December 13, 2024
Travel Management Companies (TMCs) need robust, feature-rich software to streamline operations, maintain compliance, and deliver exceptional client experiences. The right TMC software not only optimises internal workflows but also drives profitability and enhances customer satisfaction.
Here, we break down the top 10 must-have features in modern TMC software, highlighting how these capabilities address industry challenges and enable TMCs to exceed client expectations.
Managing corporate travel often involves coordinating multiple bookings, policies, and stakeholders. Modern TMC software should offer end-to-end project management capabilities, allowing TMCs to oversee every aspect of a booking or travel request from initial inquiry to final reporting.
Why it’s essential: With comprehensive project management, TMCs can streamline their workflows, reduce manual errors, and ensure consistency across all bookings. Features like task tracking, automated updates, and centralised dashboards can ensure that nothing falls through the cracks, even for complex itineraries involving multiple travellers.
Example use case: A TMC handling travel for a multinational corporation can use project management tools to coordinate international flights, accommodations, and visas, ensuring seamless execution for a high-profile business conference.
First impressions matter, especially when presenting travel options to clients. TMC software with dynamic, digital proposals enables users to create visually appealing, interactive proposals that clearly showcase itineraries, costs, and value-added services.
Why it’s essential: Dynamic, digital proposals make the sales process faster and more efficient by providing clients with a professional, easy-to-understand overview of their options. These proposals can include detailed visuals, quick approvals, and built-in pricing transparency, leading to higher client satisfaction and quicker decision-making.
Example use case: A TMC pitching a travel package to a potential client for an incentive trip can use dynamic proposals to present multiple options with interactive features, allowing the client to customise their preferences in real time.
For group travel, meetings and events, collecting attendee details is often a logistical challenge. TMC software should include online registration forms that allow participants to submit their information, preferences, and special requirements seamlessly.
Why it’s essential: These forms save time for both the TMC and the client by ensuring accurate data collection from the start. By automating the process, TMCs reduce errors and ensure compliance with traveller preferences and policies.
Example use case: A TMC coordinating travel for a sales conference can use customisable registration forms to collect attendee details such as dietary restrictions, seating preferences, and flight choices.
For events and group travel, an onsite check-in system ensures that the attendee experience begins smoothly. This feature allows you to track attendance, manage last-minute changes, and ensure security at event venues.
Why it’s essential: Efficient check-ins reduce wait times and provide a professional touch to the attendee experience. They also offer real-time data on who has arrived and highlight any potential no-shows, helping organisers make quick decisions.
Example use case: A TMC organising a product launch event can use onsite check-in to ensure all invited guests are accounted for and receive personalised welcome packets upon arrival.
Travelers expect real-time access to their itineraries. Modern TMC software should provide mobile-friendly schedules, enabling travellers to check flight details, hotel reservations, and meeting times directly from their phones.
Why it’s essential: With mobile schedules, travellers can stay updated on changes, reducing stress and ensuring a smoother travel experience. This is particularly important for frequent travellers who need immediate access to their plans.
Example use case: A busy executive travelling to multiple countries for meetings can rely on mobile schedules to stay informed of last-minute changes in flight times or meeting locations.
Managing payments for travel services can be a hassle without the right tools. Integrated payment processing within TMC software ensures that transactions are seamless, secure, and accurately recorded.
Why it’s essential: By integrating payment processing, TMCs can handle bookings, cancellations, and refunds efficiently while maintaining financial transparency for their clients.
Example use case: A TMC booking a group tour for a client can process payments for flights, accommodations, and additional services directly within the platform, ensuring accurate invoicing.
Data is key to improving travel management processes. Advanced reporting and analytics features allow TMCs to evaluate travel spending, identify trends, and monitor compliance with corporate policies.
Why it’s essential: Detailed analytics provide insights that help TMCs optimise costs, improve service delivery, and showcase the value of their services to clients.
Example use case: A TMC preparing an end-of-year report for a corporate client can use analytics to highlight areas of cost savings and suggest improvements for the upcoming year.
Corporate travel policies are often complex and involve strict compliance requirements. Modern TMC software should include tools that automate compliance checks and enforce travel policies seamlessly.
Why it’s essential: Ensuring compliance reduces risks for both the TMC and its clients, avoiding policy violations and unnecessary expenses. Automated alerts and approvals keep all stakeholders aligned.
Example use case: A TMC managing government travel contracts can use compliance tools to ensure that all bookings adhere to strict budgetary and regulatory guidelines.
Managing relationships with travel suppliers is a crucial part of TMC operations. Modern software should offer supplier and inventory management tools to track availability, negotiate terms, and ensure competitive pricing for clients.
Why it’s essential: With up-to-date supplier data, TMCs can offer better deals and a wider range of options to their clients while maintaining profitability.
Example use case: A TMC negotiating rates with multiple airlines can use inventory management tools to compare offers and secure the best deal for their corporate clients.
No two TMCs operate the same way, which is why customisable templates and workflows are essential. These features allow TMCs to tailor their software to fit their unique processes and client requirements.
Why it’s essential: Customisable tools improve efficiency, ensure consistency, and allow TMCs to maintain a competitive edge by offering personalised services.
Example use case: A TMC specialising in luxury travel can use customised proposal templates to highlight premium options, showcasing their expertise in high-end travel planning.
Qondor is a trusted partner for TMCs worldwide. With its powerful tools for project management, dynamic proposals, and customisable workflows, Qondor empowers TMCs to handle high volumes of bookings with ease and precision.
Transform your travel management process with Qondor. Book a demo today and experience the difference.