A corporate travel agency should be onboarded around booking authority, traveller information and the way changes are handled after ticketing. A competitive airfare quote does not establish that the agency can apply the company's policy or support a traveller outside office hours. Test the full request-to-reconciliation process before routing every trip through it.
A corporate travel agency should be onboarded around booking authority, traveller information and the way changes are handled after ticketing. A competitive airfare quote does not establish that the agency can apply the company's policy or support a traveller outside office hours. Test the full request-to-reconciliation process before routing every trip through it.
Identify who can request travel, approve options and authorise ticket issue. State the policy boundaries the agency must apply and how exceptions reach the designated approver. A traveller's preference should not automatically become a company commitment unless the person has the relevant authority.
Separate flight booking from accommodation, transfers, visa assistance or other services that may require their own scope. Do not assume every activity in an agency's catalogue is included in the corporate arrangement.
Agree the information required for each booking and the approved channel for sharing it. Have the relevant privacy and legal owners assess profile storage and access. Travellers should have a clear route to check the details that will appear on the ticket before issue.
Avoid copying sensitive documents to every bidder or placing them in broad email groups. The agency needs the information appropriate to the booking stage, not unrestricted access to unrelated employee records.
Use a representative trip to review the quoted itinerary, fare conditions, baggage and agency fees. Confirm how long an option is valid and what happens if price or availability changes before approval. Ask for the final issued-ticket evidence and a clear distinction from a provisional reservation.
For example, a traveller may approve a route while the company approver is still considering the cost. The agency should know which approval permits ticketing and how it communicates an expiring fare rather than issue first and seek authorisation later.
Record after-hours contacts, the process for reissue or cancellation and responsibility for tracking unused value or refunds where applicable. Review invoice references and the information needed to reconcile agency charges with the ticket transaction.
Retain the accepted policy, profiles process, approval map and first-booking findings. A useful onboarding arrangement leaves the traveller with clear support and the employer with a traceable purchasing decision, rather than treating every emailed itinerary as a completed and fully understood booking.
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