How a Travel Management Company Transforms Business Travel Cuts Business Travel Costs

Are spiraling business travel costs impacting your bottom line? In today’s competitive landscape, managing corporate travel efficiently is crucial for financial health. Businesses often grapple with hidden fees, inconsistent booking, and a lack of transparency, leading to unnecessary expenditure. This guide reveals precisely how partnering with an expert Travel Management Company (TMC) like arrangeMY can unlock substantial savings, streamline operations, and bring unparalleled transparency to your travel expenditure. As a travel management company, arrangeMY can revolutionise your company’s travel budge through:

Using our global partnerships and buying power that can immediate discounts

Partnerships with Global Buying Power for Immediate Discounts

Cost saving, we will negotiate rates on your behalf. We know about the latest offers, and we have the knowledge of which avenues to check and what to avoid. Because we are part of a consortia of travel experts, you will benefit directly from access to the best fares as a result of group buying power. One of the most immediate financial benefits of a travel management company is access to preferential rates. The collective purchasing power can lead to substantial reductions, often saving businesses an average of 10-30% on overall travel spend compared to unmanaged programs. Unlike individual bookings, a travel management company manages significant travel volumes, allowing them to:

• Secure better deals with airlines, hotels, and car rental companies that are often unavailable to the general public or individual businesses.
• Tap into a wider pool of options, including negotiated corporate rates and unpublished fares, ensuring you always get the best value.
• Most travel management companies rely on technology to continuously monitor prices, automatically rebooking if a lower rate becomes available, giving you maximum savings.

Managing Policy Compliance to Curb Unnecessary Spending

Most companies we speak with have a member of staff booking travel arrangements in addition to juggling their main role; sourcing these requirement is not only time consuming but also stressful. We have expert knowledge of where to look for various travel requirements, can hold options and will work within an agreed turnaround time. Working with a travel management company like arrangeMY ensures your travel policy is adherence to consistently, acting as a financial guardian, preventing wasteful spending, which enables your staff to be more productive with their time whilst maintaining authority of final decisions.

Streamlining all travel needs through one booking channel will benefit:

1. the traveller – as client profiles will record passport details and personal preferences avoiding human error, repetition when making bookings and ensuring that staff keep within company policy
2. finance – as all payments are consolidated and invoiced together, avoiding credit card fees and numerous expense claims
3. management – with duty of care and corporate responsibility of staff, enabling them to track where any employees are at any given time

Without a structured approach, employees might book outside of approved guidelines, leading to inflated costs. A travel management company helps you enforce your travel policy effortlessly:

• Our booking platform embeds your company’s travel policy directly into the booking process, guiding employees to compliant choices.
• Implement custom approval processes for out-of-policy bookings, ensuring tighter control before expenses are incurred.
• Gain complete oversight of who is booking what, empowering you to address non-compliance and reinforce cost-saving behaviours.

Maximising Efficiency & Reducing Hidden Costs

Time is money, and inefficient travel management can drain significant resources. A travel management company streamlines operations, reducing “soft costs”:

• From initial booking to final expense reconciliation, technology minimises manual tasks, freeing up administrative staff.
• Receive one simplified invoice for all travel expenses, drastically cutting down on processing time and errors compared to multiple vendor bills.
• Quick, easy booking and prompt support mean employees spend less time on travel logistics and more time on productive work.

This improved efficiency translates directly into operational savings, often overlooked but highly impactful.

Strategic Data & Reporting for Smarter Budgeting

Knowledge is power when it comes to cost control. A travel management company provides invaluable insights into spend analytics provide detailed reports on where, when, and how your travel budget is being spent. The team at arrangeMY can help you identify cost-saving opportunities with data analysis that can pinpoint trends, and choose preferred suppliers, and areas for further negotiation or policy adjustments.

the team can also help you to forecast future spend with the use of historical data and expert insights to create more accurate travel budgets and financial forecasts. These data-driven decisions allow your business to optimise spending continuously.

Unlocking VAT Reclaim Opportunities

Most businesses unknowingly miss out on significant savings through unrecovered VAT on international travel. A travel management company with specialised expertise can:

• Systematically pinpoint all recoverable VAT from flights, hotels, and other travel-related services across different countries.
• Handle the complex paperwork and submission process, ensuring maximum reclaim with minimal effort on your part.
• Turn a complex administrative task into a consistent source of financial recovery.

Crisis Management & Duty of Care: Preventing Costly Disruptions

Unexpected disruptions can lead to significant unbudgeted costs and safety concerns. A travel management company like arrangeMY provides peace of mind and proactive support:

• 24/7 global support gives you access to experts who can assist travellers worldwide, around the clock, with re-bookings, emergencies, and itinerary changes.
• Traveler tracking allows you to know where your employees are at all times, crucial for rapid response during unforeseen events.
• Risk mitigation proactive alerts for travel advisories and a robust plan to manage and resolve disruptions efficiently, minimising additional expenses from stranded travellers or extended stays.

Preventing even one major travel disruption can save your company thousands in unexpected costs.

Expert Advice & Ongoing Account Management

A travel management company isn’t just a booking tool; it’s a strategic partner. Working with arrangeMY for your corporate travel needs give you a dedicated account manager that provides personalised support and advice tailored to your specific business needs and goals. You get access to unrivalled industry expertise that allows you to benefit from up-to-date knowledge on travel trends, regulations, and best practices. Work with your travel management company to continually review and refine your travel program for ongoing savings and efficiency.

At ArrangeMy, account management is complimentary. You will receive the added value of a senior member of the company whose role it is to analyse patterns and identify where savings can be made. They have established relationships with airlines and hoteliers and can negotiate rates on your behalf. In addition to this you benefit from direct access to Management Information reports. And the cost to all the above? A small booking fee which is countered out by the savings you will receive in time and cost; as well as peace of mind as ArrangeMy is available to your employees 24/7

We aim to meet with all of our new and prospective clients before any arrangements are made so we discuss your requirements fully. If we are aware of your travel needs, and where you want to be in 3 years, then we can make suggestions based on our 25 years’ experience; we can even help write a travel policy with you! We’re here for the long term – to work with you

A recent new client recently said: “I am a great believer in giving compliments where they are deserved and I just wanted to let you know I shall be recommending your Company to everyone I know. You should be proud of your staff and to my end, they make life so much easier as they take the slog of trying to find information out. Please pass on my good wishes and thanks to all concerned. I am so glad you came to see me a few months ago”

Ready to Unlock Your Company’s Travel Savings Potential?

Don’t let unmanaged travel expenses impact your profitability. By leveraging the expertise, technology, and buying power of a dedicated Travel Management Company, your business can achieve significant cost reductions, streamline operations, and ensure a safer, more efficient travel program. Contact arrangeMY today for a free travel spend analysis and discover precisely how much your company could be saving.

Written by Gemma Ryder Head of Bids and Account Management at arrangeMY.

Published: Jul 27, 2015

Updated: 22 Jul 2025