Burning Budgets and Losing Time: 7 Business Travel Mistakes to Avoid

Content

• Booking via B2C services
• Not controlling the budget
• Booking tickets and hotels at the last minute
• Only considering central hotels
• Manually collecting closing documents
• Missing out on the benefits of loyalty programs
• Refusing a transfer

Booking via B2C services

B2C platforms are not designed for business travel. They don’t allow you to create travel policies, auto-generate supporting documents, or complete expense reports after a business trip. In addition, many hotels catering to business travellers work exclusively  with enterprise platforms.

Not controlling the budget

Without clear rules on who can spend what on business travel, budgets can quickly spiral. Employees may book tickets and hotels at their own discretion, often choosing higher-priced options over more cost-effective alternatives.

To keep costs in check, the company’s travel policy should clearly define spending limits by department and role. It should specify how much employees can spend on flights, accommodation, and other travel-related expenses.

Using analytics helps track budget compliance. Booking reports and cost breakdowns reveal which trips stayed within limits, where overspending occurred, and how travel impacts  overall finances. This insight makes it easier to manage current spending  and plan more accurately for the future, especially in times of rising prices.

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Booking tickets and hotels at the last minute

Last-minute travel is sometimes unavoidable. There are occasions when a flight and hotel need to be booked today for a trip that starts tomorrow. But these situations should be the exception, not the rule.. Most business trips are planned in advance, so once the dates are confirmed, it’s best to make bookings straight away. Waiting until the last minute often leads to higher prices and limited availability, increasing stress and overall costs.

Only considering central hotels

Staying in the city centre might seem like the most practical option, especially for easier logistics. But it’s not always the most cost effective choice. In many cities, excellent hotels and apartments can be found just a short drive away and often offer similar standards at lower rates.

If staying in a specific area is important, apartments can be a smart alternative. They are usually more affordable than hotels, provide more space, and often include a kitchen and dedicated work area. This can be especially useful for longer business trips.

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Manually collecting closing documents

Collecting receipts, invoices, and bills at the end of business trips can be time-consuming and frustrating. If anything is forgotten or lost, it often means chasing  up hotels and waiting for scanned copies or originals by post.

To save time and reduce paperwork, it is best to use a specialized service. With Roundtrip, all closing documents are generated automatically and stored in your personal account. After the trip, you can download them instantly or forward them directly to your accounting department.

Missing out on the benefits of loyalty programs

Loyalty programmes can significantly reduce travel costs, but many companies overlook their potential. For instance, flight miles can be redeemed for upgrades, and loyalty points can be used to cover accommodation costs. Frequent guests at certain hotels may also gain status benefits such as discounted rates, complimentary breakfasts, or other perks. 

Refusing a transfer

Airport taxis can be costly, especially during peak hours, in unfamiliar cities, or in poor weather conditions. Yet employees often rely on them, leaving companies to cover the inflated costs. This leads to overspending and makes reporting more complicated.

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Booking a transfer in advance is a more efficient solution. With Roundtrip, it only takes a few clicks. You can choose the car class, enter the flight number, and add any preferences. The driver will meet you with a sign, assist with your luggage, and adjust for any delays. This reduces stress for employees and makes cost control easier, as all trips are logged in the company’s personal account.

To make business travel truly work for your company, it is essential to have a clear travel policy, transparent budget controls, and easy reporting. Roundtrip brings it all together in one platform, helping you stay organised and in control.

Planning business travel

Cover image: Photo by Andrea Natali on Unsplash