Switching corporate travel providers is a significant decision for any organisation. While businesses often begin the process because they are looking for better service, improved technology, stronger support, or greater cost control, making the right choice requires a clear understanding of the current travel programme first.
Before approaching a new travel management company, businesses should take the time to audit their existing corporate travel spend. Without a detailed picture of how travel is currently being booked, managed, and paid for, it becomes difficult to identify genuine areas for improvement or measure the potential value of a new partnership.
A thorough travel spend audit provides the foundation for a successful transition. It highlights inefficiencies, uncovers hidden costs, identifies opportunities for savings, and helps businesses choose a provider that can genuinely support their future requirements.
Why Audit Corporate Travel Spend Before Switching Provider?
Many organisations decide to change travel providers because something is not working as effectively as it should.
Perhaps employees are frustrated with the booking process.
Maybe finance teams lack visibility over expenditure.
Supplier agreements may no longer deliver value.
Reporting may not provide enough insight.
However, these issues are often symptoms rather than the full picture.
An audit helps businesses understand the underlying challenges by analysing the complete travel programme, including booking behaviour, costs, supplier performance, compliance, and traveller experience.
Rather than switching based on assumptions, organisations can make decisions based on evidence.
Start With a Complete Overview of Current Travel Activity
The first stage of any travel spend audit is understanding the scale and structure of existing travel.
Businesses should review:
- Number of trips taken annually
- Main destinations travelled to
- Most frequently used routes
- Domestic versus international travel patterns
- Departments responsible for travel expenditure
- Average trip costs
- Seasonal fluctuations
This provides a clear baseline and helps identify where the majority of travel investment is currently focused.
For example, a business may discover that a small number of routes account for a significant proportion of total spend, creating an opportunity for better supplier negotiations or improved travel planning.
Analyse Where Bookings Are Being Made
One of the most important areas to review is booking behaviour.
Many businesses underestimate how much travel spend occurs outside approved channels.
Employees may book directly with airlines or hotels because they believe it is faster or easier, but this can reduce visibility and limit opportunities for savings.
During an audit, businesses should examine:
- Online booking platform usage
- Direct supplier bookings
- Travel arranged outside company processes
- Manual bookings handled internally
- Last-minute reservations
Understanding where bookings happen is essential for identifying gaps in the current travel management approach.
Review Total Travel Costs, Not Just Ticket Prices
A common mistake when assessing travel spend is focusing only on the visible booking price.
The true cost of business travel includes much more.
Organisations should consider:
- Airfare and rail costs
- Accommodation expenditure
- Ground transportation
- Booking fees
- Change and cancellation charges
- Administrative time
- Lost productivity caused by inefficient travel arrangements
A provider offering lower headline prices may not necessarily deliver better overall value if the wider service creates additional work or reduces flexibility.
Examine Supplier Performance
Supplier relationships play an important role in travel programme efficiency.
Businesses should review whether current suppliers are delivering the expected value.
Questions to consider include:
- Are negotiated rates competitive?
- Are preferred suppliers being used consistently?
- Do travellers have positive experiences?
- Are service issues being resolved effectively?
- Are contracts still aligned with business needs?
A travel provider should not simply arrange bookings; they should help businesses build a supplier strategy that supports cost control and traveller satisfaction.
Assess Current Reporting Capabilities
One of the biggest frustrations businesses experience with travel management is limited visibility.
Without accurate reporting, it becomes difficult to understand:
- Where money is being spent
- Which suppliers perform best
- Whether policies are being followed
- Which departments travel most frequently
- Where savings opportunities exist
Before switching provider, organisations should review the quality and usefulness of their current reports.
Are they easy to access?
Do they provide actionable insights?
Can finance teams use them for forecasting?
These questions help identify whether reporting capabilities need to improve.
Identify Policy Compliance Issues
Corporate travel policies are only effective when they are followed.
During an audit, businesses should analyse whether employees are booking within agreed guidelines.
This includes reviewing:
- Out-of-policy bookings
- Approval processes
- Preferred supplier usage
- Booking lead times
- Exception frequency
A high number of policy breaches may indicate that the policy itself needs updating, or that employees require better support when arranging travel.
Consider Traveller Experience
Cost control is important, but it should not come at the expense of employee experience.
A difficult travel process can create frustration, reduce productivity, and discourage employees from following company procedures.
Businesses should gather feedback on:
- Ease of booking
- Quality of support
- Response times
- Disruption handling
- Overall satisfaction
A successful travel programme should work well for both finance teams and travellers.
Review Duty of Care Processes
Traveller safety should be a key consideration during any travel provider review.
Businesses need to understand how effectively they can support employees when travelling.
