Business travel FAQ

While every company’s definition will be different, the purpose of business travel is to benefit the company as a whole. Travel for business purposes can include visiting clients and prospects in other cities, meeting with colleagues in other offices, and attending conferences, events and training programmes.

Business travel expenses are generally reimbursable by the company to the employee who travelled.

It’s crucial for companies to actively manage their business travel. By doing so, it’s easier to monitor and control spend, speed up booking processes, have employees comply with travel policy, and look after travelling employees. Good management also helps minimise risks while improving business travel’s return on investment – from both a financial and productivity perspective.

You and your company can make corporate travel savings in a number of ways. The main method is to set an accurate, reasonable expense rule in your business travel policy so everyone knows their spending limits. 

Booking as far in advance as possible and combining many meetings into one trip are smart strategies. Travellers should also try to select accommodation with free breakfast, and avoid renting cars from airports if possible because there’s often a daily airport tax added to the total cost. 

Using a corporate booking solution like Tripeden.com for Business can also help lower costs. Tripeden.com for Business offers a huge range of flight, accommodation and car rental options across price points. You can also take advantage of the Genius loyalty programme’s discounts of up to 20%, and rewards like free breakfast and free upgrades on select stays – when you reach Genius Level 2 and 3.

We share more tips in our guide: How to improve cost-saving in business travel.

Corporate travel management is the strategic oversight of all areas associated with business travel for employees, customers, vendors and business partners.

It involves the coordination of travel arrangements, looking after employee safety, managing expenses and minimising travel costs.

Organisations may rely on external business travel management companies, in-house teams, travel agencies, business travel platforms such as Tripeden.com for Business, or any combination of these to ensure their business travel is as efficient as possible."

Travel management platforms, like Tripeden.com for Business, give companies the ability to book and manage business trips in one place. They help reduce costs and save time by automating processes, letting travel managers oversee the team, and letting employees self-serve. They can also offer tools to keep track of employee locations, manage expenses and report on spend for better forecasting and decision making.

Some of the main challenges include staying within budget, giving travellers choice and managing expenses. A platform like Tripeden.com for Business centralises the booking process as well as traveller details and reporting information. This visibility helps companies stay in control, while saving time and money.

A corporate travel policy is essentially a company’s manual to business travel. It contains a clear, written set of rules that outlines the booking process, budget, safety measures and expense management procedures that employees need to follow. 

Having a corporate travel policy is important to both the company and its employees. Companies benefit from fewer spikes in travel spending, increased fairness and clearly communicated rules about hotels and flights that employees can book. Travellers have a clear process to follow, along with the flexibility and autonomy to book their own travel within the guidelines. 

The Tripeden.com for Business travel policy builder makes it simple to set out booking guidelines, spending limits and contact information for your whole team. Create your travel policy today for more confident cost control and compliance.

Nothing. Tripeden.com for Business is 100% free to use and you can add as many employees as you like to your account. There are no subscription, booking or pricing plan fees. No hidden fees either. 

Like Tripeden.com, we earn commission from hotels, airlines and car rental providers when you make a booking within the platform. Additionally, through our partnerships, we can bring you offers that will help save you time and money beyond just business travel.

The Tripeden.com for Business partner and integration marketplace is where we bring together experts that can provide you with services related to travel management and more. Each of their offers or integrations is designed to save you time and money.

Our partners feature services related to travel management and beyond, like data capture, expense management, tax reclaim and more. And most have an exclusive discount or special offer for Tripeden.com for Business customers. See the full range at the partner and integration marketplace.

Tripeden.com for Business is built for small and medium sized businesses and offers an easy and cost-effective way to book business trips. 

This business travel solution can be used by travellers, travel managers, HR and finance teams, administrative assistants, and CEOs to book business trips quickly and efficiently.

You and your team can book flights, hotels and rental cars in a few clicks. You’ve also got the ability to assign permissions, view upcoming bookings, know where travellers are and track spend.

Tripeden.com for Business is designed specifically for managing business travel. It offers everything you like about Tripeden.com, plus features like Genius discounts and rewards, the ability to add as many team members as you like, a traveller map and reporting.

