Get Started


The latest news, events, and industry trends from Traxo.

  • There are no suggestions because the search field is empty.

Insights close_icon.svg

Considerations for Choosing Travel Management Software and Services

October 21, 2022
Woman using Traxo on Laptop

If there is something to be analyzed, captured, simplified, booked, or secured, there’s a technology company available to assist your travel program in doing so. In this blog, we’ll discuss how to choose travel management software and services for optimal coverage and efficiency.

Understanding the Travel Management Software and Services Available

Organizations are faced with several consolidation efforts each year, including re-evaluating what tools are useful to serve the broader organization and how to reduce costs by cutting out redundancies.

Within a corporate travel program, the most common providers to work with are travel management companies (TMCs), duty of care providers, price assurance providers, and data partners. So, let’s review each service type to see how they serve the needs of your organization and your travelers.  

Travel Management Companies (TMCs)

TMCs are the core of any medium to large-scale business with traveling employees. Some of a TMC’s main responsibilities are to be a policy-guided booking agency and provide customer service and reporting on bookings made through their platform. Depending on the size and scale of your selected TMCs, they may offer discounts to their customers made possible through their amalgamated spend across all their customers. The ability to offer volume-based discounts gives larger TMCs an edge over smaller TMCs, as they can offer proprietary discounts other TMCs can’t.

Some TMCs will offer meeting and event planning services that you can leverage and keep your travel coordination within one company. Some also offer consulting services for program analysis and recommendations on ways to improve your travel program and/or reduce costs.

When you’re choosing a TMC for your organization, it’s important to consider which TMCs offer the best service for your company size, travel volume, and travel footprint (E.g. domestic or global, and in which regions). Some of the TMCs that Traxo trusts and partners with include American Express Global Business Travel, TripActions, CTM, Christopherson, Fox World Travel and others, which are listed on our partnerships page

Duty of Care Providers

Duty of Care (DOC) providers are essential to any well-established corporate travel program and commonly work in conjunction with your chosen TMC. A duty of care provider is your company’s risk management service, which is provided booking data from your TMC and a travel data aggregation solution (like Traxo). Duty of Care providers offer expertise for around-the-globe security and travel risk management — They are the ones to call when an incident unfolds during business travel and are the “boots-on-the-ground” support your travelers depend on when faced with a crisis situation or medical emergency.

Many DOC providers offer dashboards to help travel management teams understand the risks their business travelers face, among other tools. For example, International SOS developed a COVID-19 trip planner during the pandemic's peak to help travelers understand the travel restrictions and rules wherever their travels led them. 

Traxo partners with International SOS, Global Guardian, JESI, Crisis 24 and other duty of care suppliers. Our real-time data aggregation service complements duty of care services because we capture rogue bookings that would otherwise miss out on duty of care coverage — which is a highly-dangerous and unnecessary risk to today’s corporate travel programs. 

For-Business Programs

Each travel program includes four key spending areas including airfare, lodging, transportation, meals and entertainment. Within each category, there is an opportunity to consolidate and shift spending to commonly used providers that can offer your company incentives or discounts when reaching key spending milestones. Oftentimes, these are called “for business” programs, like Uber for Business and Delta for Business.

Some “for business” programs with travel providers are free to enroll and come without any minimum spend requirements or contractual obligations. These programs are typically an opportunity for smaller businesses to start collecting data on their travel with a specific vendor and accrue points. Whereas other programs that offer more enticing incentives will have a minimum spend eligibility (that needs to be proven spend, typically through TMC or business intelligence reporting), are bound by contract, and are often revisited throughout the year to ensure you are bringing the vendor enough percentage of your quarterly or annual spend.

Business programs are beneficial for small-mid market-size companies—ones that may not have a ton of business travel on the horizon or ones that may not even have an established travel program. On the flip side, they can also complement large-scale travel programs and assist travel managers in reducing spend by offering discounts, upgrades, and point-based reward programs that can offset trip costs.

Price Assurance Providers

Price assurance providers are the magicians behind corporate travel savings! These companies typically fall into three categories; rate auditing, re-shopping and/or supplier negotiations. Gone are the days of book it and forget it! With these tools in the mix, you can instill confidence that your travelers will always get the best rate available within the guidelines your company has established. Armed with data, price assurance providers can also help companies make the most of their RFP process and supplier negotiations (usually based on volume). 

To learn more about the price assurance landscape in corporate travel, download our price assurance eBook. It explains the components of a powerful price assurance strategy and the major players in the price assurance space, including TRIPBAM, BTP Automation, SmartHotelRate and others. 

