't have to be complicated. Start by implementing an expense tracking system that works for your team.
Corporate Traveller’s partnership with the spend management platform, Float, offers a smart solution that keeps things efficient and accurate. Forget about lost receipts and delayed reimbursements—Float makes managing expenses simple.
Here’s how it works:
- Every spend is tracked instantly.
- Receipts are collected and matched via SMS and email integrations.
- Submitting is as easy as snapping a photo with your phone.
No more old-school expense reports! Float automatically syncs itineraries, turning expense management into a seamless process.
Salespeople and frequent travellers must manage and report travel expenses efficiently. When they use Float:
- Reimbursements happen faster.
- Finance teams can predict spending more accurately.
Here are some tips to help get started:
- Encourage your team to embrace smart tools like Float .
- Set clear expense submission guidelines.
- Create an easy reimbursement process.
These steps are all smart ways to reduce business travel expenses, while also making it easier for every team member to manage the expensing process.
Learn more about Melon x Float.
8. Encourage employee compliance with travel policies
Getting everyone on the same page about travel policies is crucial. Educate employees on the ins and outs of your travel guidelines to ensure they understand and follow them. Sweeten the deal with incentives for those who stick to cost-saving measures - things like gift cards or extra time off.
Review and update your travel policies regularly to keep them relevant and effective. This ensures everyone stays informed about best practices and any new cost-saving opportunities. Happy, compliant employees mean smoother business travel and better corporate travel savings.
9. Work with a travel management company (TMC) for better flight deals
If you want to supercharge your business travel savings, partnering with a TMC is the ultimate cheat code. TMCs offer a variety of services that streamline your travel process, secure unbeatable deals, and handle all the nitty-gritty logistics.
TMCs take care of everything from booking flights and hotels to managing car rentals and travel policies. They leverage their massive buying power to snag exclusive discounts, ensuring you get the best deals every time. Plus, with 24/7 support, TMCs are there to manage last-minute changes and emergencies, making travel stress a thing of the past.
Take the case of Blast! Films. While filming in Siberia, their crew witnessed a helicopter crash and needed immediate evacuation. Corporate Traveller stepped in, organizing transport and flights to get the crew home safely and sending a new crew to continue the documentary - all within a tight budget. This is the kind of efficient, lifesaving travel management a TMC can provide.
And that's not all. Our Client Savings & Value Team is a squad of air travel experts who saved Corporate Traveller's customers over $1.4 million last year. They achieved this by finding cheaper fares, tracking expiring credits, and securing upgrades at no extra cost. Last year, they saved our customers:
- $496,648 through creative ticketing,
- $463,625 by tracking expiring credits,
- $251,321 by switching to different airlines/routes, and
- $192,088 by securing upgrades and perks.
These savings aren’t just numbers - they translate into real value for your business.
Or hear it from Prescient's Sr. Strategic Sourcing Manager, Kiernan Doyle: “Using the company recommended spend tool has seamlessly driven down travel spend, with little impact on the traveller’s experience.”
Working with a TMC isn't just about saving money - it's about gaining peace of mind and maximizing efficiency.
Let the experts handle your travel needs while you focus on what you do best - running your business. If you’re ready to transform your travel experience, let Corporate Traveller help you take charge of your travel game and watch the savings roll in.
Corporate travel savings in action: Beyond Energy’s story
We get it—everyone loves a good success story. So, let’s take you behind the scenes and show you how we’ve helped brands like yours streamline their travel, save big, and make life easier for their teams.
Let’s begin with Beyond Energy’s inspiring journey and see how they turned their corporate travel program from DIY despair to a well-oiled machine. Travel logistics were becoming a nightmare for Beyond Energy, an industry leader in Managed Pressure Drilling (MPD) services. Up until 2017, they managed everything in-house. But as they grew, so did the complexity of coordinating travel to remote locations.
Enter Corporate Traveller.
An employee at Beyond Energy suggested bringing us on board. Their designated Travel Manager, Kate, dove deep into their travel needs, simplifying approvals and handling complex logistics. Then, Customer Success Manager Lili stepped in, turning an already great partnership into a strategic powerhouse. Quarterly reviews and detailed reports helped Beyond Energy optimize its travel program, saving them big bucks.
“Kate has been incredible. She has never missed, never let me down. And I hear the same from other people that work here at Beyond Energy,” says Eric Legge, President & CEO at Beyond Energy.
The results? Smooth travels and serious savings.
In 2022 alone, Beyond Energy saved nearly $18k, thanks to our streamlined processes and expert handling. But for Eric Legge, the best part? “The people. People-first, that’s where it’s at.”
What can we take away from this success? Here are the key lessons:
- Strategic insight: Regular reviews and detailed reports are game-changers. They provide a clear picture of your travel spend, helping you make informed decisions and stay ahead of potential issues.
- Dedicated support: Having a personal consultant like Kate who knows your business inside out can make all the difference. They handle the complexities, so you don’t have to, ensuring a smooth travel experience for your team.
- Big savings: Expert management doesn’t just make travel easier - it also saves serious cash. With our strategic partnerships and insider knowledge, we secure the best deals and streamline your travel processes, cutting costs significantly and improving your overall corporate travel savings.
Key takeaways for smarter business travel savings
We've flown through the essentials of finding and leveraging corporate travel flight discounts, assessing travel needs, booking smart, leveraging tech, and partnering with a TMC. It’s all about making your business travel smooth, cost-effective, and hassle-free.
Now, it’s your turn to take these strategies and fly with them! Implement these tips and watch your travel budget soar.
Ready to save more on business travel?
Why do it all yourself when you could save $35 per booking with Corporate Traveller? Crunch the numbers and find out just how much time and money you could save on your next business trip with the right travel management team behind you. 49 minutes is a lot of wasted time you could reclaim per trip.