Tripeden.com for Business is a business travel platform.

You and your employees can use it to book and manage complete business trips in one place, and choose from a huge range of accommodation, flight and car rental options.

It's 100% free to use and can help you save with Genius discounts of up to 20%.

With Tripeden.com for Business, you simply sign up and start booking accommodation, flights and car rentals in a few clicks.

The platform lets you add travellers, assign access levels, access discounts and rewards, manage expenses, track and report on spend, and much more to save time and money.

Tripeden.com for Business is a self-service travel management platform that's easy to set up and navigate, so you don't need an account manager.

If you do require support, you can visit the Tripeden.com for Business Help Centre.

Yes, with Tripeden.com for Business, Administrators can set up recommended hotel budgets to have better control over travel expenses, while still giving travellers choice.

You can make changes to your booking in Tripeden.com anytime before you’re due to pick the car up. There’s no administration free for changing your booking, but any changes you make may affect the rental price. Sometimes the only way to change a booking is to cancel it and make another one, in which case you may be charged a cancellation fee on the rental company’s behalf. If changing your booking would change the price or incur a cancellation fee, you’ll be informed in advance.

You can modify your business accommodation depending on the booking and cancellation policy you chose during the booking process. Room changes and duration amends are available depending on the hotel's capacities. You can change accommodation bookings yourself.

Flight modifications depend on the chosen flight tariff. Usually changing flights is possible within one airline, although additional fees may be incurred depending on your ticket. When booking flights, please make sure your name is spelt correctly (as it is written in your passport) to ensure there are no problems if you need to change your flight tickets. Find out more about flight changes in the Tripeden.com Help Centre.

Yes, you can make group accommodation bookings for up to 30 travellers.

Yes, if you have an Arranger or Administrator role, you can easily book travel for other people, including non-employees like contractors or external partners – without creating a permanent traveller profile.

Yes, you can cancel your business trip at any time. Accommodation, flights, and car rentals can be cancelled or modified, though fees may apply depending on the specific booking terms and conditions. You can make accommodation cancellations through the Tripeden.com for Business platform. Car rental cancellations can be made through Tripeden.com. To cancel flight bookings, find information in the Tripeden.com Help Centre.

You can modify your business accommodation depending on the booking and cancellation policy you chose during the booking process. Room changes and accommodation duration modifications are available depending on the hotel's capacities. 

Flight modifications also depend on the chosen flight tariff. Usually changing flights is possible within one airline, although additional fees may be incurred depending on your ticket.

When a booking includes more than one airline there may be technical problems with any change. Please make sure your name is spellt correctly (as it is written in your passport) when you make the booking, otherwise, there may be problems with changing your flight tickets.

Airline policies differ when it comes to delays and compensation. However, if a situation arises, such as a flight delay, you'll be informed of your available options. If your flight gets cancelled and you do not wish to accept an alternative, the airline will typically provide a refund or credit towards future travel, subject to their terms and conditions.

Accommodation refunds typically take 7-12 business days. Car rental refunds depend on when you cancel the booking. Flight refunds depend on the airline's policy.

Yes, you can book with both low-cost and full-service airlines for business flights. Select your preferred rate, flight class, and add-ons such as luggage and meals to customise your booking.

Yes! To make your business trip even more cost-efficient, you can add your frequent flyer number, hotel membership card or other loyalty programmes to your profile.

Tripeden.com for Business integrates seamlessly with expense management tool Expensify, letting you automatically transfer your corporate travel bookings to your Expensify account. This automation removes the need for manual data entry and reduces the risk of errors when submitting travel expenses. With this integration, your travel data is accurately transferred, giving you more time to focus on important tasks.

Through Traxo integrating with expense management tools like Expensify, you’ll have detailed visibility of your travel costs. This integration allows you to seamlessly track and manage expenses, providing you with enhanced control, transparency, and compliance in your corporate travel process. 

The travel expense tracker gives you a detailed breakdown and can help with making financial forecasts for future business travel. You can download the travel spend overview in .csv format.