Data Aggregation Tools

Data aggregators like Traxo capture and normalize all travel data regardless of the booking source. In fact, with two patents under our belt, we’re the only data solution that offers comprehensive data aggregation from ALL booking channels in real-time—including 100,000+ airline, hotel and car rental companies.

We give travel managers the ability to report on all travel data without manually and painstakingly gathering data, attempting to consolidate varied data into cohesive reports, and then analyzing booking trends and spending. 

Traxo is necessary for any travel program that wants to eliminate travel data blind spots, capture its entire data set, understand its travelers’ preferences and behavior, and supply travel management partners with the data needed for optimal service.

Data Analysis Services

Data analysis can come from your TMC or independent data analysis firms, like DVI and Goldspring Consulting. It can also be performed internally using business intelligence and data visualization tools like PowerBI and Tableau. For example, our ZS Associates case study explains how Suzanne Boyan and her team partnered with Goldspring Consulting to analyze ZS’s travel program and decide on policy changes. Now, Suzanne’s team uses Traxo and its TMC to bring a comprehensive dataset into ZS Connections—the company’s custom business intelligence platform. There are dozens of ways to handle data analysis, but the underlying need is the same: complete data.

Get Started with Traxo

If you’re assembling or revamping your company’s travel program, make sure you’re partnered with today’s most innovative companies in corporate travel. In addition to a service-oriented TMC and reputable duty of care provider, a data aggregation provider like Traxo is essential. Contact us with the form below to connect with a travel data expert today.

Connect with Traxo



Leveraging Complete Corporate Travel Data to Reach Business Objectives

In the dynamic landscape of corporate travel, staying ahead requires more than just managing logistics; it involves understanding and leveraging the wealth of data generated by every trip. At Traxo, we specialize in capturing and analyzing comprehensive travel data, enabling businesses to fine-tune their travel programs for maximum efficiency and


Mandatory Emissions Reporting: Implications for Global Corporate Travel

Post-pandemic recovery has ushered in an era where the environment and sustainability are paramount. For the travel industry, the spotlight is on new mandatory emissions reporting standards. As the The World Travel & Tourism Council (WTTC) points out, navigating this evolving landscape requires commitment and innovation. Let's delve into how


The Legal Implications of ISO 31030

Most of my legal career was spent in-house at Sabre and Travelocity. As a result, I am keenly interested in legal issues that impact the travel industry. In today's globalized economy, travel is an essential part of doing business. Whether it's attending conferences, meeting clients, or exploring new markets, travel is an integral component of


NDC Will Inevitably Drive Additional Travel Leakage: Traxo Solves the Problem

New Distribution Capability (NDC) is a new data transmission standard developed by the International Air Transport Association (IATA) that aims to modernize the distribution of airline content and provide a richer shopping experience for travelers. It enables airlines to offer more personalized and differentiated products and services, such as


What Travel Management Teams Need to Know About NDC

The world of corporate travel management is constantly evolving, and one of the most significant developments in recent years is the introduction of New Distribution Capability (NDC). NDC is a new standard for airline distribution that aims to modernize and simplify the booking process for travel agencies, travel management companies, and


How Enterprise-Level Companies Address Personal Trips

With the rise of work-from-home and work-from-anywhere trends, as well as the blending of business and leisure travel (also known as "bleisure" trips), many corporations have shifted their focus from being responsible for the safety and security of the traveler to being accountable for the safety and security of the employee, regardless of their


Is Remote Work Bad for Creativity?

Remote work forcefully swept through workplaces across the globe when the pandemic took hold. Many businesses were not in a position to shift their workforce to a fully digital environment with such short notice, but as businesses faced being shut down or pivoting to remote work, the latter soon became the reality. Post-pandemic, businesses are


Making the Most of Your Corporate Travel Data: 3 Business Travel Savings Opportunities You May Be Missing

COVID-19 impacted many companies' bottom lines, which caused travel managers to search for innovative ways to reduce spend without sacrificing corporate travel program necessities While the need is less urgent now, it's never a bad idea to find ways to make better use of your travel budget.

To introduce flexibility and reap additional savings,


TMC Travel Management: Merging TMC and Non-TMC Travel Data to Improve Business Travel Management

It is common for medium-to-large businesses to have an established travel program in place, which encompasses a travel policy (mandated or guidelines), a designated Travel Management Company (TMC), a preferred supplier program (air, hotel, and car), and often a duty of care provider for larger or more complex businesses.

Small-to-medium size


2022 Work Trends: Changes in Business Travel and Daily Operations

While the world faces emerging viral outbreaks, inflation and air travel disruptions, business travel continues to rebound from its mid-pandemic low—though its full recovery timeline has been pushed to 2026.

