When employees book their own flights, the company loses more than it thinks. A breakdown of the hidden costs of an undefined business travel process.
At first glance, when an employee books their own flight and hotel, the company “saves” on administration. But the reality is different. The hidden costs of an undefined business travel process can significantly affect the company’s budget. Here are the biggest ones.
Cost 1: Lost working time
When an employee spends 60-90 minutes searching and comparing flights, that’s time not spent on their actual job. If the company has 10+ business trips a month, this quickly accumulates into hundreds of lost working hours per year.
Multiply that by the average gross hourly cost for each employee — and you quickly get a figure that far exceeds the cost of a professional booking service.
Cost 2: No central budget overview
When every employee books independently, the company has no real insight into total travel costs. There’s no way to:
- Compare prices between different suppliers
- Negotiate with hotels and airlines for better terms
- Optimize the budget based on data
- Get a consolidated report of all travel costs
The finance director gets scattered payments and invoices from various suppliers, with no clear picture of total costs.
Cost 3: Missed savings opportunities
A professional agent sees more options than an airline’s website. They can:
- Put together a cheaper route with a connection
- Find a better fare that isn’t visible on public platforms
- Suggest an alternative airport with lower prices
- Combine flights from different airlines for the best value
Without an agent, these opportunities remain invisible. The company pays more than it needs to, and no one knows it.
Cost 4: Stress and booking errors
When the employee deals with changes, cancellations, and complaints on their own, it creates stress and takes up time. Booking errors (wrong date, wrong name, wrong fare) cost money to correct — and in some cases mean a fully lost ticket.
What you get with centralized management
With Avionet for business travel management, you get:
- One dedicated agent who knows your company
- One monthly invoice in denars for all trips
- Full support for changes, cancellations, and complaints
- Employees focused on their job — not on searching for flights
Key points
- Lost working time from self-booking carries significant hidden costs
- Without a central overview, the company has no real insight into travel costs
- A professional agent uncovers savings opportunities employees don’t see
- Centralized management brings one invoice, one contact, and less stress