Choose best Travel Management Solution for your Business: Agencies, OTAs, and Beyond

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When you go into the market to get a product or service, you have a spectrum of options. Right? The same happens when you go out to find the right Travel Management Option for your Business and Employees.

With a spectrum of options available, from traditional travel agencies and online travel agencies (OTAs) to self-booking tools and SAP integration tools, it is challenging to find the right one.

The three pillars of finding the right travel management option for your business depend on:

  1. Efficiency
  2. Cost-Effectiveness
  3. Employee Satisfaction

Are you an HR Administrator, a Procurement Manager, or the CEO of a company that requires regular business travel? It can be challenging for you to choose the right option when there are so many out there.

This article aims to provide an easy comparison of these options, illuminating their pros and cons, and showcasing how a corporate travel management company like TaxiVaxi can blend these features to offer a unified yet optimal solution.

By understanding these pros and cons of each option, decision-makers can make informed choices that align with their company’s travel needs and policies.

Let’s discuss these options one by one. The first one, which is the most common, is pondering the option of travel agencies.

1. Travel Agencies

Traditional travel services still is a good travel management option for your business. These agencies offer personalised travel solutions that cater to the specific needs of businesses.

Let’s understand what the benefits and challenges might be if you opt for such agencies for your business travel needs.


  • Personalised Solutions: The first step for any travel agency is to understand the business objective, which includes the number of people involved, destination, and budget. They understand unique requirements and can customise travel itineraries that align perfectly with these objectives.
  • Expert Guidance: With their wealth of experience, travel agents offer invaluable insights into travel destinations, accommodations, and logistics. What this expert guidance would do for you and your employees is create a hassle-free experience that boosts employee satisfaction and the overall experience.


  • Higher Costs:. Personalisation often comes with a higher price tag. With additional expert guidance, a basic business trip can go out of the budget really quickly.
  • Less direct Control:  Working with the agencies sometimes means that you would lose direct control over each aspect of travel planning. But modern businesses require more hands-on control.
  • Time Efficiency: While travel agencies handle the intricacies of travel arrangements, the back-and-forth communication can be time-consuming.  These frictions in communication occur due to the multiple layers of approvals needed, policy adherence checks, and compliance checks.

While traditional travel agencies offer the advantage of personalized service and expert knowledge, but brings challenges with Costs, Control, and Time-Efficiency.

2. Online Travel Agencies (OTAs)

OTAs have redefined the landscape of travel booking. It brings convenience and variety to a single platform.

This digital solution would be beneficial for you as HR administrators and procurement managers who seek full control and efficient travel management solutions.

Let’s understand the pros and cons of OTAs:


  • Convenience at Your Fingertips: OTAs provide a user-friendly online platform where businesses can book flights, hotels, and transportation with just a few clicks. Such accessibility is invaluable to you and your business if you are seeking quick and hassle-free travel arrangements.
  • Wide Range of Options: One of the most significant advantages of OTAs is the extensive selection of travel options they offer. From budget accommodations to luxury hotels and economy to business-class flights, OTAs present a plethora of choices that have diverse preferences and budgets.


  • Lack of Personalised Service:  As one says, “Choosing one star in the sky dims the light of another in our gaze.”. While OTAs offer convenience, they lack the personalised touch that many businesses desire. OTAs lack the ability to ensure that each travel arrangement aligns perfectly with the specific needs and policies of the business.
  • Overwhelming Choices:  Due to the wide range of options available on OTAs, it can be overwhelming for you to make quick decisions, especially when adhering to corporate travel policies. Such a wide range of options costs time, and non-adherence to policy compliances, as discussed,.
  • Integration with Business Systems:  OTAs generally operate as standalone platform. Such platforms would not integrate with a simple plug-in way with a company’s internal systems.

3. Self-Booking Tools

Self-booking tools represent a significant shift in how businesses manage travel for their employees. Such tools empower employees to make their travel arrangements; these tools provide flexibility and control, but they come with their own set of challenges.

Let’s understand the challenges and benefits that these tools might bring to managing your company’s business travel.