Until recently, businesses went into fight-or-flight mode each time a new COVID variant surfaced, which caused the height of cancellations,


Travel Cost Optimization: Learn How to Reduce Business Expenses

Pre-trip travel data creates endless opportunities for travel managers to connect with travelers prior to departure, ensuring bookings are compliant and identifying missed cost savings opportunities before lift-off.

What Are Business Travel Costs?

Business travel expenses can be defined as costs associated with traveling for the purpose of


How Complete Travel Data Supports Corporate Sustainability

As our environment shifts, the importance of corporate sustainability grows stronger. As individual contributors and corporations, the actions and impact that we make together could not be more important than acting to offset our carbon footprint now.

The lasting impact of our actions plays an integral part in the Earth future generations


Traxo Product Update: Automatic Currency Conversion

Traxo has been providing travel managers and organizations across the globe with complete trip visibility, providing consolidated reporting and ease of locating travelers before, during, and after trips. We’ve recently taken Traxo’s reporting to the next level by launching computed prices, a new feature to automatically convert all travel data


Empowering Supplier Negotiations Through Travel Data Visibility

Would you agree that supplier negotiations are like a revolving door? Travel managers will end one RFP process, only to find themselves knee-deep in business travel management data and reports a few short months later as the upcoming years’ RFP process begins all over again.

This especially rings true for hotel programs, which are usually on an


When to Submit an RFP for Corporate Travel Services

Requests for Proposals (RFPs) have become part of a structured, annual process for many travel managers, while others only open discussions with suppliers as needed. While an RFP can be built for most services, this blog will focus on what you need to build an RFP for corporate travel services (e.g., hotel RFPs).

Regardless of the exact reason


How to Audit Your Travel Program with Pre-Trip Booking Data

Between managing the day-to-day operations of travel procurement, maintaining best-in-class programs, ensuring policy compliance and the responsibilities of data management, the travel manager’s role is multifaceted. For decades, travel managers have struggled to aggregate travel data because of its many storage points. After collecting the data,


4 Reasons Why Travel Managers Need Access to Detailed Business Travel Analytics

The role of a travel manager often varies with the size and scale of organizations. Global organizations may have large, complex travel programs, typically managed by a team of corporate travel professionals. Whereas small to medium-sized businesses may only have a single point of contact managing the travel program. Regardless of the size of your


Business Travel Duty of Care: Supporting Safety by Capturing Leakage Data

Data voids became a major concern for travel managers when the pandemic gripped the travel industry in 2020. Locating, contacting, and moving travelers before the impending border closures came into effect was urgent. This shed light on the challenge travel managers have faced for years — business travel program leakage and the dangers of


Corporate Travel Technology: 3 Travel Management Technologies Every Business Should Implement

New, industry-leading corporate travel t technologies are emerging all the time. We’ve also witnessed businesses  reinventing themselves to stay relevant  as the world changes around us. To continue future-proofing corporate travel programs, there are three key areas where travel managers should focus:


How the Pandemic Transformed Corporate Travel Programs

2019 started off like any other year: busy calendars, overbooked flights, sold-out hotels and a bustling meeting schedule. Business was booming and travel managers were busy. Their time was spent assisting travelers, negotiating contacts, managing rates, auditing itineraries, and other mundane tasks — Until everything stopped.

When the pandemic


In-person, Virtual & Hybrid Events: Has the M&E Landscape Changed Forever?

Many of us are eager for normal life to return. For working professionals, part of that normalcy consists of business travel and attending meetings and events in person. We’ve said it before, and we’ll say it again — nothing can replace face-to-face relationship building. After 1.5 years of Covid restrictions, handshakes, warm hugs from familiar


Corporate Travel Program Policy Types

A well-written corporate travel policy provides guidance for business travelers while helping organizations influence behavior, manage spend, utilize preferred suppliers, and keep travelers safe. Despite the numerous benefits a travel policy provides, travel managers still face policy compliance challenges.

How do you move the needle on


Updating Your Travel Program: 5 Corporate Travel Policy Best Practices

Once you’re familiar with the  three corporate travel program policy types – mandated, flexible, and hybrid – it’s time to decide what comes next. Do you need to make changes, and if so, what are the corporate travel policy best practices you should follow?

Before diving headfirst into policy changes, let’s take a step back to evaluate the entire


2021 Business Travel Predictions

The new year has arrived, and people from all corners of the earth are anxiously looking to move beyond the chaos and uncertainty brought about by COVID-19. As we know, due to widespread shutdowns and stringent health protocols, travel was a particularly hard-hit industry that’s poised to rebound as we progress through 2021. But, what will the

Get the latest from Traxo

Corporate travel management is a dynamic field. Join our mailing list to keep abreast of the latest news on Traxo products and key industry insights.