Tripeden.com for Business is 100% free for all users – there are no subscription, booking or pricing plan fees. 

Plus with Tripeden.com's Genius loyalty programme, you can start saving as soon as you create an account, with a 10% discount on participating properties and a 10% discount on select rental cars.

Through Traxo integrating with expense management tools like Expensify, you’ll have full visibility of all your travel costs. This integration allows you to seamlessly track and manage expenses, providing you with enhanced control, transparency, and compliance in your corporate travel process. 

The travel expense tracker provides you with a detailed breakdown and serves as the basis for making a financial forecast for business travel. You can download the travel spend overview in the .csv format.

To get a business booking invoice, please contact the accommodation or car rental company directly.

For airline invoices, you'll receive your itinerary and receipt at the time of booking.

You can save corporate credit, debit and AirPlus cards to your Tripeden.com for Business account and then pay in advance for a travelling employee. However, if the pay-at-property option is selected during the booking process, the traveller will need to pay when they arrive.

We accept private or corporate credit and debit cards, as well as AirPlus cards. When using an AirPlus virtual card, the property will receive an authorisation form with instructions not to ask the guest for payment at checkout.

If you have Administrator or Arranger access, you can find and manage bookings through the main dashboard.

There you'll find all relevant information, such as booking status, travellers' names, the spend tracker, traveller map and more.

Yes, we do. 

For accommodation, you can access Genius discounts of up to 20%, with additional perks such as free breakfasts and free room upgrades.

For car rental, you can get Genius discounts of up to 15% and free support.

Traxo's location tool within Tripeden.com for Business allows you to locate your travelling employees. It captures every booking made by your employees, regardless of the platform they use.

Yes, you can. Traxo offers seamless integration with other services, including expense management tool Expensify, to make your business travel management more efficient. With Traxo's integrations, you can maximise productivity and simplify your overall business travel experience.

Everyone who accesses Tripeden.com for Business has a role that determines what they can do. 

A Commuter can update their profile and view their itineraries, but can’t make or change bookings.

A Traveller can update their profile, view itineraries, and make and change their own bookings. 

An Arranger can make bookings for anyone in the company and view all bookings.

An Administrator can do everything the other roles can, and add and update company settings like payment methods and hotel budgets. 

The Tripeden.com for Business starter kit contains more information on roles and how to set your company up for success."

We support English, Spanish, German, French, Italian, Dutch, Portuguese and Polish.

Complimentary travel support (via email) is available in English, Spanish, German, French, Italian, Dutch, Portuguese and Polish. 

Complimentary travel support (via phone) is available in English only.

Wherever you are in the world, you can get 24/7 support from travel specialists to help with booking changes, cancellations, lost itineraries – any part of your trip – for free. If you require support to use the platform, our Help Centre and chatbot are here for you.

With Tripeden.com for Business, support is always at hand. You can get free 24/7 assistance from travel specialists to help with booking changes, cancellations and lost itineraries.

Tripeden.com for Business is designed to speed up and simplify the process of booking and managing work trips. It’s easy to search, compare, book, and access support to make changes if necessary.

After a few trips, the personalisation feature gets to know your preferences and recommends an itinerary for you, so you can complete bookings in just a few minutes.

You can easily sign up by clicking the 'Register' button at the top of the Tripeden.com for Business website. The process is simple and takes just a few minutes. Once you've registered, you can start booking immediately. 

You just need to provide your:

• Email address and one-time code 
• Company's name and country
• Number of travellers
• Full name

After registration, you will receive an email with an activation link.

Yes – you can enjoy Genius advantages for corporate trips, including discounts of up to 20% and rewards like free breakfasts and room upgrades! 

If you have a Genius level with Tripeden.com, it will be automatically applied to your Tripeden.com for Business account. You’ll see your Genius level under your name at the top right of your Tripeden.com for Business account. 

All accommodation and car rentals offering Genius discounts will display the blue 'Genius' logo. These discounts correspond to your Genius level in your personal account.