As corporate travel continues to grow in complexity, travel managers still face challenges. One of the most pressing questions is whether to rely on a traditional travel agency or embrace self-booking tools. According to a Global Business Travel Association (GBTA) report, 60% of companies have moved to online booking systems, while 40% still rely heavily on travel agencies. But is this shift a step in the right direction for your company? How do you know whether travel agency vs self booking options are the best choice for your organization?
In this blog, we’ll explore the pros and cons of travel agent vs online booking. We will provide insights on cost savings, efficiency, and personalization. This will help you make an informed decision that best suits your business’s needs. Whether you’re managing a small startup or a large enterprise, understanding which is better between travel agents and self-booking tools will empower you to streamline your travel program.
Travel Agency vs Self Booking: Understanding the Basics
Let us first understand what travel agents and self booking are before diving into the specifics:
Travel Agency
For decades, travel agencies have been the first port of call for booking business trips. They are small companies comprising of professionals who help people in booking travel and help them with all procedures.
These professionals, known as travel agents provide a true one-stop solution for scheduling flights, accommodations, and ground transportation. Whether during an emergency or complicated itineraries, they offer personalized assistance and expert insights.Â
Self-booking Tools
Self-booking tools, on the other hand, have emerged as a technology-driven solution. They allow employees to manage their travel plans independently. These platforms allow travelers to book flights, hotels, and car rentals online, giving them greater flexibility and control.
Typically, self-booking tools are integrated into a company’s travel policy to ensure compliance while allowing employees to choose options that suit their preferences.
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The Benefits of Using a Travel Agency
Now that we have a basic understanding let’s look at the advantages and disadvantages of travel agency vs self booking in a business travel context.
1. Expert Guidance & Personalization
While comparing travel agent vs online booking tool, one of the standout benefits is the personalized service. Travel agents have an in-depth understanding of the travel industry. Hence, they can provide customized itineraries tailored to the specific needs of your employees. Whether you’re booking a multi-leg international trip or a last-minute flight, a travel agent can offer valuable insights and ensure your trip goes smoothly.
2. Time-Saving
For busy travel managers, outsourced booking saves time. Delegating the same will allow a travel agent to research flights, hotels, and transport options for you. Thus, it gives you time to focus on priority business tasks and know that the travel arrangements are professionally taken care of.
3. 24/7/365 Support
Things such as sudden changes, cancelations of flights, or an emergency can occur. Through a travel agent, you get access to 24/7 support. This ensures that your employees get whatever assistance they require whenever they require it. This duty of care is critical, especially when traveling internationally or to unfamiliar destinations.
4. Negotiated Rates & Discounts
While comparing travel agency vs self booking, travel agents often partner with airlines, hotels, and other service providers. This means they can provide negotiated rates not necessarily available through online platforms. If your company frequently travels to certain locations or on specific airlines, a travel agent can get discounted rates your company could use. This saves money in the long run.
The Benefits of Using a Self-Booking Tool
1. Cost Savings
Cost-effectiveness is one of the principal contributors to why travel managers are turning to self-booking platforms. According to a recent study, companies that use self-booking tools can save 10-12% on travel costs. Since such platforms allow employees to compare real-time prices, better decisions will be made concerning airfare, accommodation, and other travel services.
2. Increased Control & Flexibility
Self-booking platforms give employees greater autonomy to choose their travels based on personal preferences. The filters are usually built in, allowing travelers to filter the options according to price, rating, or amenities. Employees can book their travel arrangements based on their personal choices. This provides cheaper options and ensures higher satisfaction levels.
3. Streamlined Processes & Automation
While comparing travel agency vs self booking tools, automation is a factor to be noted. Self-booking systems such as corporate tools streamline the traveling arrangements by integrating the travel with your company’s policy. Employees are automatically shown options that align with your guidelines.
Hence, compliance is ensured while the administrative burden is reduced. Additionally, expenses are typically linked directly to the system, making expense reporting much more straightforward.
4. Data Insights & Reporting
Self-booking tools often come with reporting features that allow travel managers to analyze trends, track costs, and gain insights into spending patterns. For travel agent vs online booking, this data can be invaluable when creating travel budgets.
It helps forecast future expenses or negotiate better rates with providers. With detailed reporting, you’ll have more transparency in your company’s travel spending, helping you optimize your travel program.
Travel Agency vs Self Booking: Cost Considerations
When evaluating travel agency vs self booking tools, cost is often a deciding factor. Let’s break it down:
Travel Agency Fees
Travel agents will generally charge a service fee for their expertise. This is variable according to the complexity of the trip and the amount of support required. Likewise, when your company regularly books international or corporate travel, the cost of using a travel agent may build up. Some travel agents may even give a discount on repeat business that would help offset the costs of using their services.
Cost of Self-booking Tool
Although self-booking tools generally do not charge service fees, the costs will vary depending on the platform that you have selected. Such platforms may charge a subscription fee, a per-booking fee, or be built into larger corporate travel management systems.
For travel agency vs self booking, self-booking may appear to be a more affordable option at first glance. But hidden charges can arise when travelers do not adhere to company policies. It can also rise when the platform does not provide support when things go awry.Â
Travel Agent vs Online Booking: Which is Better for Employee Satisfaction?
For travel agency vs self booking, employee satisfaction becomes very important. Travelers need flexibility and ease of use. Which is why self-booking platforms have become useful. Yet few employees still prefer the expertise and support a travel agent provides. This is especially true when traveling to new destinations or while managing complicated travel logistics.
Thus, organizations have adopted a hybrid business style whereby employees can book self-book online for nearby trips and also rely on their travel agent for assistance in complex arrangements.
Choose the Best Corporate Booking Tool Now
While the debate about travel agency vs self booking is a better option is increasing, a lot of companies are opting for a hybrid solution. A self-booking tool for routine travel bookings can empower companies with flexibility and control. For more complicated trips, or when employees need extra support, travel agents can step in to ensure everything runs smoothly.
However, a robust travel management software such a itilite does both. The itilite software offers a seamless booking experience where employees can easily book within 90 seconds. The SaaS-based travel and expense management software provides customized booking options from its extensive travel inventory.
Moreover, with our virtual travel assistant, you also save on travel expenses and get access to data insights and reports. Not just that, our expert support team provides 24/7/365 travel support irrespective of any situation.Â
To experience seamless travel bookings get a free demo now.
