What is a corporate travel consultant & 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. However, as the industry evolves, business travel consultants – also known as corporate travel consultants – have become an increasingly popular solution.

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 British businesses £128 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 business travel consultant, highlight the differences between these and travel agents, and, most importantly, evaluate whether a business travel consultant or a travel management platform is the best option for your company.

What is a business travel consultant?

Person typing on a laptop with colorful labels: Strategy and planning, Policy creation, Communication, and Analysing travel data.

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

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

What does a business travel consultant do?

Business 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: They 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, business travel consultants establish partnerships with airlines, hotels, and other travel suppliers to secure competitive rates and favourable terms for their company. These negotiated contracts can significantly reduce travel expenses.

Analysing travel data: These types of consultants leverage advanced analytics tools to analyse travel data and identify cost-saving opportunities. By monitoring travel patterns, expenditure trends, and performance metrics, they can make informed recommendations to optimise the travel program.

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

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

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

Comparison chart showing responsibilities of a travel agent and business travel consultant, with tasks listed under each role.

While the terms "corporate travel consultant", “business 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 organising specific travel arrangements for clients. They handle tasks such as:

Organising airfare

Booking hotels

Car rentals

Visas and health insurance

Travel policy compliance and duty of care

Managing reimbursements

Assistance with travel-related issues during the trip

A business 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 consultant offers a broader scope of expertise and acts as a strategic partner.

Travel agent

Business travel consultant

Focus

Tactical, reactive

Strategic, proactive

Key tasks

Booking flights, hotels, cars

Building policy, analysing data, negotiating contracts

Scope

Booking a single trip

Optimising an overarching travel program

How a business travel consultant aligns with your team

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 travellers' 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 traveller.

High-level reporting

Through reporting and analytics, a 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 traveller safety and well-being are prioritised and monitored for the duration of the trip.

Policy creation and implementation

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

Is a travel consultant the best option for my team?

While business 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 can be seen 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 US dollars (£3.12 billion) in 2025 and reach $9.78 billion (£7.49 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 optimise 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 traveller 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.