As businesses increasingly recognize the importance of streamlined travel management, the demand for sophisticated travel management software (TMS) continues to rise. In 2024, companies seek tools that not only facilitate booking and expense management but also enhance employee well-being, ensure compliance with corporate travel policies, and integrate seamlessly with other enterprise systems.

Key Features to Consider in a Travel Management Software

1. Enterprise-Grade Security

Security is paramount when it comes to managing corporate travel. Look for software that offers SOC II certified security protocols to ensure the protection of your company’s sensitive data. This certification demonstrates that the provider adheres to stringent security standards, safeguarding against data breaches and unauthorized access.

2. Extensive Travel Inventory

A comprehensive travel inventory is crucial for providing employees with the best options for flights, hotels, and rental cars. Ensure that the TMS you choose gives access to a wide range of travel services, allowing your team to select the most cost-effective and convenient options available.

3. Seamless Integrations

Integration with existing enterprise systems is vital for maximizing efficiency. The best TMS solutions should integrate with tools such as Microsoft Entra, Okta for SSO, QuickBooks for accounting, and SAP Concur for expense management. Routespring, for instance, offers seamless integration with these and other popular platforms, ensuring smooth data flow and operational efficiency.

4. Automated Expense Management

Automating the expense management process saves time and reduces errors. Features like auto-syncing transactions with accounting software, feeding receipts to expense management tools, and automating cost recovery on nonrefundable tickets can significantly cut down on administrative work. Routespring excels in this area by offering robust automation capabilities that streamline the entire expense management process.

5. In-App Approvals and Notifications

Streamlined booking processes with automated approvals can greatly enhance the travel management experience. Look for software that allows in-app approvals and notifications, making it easier for managers to approve travel requests promptly and for employees to receive updates in real-time. Routespring’s integration with Slack and MS Teams facilitates quick and efficient approval processes directly within these platforms.

6. User-Friendly Interface

A user-friendly interface is essential for encouraging employee adoption and minimizing training requirements. The TMS should offer an intuitive design that simplifies the booking and expense reporting processes. Routespring is recognized as the #1 easiest-to-use travel management platform, ensuring that users can navigate the system effortlessly and manage their travel with minimal hassle.

7. On-Demand Assistance

Access to 24/7 support is crucial for handling last-minute travel changes and emergencies. Choose a TMS that offers on-demand assistance via multiple channels such as text, email, or phone. This ensures that your employees can get the help they need anytime, anywhere. Routespring provides comprehensive support at no extra charge, ensuring a smooth travel experience for all users.

8. Customizable Travel Policies

Every company has unique travel policies that must be adhered to. Ensure that the TMS you select allows for the customization of travel policies to fit your organization’s specific needs. This includes setting spending limits, preferred vendors, and compliance requirements. Routespring’s platform is designed to accommodate diverse travel policies, making it easier to enforce compliance and control travel expenses.

9. Employee Empowerment

Empowering employees to manage their own travel can improve satisfaction and productivity. Look for features that allow employees to book their travel, earn loyalty points, and access travel itineraries and support services. Routespring enables employees to handle their travel arrangements independently while providing tools and resources to make their experience seamless and enjoyable.

10. Eliminate Reimbursement Hassles

Managing out-of-pocket expenses and reimbursements can be a major administrative burden. Opt for a TMS that eliminates the need for reimbursements by enabling direct billing and centralized payment methods. Routespring allows companies to use central billing options, eliminating out-of-pocket expenses and significantly reducing administrative overhead.

11. Cost Recovery on Nonrefundable Tickets

Travel plans often change, leading to nonrefundable tickets and wasted costs. A good TMS should offer features to recover costs from unused credits automatically. This not only saves money but also optimizes travel budgets. Routespring’s automated cost recovery feature helps businesses maximize their travel spend efficiency.

12. Real-Time Data and Reporting

Access to real-time data and comprehensive reporting capabilities is essential for making informed decisions. Look for a TMS that provides detailed analytics on travel expenses, compliance, and employee travel patterns. This information is crucial for optimizing travel policies and budgets. Routespring’s platform offers robust reporting tools that give insights into various aspects of corporate travel, helping businesses make data-driven decisions.

13. Easy Onboarding

The transition to a new travel management system should be as smooth as possible. Choose a TMS that offers easy onboarding processes, including preconfigured accounts and minimal setup requirements. Routespring provides a preconfigured account setup, allowing businesses to start using the platform immediately without the need for extensive sales calls or product demos.