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How to Choose a Corporate Travel Management Partner That Actually Fits Your Business
Finding Your Ideal TMC Partner
When your business starts sending people across the country or across the globe travel costs add up fast. But it’s not just about the money. Without the right travel partner, you’re risking delays, frustrated travelers, and serious inefficiencies.
That’s where Corporate Travel Management Companies (TMCs) come in.
According to the Global Business Travel Association, corporate travel spending is expected to hit $1.48 trillion by 2024. That’s a huge investment and one that needs to be managed strategically.
In this guide, we’ll walk you through how to choose a TMC that fits your needs. From evaluating providers and creating an RFP, to understanding contract terms and planning for success, this is your roadmap to making a smart, confident decision.
Step 1: Figure Out What You Really Need
Before you get on a call with any travel provider or start reviewing platforms, take a minute to think about what’s actually important for your business.
No two companies book travel the same way. Some send teams to client sites every week. Others only travel for quarterly offsites or major conferences. So you can’t just look for “the best TMC” you need the best one for how you travel.
Look at How You’re Traveling Today
Start with the basics. Pull up your last 6 to 12 months of bookings and ask:
- How much are we spending, roughly?
- Do we travel more in-country or overseas?
- Are our trips usually planned ahead, or is it a lot of last-minute scrambling?
- Any patterns? Same routes? Same time of year? Same people?
You don’t need a full audit just enough to get a clear picture of your travel habits.
Decide What Actually Matters to You
This next part is where things get real. You’ll be tempted to say, “We want everything.” But if you try to prioritize everything, nothing gets prioritized.
So do a quick exercise. List your must-haves and rate them.
| Feature | Priority (1–10) | Notes |
|---|---|---|
| Cost control | Is saving 10% a must-have or a bonus? | |
| Booking tools | Do you want a full self-service option? | |
| Traveler support | 24/7 service? Dedicated account team? | |
| Reporting | What kind of visibility do you want monthly? | |
| Risk alerts | Do you need live tracking during trips? | |
| Sustainability | Are you tracking emissions or offsets? | |
| Integrations | Does it need to plug into your expense tool? |
Step 2: Research Market Leaders
Once you know what you need, it’s time to see who can actually deliver it. And here’s the catch: just because a TMC is big or well-known doesn’t mean it’s right for your business.
Think less “best overall” and more “best for us.”
American Express GBT – The Global Giant
Perfect if you’re running operations in multiple countries and need travel support to match. Their AI-powered Neo™ platform helps with smarter booking, and they’ve partnered with Crisis24 for risk management.
Pros:
- Reliable worldwide service
- Strong airline deals
- Great for companies with complex global needs
Cons:
- Pricey compared to others
- May feel heavy if you’re a smaller team
- Longer rollout time (3–6 months)
TravelPerk – Simple, Fast, and Friendly
If your company values user experience, fast booking, and flexibility this is your match. Their FlexiPerk program lets you cancel easily, and their support team is lightning fast.
Pros:
- Easy-to-use booking system
- Transparent pricing
- 7-second average response time
Cons:
- Limited high-touch service
- Mainly focused in Europe/US
- Not built for deep customization
FCM Travel – Flexible and People-Focused
Great for mid-sized companies who want tech without losing the human touch. They offer personalized service and regional flexibility.
Pros:
- Custom account support
- Solid duty-of-care tools
- Good balance between service and tech
Cons:
- Tech is still evolving
- Service quality can vary by region
- Implementation speed depends on your setup
Step 3: Create a Structured RFP Process
Now that you’ve narrowed down your list of TMCs, it’s time to put out an RFP. And no, it doesn’t have to be some 30-page legal document filled with jargon.
What you do need is a way to get clear, apples-to-apples answers from each provider so you can actually compare them.
What to Include:
- A snapshot of your company and travel habits
- What services you expect (support hours, VIP care, etc.)
- The tech features you need (mobile access, integrations)
- Transparent fee structure
- Risk and safety management expectations
- Any sustainability goals you want to hit
Use a simple scorecard that helps you compare side by side. You don’t need to over-engineer it just be honest about what matters most.
Step 4: Conduct Multi – Phase Evaluation
Once you’ve got responses in, go deeper.
Phase 1: Review the Docs
Read RFPs carefully. Look for real answers not buzzwords. Narrow down to a shortlist of 3–5.
Phase 2: Test the Real Thing
Ask for a walkthrough of a real booking scenario. Call their support line after hours. Try the app on your phone. Meet the people not just the sales team, but the ones you’d be working with.
Phase 3: Talk to Real Clients
Ask what surprised them. Ask what didn’t go well. Ask if they’d choose the same TMC again. And don’t just rely on provided references dig around on G2 or forums for real feedback.
Step 5: Secure Optimal Contract Conditions
This is where expectations turn into commitments. Get the service levels in writing. Set timelines. Clarify what’s included and what’s extra.
Key things to cover:
- Response time guarantees
- Fee breakdown (no surprises!)
- Performance benchmarks (adoption, savings, etc.)
- Data ownership and exit clauses
- Flexibility for changing business needs
Don’t gloss over the details. The contract is your safety net.
Step 6: Plan for Successful Implementation
A smooth implementation sets the foundation for long-term success:
Do this right:
- Get a clear timeline from your TMC
- Test the system before you go live
- Start small don’t roll out to the entire company on Day One
- Train your people properly, not just once
- Treat the launch like a product release: build awareness, share benefits, and prep for questions
A smooth start sets the tone for everything that comes after.
Step 7: Keep It Running Like a Program
Once the system’s live, don’t disappear.
- Schedule regular check-ins with your TMC
- Ask for reports but also listen to traveler feedback
- Track policy adoption and spot trends
- Review ROI every few months and adjust as needed
- Don’t be afraid to request changes as your needs evolve
A good TMC should grow with you not just serve you.
Conclusion:
By now, you’ve seen the range. Some TMCs are big and global. Others are nimble and focused. Some rely on tech. Others lead with people.
The right one? It’s the one that gets how your business moves and makes it smoother.
If they listen, adapt, and show up when it counts, that’s your partner. Don’t overthink it. Trust the fit.
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FAQs
Start by identifying your travel patterns, key priorities (e.g., savings, service, tech), and support needs. Then, compare providers based on their ability to meet those needs, conduct hands-on demos, and validate through client references before signing a contract.
A strong RFP should outline your company profile, travel spend, service expectations, technology requirements, pricing preferences, risk management needs, and sustainability goals. It should also include a scoring matrix to compare shortlisted providers.
Key benefits include cost savings, centralized booking and reporting, improved policy compliance, access to negotiated rates, 24/7 traveler support, and better risk and safety management especially for global or high-volume travel programs.
Ask about their technology capabilities, implementation timeline, support structure, data ownership policies, traveler satisfaction metrics, and how they’ve handled real-world travel disruptions or emergencies with other clients.
A reputable TMC uses real-time tracking tools, provides 24/7 emergency assistance, and integrates risk intelligence to keep travelers informed and protected. They also help businesses meet legal duty of care obligations by proactively managing risks, offering pre-trip advisories, and ensuring swift support during disruptions.
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