Corporate flights: how to book and save on business travel

Corporate flights aren’t getting any cheaper. It's partly because the costs for airlines are increasing and resources are tight: higher fuel prices, increased labour costs and shortage of planes and parts. And on top of that there's generally more people flying which bumps up prices!

Here's some tips to make sure you're boosting savings for business travel flights.

Every pound counts. Efficient and cost-effective business travel is no longer a luxury—it's a necessity. Companies that master the art of booking corporate flights can save big and keep their budgets from getting out of control.

Tired of watching your travel budget fly away with every booking? What if there was a smarter way to save big and make your business travel a breeze?

We’ve got the lowdown on how you can book smarter and save money without sacrificing the comfort and convenience your team deserves. Let’s go!

1. Assess your company’s travel requirements and define your corporate travel programme

First things first: You need to know what you’re working with. Assess your company’s business travel needs like plotting a flight path before takeoff. 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 business travel policy ensures everyone knows the rules of the runway. It covers booking procedures, preferred suppliers, expense limits, and reimbursement processes.

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 policy standardises bookings, keeps travel spend in check, and 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 in advance

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 business travel booking process and ensure you’re getting the best rates. These tools provide centralised 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, and report on all your travel needs in just a few clicks. You’ll also get access to exclusive deals, negotiated rates, and 24/7 support from real humans via live chat.

Also, keep your travel dates and times flexible. 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 discounts and loyalty programmes

Enroll your company in corporate loyalty programmes and watch the savings stack up. Frequent flyer programmes 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 deals.

And here’s where it gets even better: when you partner with a corporate travel agent, you gain access to exclusive and negotiated rates that aren’t available to the general public. With the volume of business travel that a business travel company can handle, they have the leverage to secure unbeatable deals, ensuring you make every dollar count on those business trips.

4. Maximise technology for savings

Managing business 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 to corporate travel management means you're saving money and making moves that boost your company’s bottom line.

5. Get creative with how you travel

Who says you gotta travel the regular way? Seriously, who made the rules? 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.

And here's a 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 business.

6. Book accommodation wisely

When booking hotels, those sweet 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 and the leverage of a corporate travel agent's buying power. This means you’re not just negotiating as one business but as part of a larger network, ensuring you get the best deals possible.

Don’t forget to take advantage of loyalty programmes for hotel stays. Rack up points for every stay and enjoy benefits like free nights, upgrades, and other perks. Combining these with a corporate travel platform can maximise your savings and make every business trip more comfortable.

7. Encourage employee compliance with travel policies

Getting everyone on the same page about travel policies is crucial. Educate your 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—think 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, cheaper business travel!

9. The ultimate saving hack: work with corporate travel agents aka travel management companies (TMCs)

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 bolster risk management with tech like traveller tracking, can make last-minute changes, and be there for your people in emergencies.

Take the case of Blast! Films. While filming in Siberia, their crew witnessed a helicopter crash and needed immediate evacuation. Corporate Traveler 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.

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 maximising efficiency across business travel management. Let the experts handle your travel needs while you focus on what you do best. If you’re ready to transform your corporate travel experience, let Corporate Traveller take on your travel game and watch the savings roll in.

The results? Smooth travels and serious savings.

From working with thousands of UK businesses, we have our fair share of 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 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.

Here's a win to ponder:

Working with Corporate Traveller actually facilitated the chance to make even more of an impact on mental health. We were saving money on travel which allowed us to grow our sales team and get them out on the road more.

Tom Hess, CFO, Genomind

Fasten your seatbelts: let’s recap

We've flown through the essentials of saving on corporate flights—assessing business 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 soar with them! Implement these tips and watch your travel budget thank you.

Fancy saving more? Check this out!

Why do it all yourself when you could save £26 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. Nearly 49 minutes per trip? That’s a lot of wasted time you could reclaim.

Travel Management 101