An audit should consider:
- Traveller tracking capabilities
- Emergency support availability
- Risk communication processes
- Support during disruption
- Access to travel advice
A provider should give businesses confidence that employees are supported wherever they travel.
Evaluate the Current Level of Personal Service
Not all travel management providers offer the same level of support.
Large-scale platforms may provide automation and self-service options, but many businesses also value having experienced consultants available when travel becomes complicated.
At Harridge Business Travel, we understand that changing providers is about more than comparing systems and prices. Our approach focuses on building genuine relationships with clients, taking time to understand their current challenges, travel patterns, and future objectives before recommending improvements. With two dedicated consultants managing client relationships, businesses gain a consistent point of contact who understands their requirements rather than starting from scratch with every inquiry.
Calculate the Hidden Cost of Inefficient Processes
One of the most valuable parts of a travel spend audit is identifying costs that do not appear on invoices.
These hidden costs often include:
- Time spent by employees arranging travel
- Finance administration
- Manual reporting
- Booking errors
- Delays resolving issues
- Poorly negotiated supplier rates
A new provider should help reduce these inefficiencies, not simply replace the existing booking system.
Understand What You Need From a New Provider
An audit should not only highlight current problems – it should clarify future requirements.
Businesses should consider:
- Expected travel growth
- International expansion plans
- Reporting requirements
- Sustainability goals
- Traveller expectations
- Internal resource limitations
A provider that suits a small organisation with occasional travel may not be suitable for a growing business with complex international requirements.
Understanding future needs ensures the new partnership supports long-term objectives.
Compare Potential Providers Against Real Business Needs
Once the audit is complete, organisations can create a more meaningful evaluation process.
Rather than comparing providers based only on price, businesses should assess:
- Service quality
- Industry expertise
- Technology
- Reporting
- Supplier access
- Duty of care support
- Account management approach
The right provider should solve the specific challenges identified during the audit.
Build a Smoother Transition Plan
Switching providers does not have to disrupt business travel.
A structured transition plan should include:
- Transferring traveller profiles
- Communicating changes clearly
- Updating policies
- Training employees
- Testing booking processes
- Establishing account contacts
Experienced travel management companies can support this process by ensuring the move is carefully managed from the beginning.
Our team at Harridge focuses on making transitions straightforward by combining detailed planning with personal support throughout implementation. Our consultants work closely with businesses to understand existing processes, identify improvements, and ensure employees feel confident using the new travel programme from day one.
A Travel Spend Audit Creates Better Decisions
Auditing corporate travel spend before switching provider gives businesses the insight needed to make a confident decision.
It reveals where money is being spent, where processes are creating unnecessary work, and where a new travel management partner can add genuine value.
The goal should not simply be finding a different provider. It should be creating a better travel programme – one that improves financial visibility, supports employees, strengthens compliance, and delivers measurable long-term benefits.
By taking the time to understand the current state of corporate travel, businesses can approach provider selection with clarity and choose a partner that supports their ambitions well into the future.
FAQs
Why should businesses audit travel spend before changing providers?
Auditing travel spend helps businesses understand their current performance before making a change. It highlights inefficiencies, identifies cost-saving opportunities, reveals policy issues, and ensures organisations select a new provider based on genuine business needs rather than assumptions.
What information should be included in a corporate travel spend audit?
A comprehensive audit should review travel costs, booking behaviour, supplier usage, policy compliance, traveller experience, reporting capabilities, and administrative processes. Looking at the complete travel programme provides a more accurate picture than reviewing booking costs alone.
How can a travel spend audit identify savings opportunities?
An audit can reveal areas such as unused supplier discounts, inefficient booking behaviour, excessive last-minute travel, policy breaches, and unnecessary administrative costs. These insights help businesses understand where improvements could deliver better value.
Should businesses only focus on reducing travel costs when changing provider?
No. While cost control is important, businesses should also consider service quality, traveller experience, reporting, duty of care, and long-term support. The cheapest option may not always deliver the strongest overall value.
How does reporting help businesses evaluate travel providers?
Effective reporting gives organisations visibility over expenditure, supplier performance, booking patterns, and policy compliance. This information helps businesses measure improvements and make better decisions about their future travel strategy.
How long does it take to switch travel management providers?
The timeline depends on the complexity of the travel programme, but a well-planned transition can usually be managed smoothly. Factors such as traveller numbers, system requirements, policy updates, and communication plans all influence the process.
What should businesses look for in a new travel management provider?
Businesses should look for a provider that offers strong service, reliable reporting, experienced consultants, effective technology, supplier relationships, duty of care support, and an approach that matches their specific travel requirements.
How can businesses ensure employees adapt to a new travel provider?
Clear communication, simple processes, training, and ongoing support are essential. Employees are more likely to embrace a new provider when they understand the benefits and have access to help during the transition.
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