What is a corporate travel consultant, and do you need one?

In the fast-paced world of business travel, companies have long relied on the expertise of corporate travel agents to manage their travel programs effectively. As the industry evolved, corporate travel consultants have also become increasingly popular.

Many companies find their teams are wasting valuable talent on repetitive, time-consuming tasks like clarifying policies, fixing bookings, and filing expenses. This ‘shadow work’, the essential but invisible tasks that drain time, keeps people from the jobs they were hired to do. Perk’s ‘The cost of shadow work’ report found that these tasks cost US businesses $564 billion each year.

While consultants are experts in managing these tasks, intelligent tech solutions now provide all-in-one platforms for an even more efficient alternative.

In this article, we will explore the distinct responsibilities of a corporate travel consultant, highlight the differences between a corporate travel consultant and a travel agent, and, most importantly, evaluate whether a corporate travel consultant or a travel management platform is the best option for your company.

What is a corporate travel consultant?

Person typing on a laptop with text bubbles: "Policy creation," "Strategy and planning," "Communication," and "Analyzing travel data."

A corporate travel consultant, also known as a business travel consultant, is an industry professional employed by a company to oversee and optimize their business travel program. These experts work closely with both travelers and management to ensure that all travel-related activities align with the company's goals, policies, and budget requirements.

While corporate travel agents primarily focus on executing travel arrangements, corporate travel consultants take on a more strategic and advisory role.

What does a corporate travel consultant do?

Corporate travel consultants possess a diverse skill set to address the multifaceted aspects of managing a company's travel program. Their responsibilities go far beyond simply booking individual flights and stays:

Crafting travel policies and procedures: Corporate travel consultants develop comprehensive policies and guidelines that govern employee travel. These policies ensure consistency, cost-effectiveness, and compliance with legal and safety regulations, as well as the travel needs of the business.

Negotiating contracts: With their industry expertise and networking skills, corporate travel consultants establish partnerships with airlines, hotels, and other travel suppliers to secure competitive rates and favorable terms for their company. These negotiated contracts can significantly reduce travel expenses.

Analyzing travel data: Corporate travel consultants leverage advanced analytics tools to analyze travel data and identify cost-saving opportunities. By monitoring travel patterns, expenditure trends, and performance metrics, they can make informed recommendations to optimize the travel program.

Ensuring policy adherence: Corporate travel consultants educate employees about the company's travel policies and guidelines. They work closely with travelers, providing guidance and support to ensure adherence to these policies and maximize the benefits of the travel program.

Providing travel reports and data insights: By generating comprehensive travel reports, corporate travel consultants offer valuable insights into travel expenditure, compliance rates, and traveler behavior. These reports help management make data-driven decisions and identify areas for improvement.

What's the difference between a corporate travel consultant and a travel agent?

Comparison chart of roles: Travel Agent tasks (e.g., booking, car rentals) vs. Business Travel Consultant tasks (e.g., policy development).

While the terms "corporate travel consultant" and "travel agent" are sometimes used interchangeably, there are crucial distinctions between these roles.

A travel agent, often employed by a travel agency or management company, primarily focuses on organizing specific travel arrangements for clients. They handle tasks such as

Organizing airfare

Booking hotels

Car rentals

Visas and health insurance

Managing reimbursements

Assistance with travel-related issues during the trip

A corporate travel consultant takes a more strategic and advisory role within a company. They are responsible for managing the entire travel program, including

Policy development

Supplier negotiations

Data and cost analysis

Ensuring policy adherence

While there may be some overlap in responsibilities, a corporate travel consultant offers a broader scope of expertise and acts as a strategic partner.

Travel agent

Corporate travel consultant

Focus

Tactical, reactive

Strategic, proactive

Key tasks

Booking flights, hotels, cars

Building policy, analyzing data, negotiating contracts

Scope

Booking a single trip

Optimizing an overarching travel program

How a corporate travel consultant aligns with your business

A consultant's true value emerges when they act as a central hub, helping to align the needs of different departments. They bridge the gap between your company's goals and your travelers' needs. Here are some of the ways that a travel consultant can support different aspects of your business;

Finance

Using previous trip data, a travel consultant can provide the data-driven insights needed for accurate forecasting and budgeting to ensure future trips are financially efficient, without creating restrictions for the traveler.

High-level reporting

Through reporting and analytics, a corporate travel consultant can answer strategic questions around travel planning and management, including which departments are overspending on travel and where there are opportunities to consolidate spend.

Duty of care

A travel consultant will help HR implement robust duty of care protocols, ensuring traveler safety and well-being are prioritized and monitored for the duration of the trip.

Policy creation and implementation

Creation of clear travel for work policies, including support and guidance to make sure they are easy to understand and follow.

Is a travel consultant the best option for my team?

While corporate travel consultants offer a range of advantages over agents, it's important to evaluate whether their services align with your company's needs and preferences.

In recent years, an increasing number of businesses have found that managing travel costs, policy, and data insights is more efficient and scalable using travel management platforms, like Perk, which help to streamline their travel processes. This shift is reflected in the expected growth of the travel management software market, where Fortune Business Insights estimates the global travel and expense management software market is projected to grow from $4.08 billion in 2025 to reach $9.78 billion by 2032.

These platforms can provide many of the same services as a travel consultant, plus many additional features. Perk’s all-in-one intelligent platform, for example, offers numerous benefits, including:

Negotiated rates with airlines and hotels to secure cost-effective options

Accessing a massive inventory of corporate accommodations, including hotel rooms, all within a single platform

Providing comprehensive travel reports and data analytics to optimize your business travel program

User-friendly booking that simplifies the process for employees

Defining and automating your travel policy guidelines and approval workflow for better compliance

Assisting with traveler support, including rearranging transportation and advising on safety measures for national and international travel

A customer care team for immediate assistance, 365 days a year, 24/7.

Ultimately, the choice between a travel consultant and a travel management platform depends on your company's specific requirements, budget, and desired level of control over the travel program. Book a demo to see how Perk can simplify travel management for your business.