  • Empowerment and Flexibility:  Self-booking tools increase employee satisfaction as they put the power of travel arrangements in the hands of the employees. Employees can choose options that best fit their preferences and schedules, which enhances the overall employee experience (EX), which is an important factor to keep an eye on.
  • Less Administrative Overload: The use of the self-booking tool reduces the workload of travel managers and HR administrators to manage the travel of their employees. Though they still have to validate the billings for compliance checks and trip details for adherence to the travel policy,.


  • Time-Consuming for Employees: Doing bookings for oneself can be a time-consuming task that distracts from core job responsibilities. This time will also increase if policy compliance also gets involved.
  • Challenges in Policy Compliance:  Policy mapping is the real challenge when it comes to self-booking tools. Ensuring that all bookings adhere to appropriate travel policies can be challenging, especially when employees are making arrangements independently.
  • Integration and Reporting: Self-booking tools might lack comprehensive integration with a company’s expense management and reporting systems. 

In essence, self-booking tools provide autonomy and potential cost savings but may lack efficiency and compliance. 

4. SAP Integration Tools

SAP integration tools bring a higher level of sophistication to your business travel management. Such tools are required when you have to incorporate travel processes into broader business systems.

Also, understanding how these tools operate and their impact on corporate travel is essential for decision-makers like you.


  • Streamlined Business Processes:  SAP tools come with different departmental processes, making them seamless. Hence, the travel process also gets integrated with other business functions. This integration ensures that travel data feeds directly into expense management, budgeting, and reporting systems.
  • Consistent and Accurate Data:  SAP tools provide real-time and accurate data, reducing the chances of errors and discrepancies. This is highly important for your business if it relies on accurate data for decision-making and financial reporting.


  • Complexity and Resource Intensity:  Implementation and maintenance are quite  complex and may require significant resources and training. You might hire a SAP developer with various expertise.
  • Potential Overheads:  If you are already using any SAP integration across the different departments, you might know the cost and effort of setting up and maintaining SAP tools. The cost and efficiency can be substantial if you have a small or medium-sized business.
  • Adaptability and User-Friendliness:  People who are certified SAP users can know the system better; therefore, it can be less intuitive for users unfamiliar with such systems.

Overall, while SAP Integration Tools offer robustness and integration, they may present challenges in complexity and user experience. 

If you are a small or medium-sized company, then you are pondering over the options. You can partner with a travel management company like TaxiVaxi Corporate, which offers a complete solution under one roof.

TaxiVaxi addresses many of the limitations inherent in other options and methods of managing business travel.

Let’s see how TaxiVaxi, through their services and expertise, provides significant advantages in managing the travel of your employees.

  • Cost-Effectiveness:  While travel agencies offer personalised service, they can be costly. A management company specialising in corporate travel provides competitive rates and deals because of their contractual tie-ups and negotiation power.
  • Customised and Integrated Solutions:  Unlike OTAs, which offer convenience but lack personalisation, TaxiVAxi provides tailored solutions and makes sure that the service aligns with corporate travel policies.
  • Efficiency and Policy Compliance: Overcoming the time-consuming nature of self-booking tools, these companies streamline the booking process and ensure compliance with company travel policies, thereby reducing the administrative burden on employees.
  • Simplicity and User-Friendliness: Addressing the complexity of SAP integration tools,  
  • Expertise in Travel Logistics: With specialised knowledge and experience, TaxiVaxi handles all aspects of travel logistics, from bookings to itinerary changes, ensuring a smooth travel experience.
  • 24/7 Support and Crisis Management: By providing round-the-clock support, we are equipped to handle any travel-related emergencies, offering peace of mind to travellers and companies alike.
  • Data Analytics and Reporting: By offering advanced analytics and reporting features, businesses can gain valuable insights into travel spending, trends, and opportunities for further optimisation.


Choosing the right travel management solution for your business requires a careful analysis of the company’s unique requirements and goals. Each option comes with its own benefits and challenges.

TaxiVaxi Corporate, a business travel management company, provides a complete, efficient, and affordable solution by integrating the finest features of both traditional and modern travel management.

TaxiVaxi can help their employees have a productive, trouble-free and smooth corporate travel experience.