1 Know your travel policy

Before you book any trip, make sure you understand your company's travel policy and budget. This will help you avoid overspending, violating rules, or missing out on reimbursements. Some companies may have preferred vendors, discounts, or booking platforms that you should use. Others may have limits on the class of travel, the number of nights, or the types of expenses you can incur. Review your travel policy regularly and keep a copy handy for reference.

2 Do your research

Don't just settle for the first offer you see when you're looking for flights, hotels, car rentals, or other travel services. Compare prices, options, and reviews from different sources and websites. Use tools like Google Flights, Skyscanner, or Kayak to find the best deals and track price changes. Look for hidden fees, taxes, or surcharges that may increase the final cost. And don't forget to check the cancellation, refund, or change policies in case your plans change.

3 Be flexible

One of the best ways to negotiate better travel deals is to be flexible with your dates, times, and destinations. Sometimes, traveling on off-peak days, hours, or seasons can save you a lot of money and avoid crowds. You can also look for alternative airports, hotels, or routes that may be cheaper or more convenient. For example, you may find a better deal on a flight that has a layover or a hotel that is slightly further from the city center. Being flexible also gives you more leverage when you're bargaining with vendors or partners.

4 Ask for discounts

Don't be shy to ask for discounts when you're booking or paying for your travel services. You may be surprised by how much you can save by simply asking. Some vendors or partners may offer discounts for loyalty programs, corporate accounts, bulk purchases, referrals, or special occasions. Others may be willing to match or beat a competitor's price, throw in some extras, or waive some fees. The key is to be polite, confident, and respectful when you're asking for discounts.

5 Use your network

Another tip for negotiating better travel deals is to use your network of contacts, clients, or prospects. You may be able to get referrals, recommendations, or introductions to vendors or partners who can offer you better rates, terms, or services. You may also be able to leverage your relationships, reputation, or value proposition to get more favorable deals. For example, you may be able to negotiate a lower hotel rate if you promise to bring more business or promote their brand.

6 Track and review your expenses

Finally, make sure you track and review your travel expenses regularly and accurately. This will help you monitor your spending, identify areas for improvement, and justify your claims. Use tools like Expensify, Concur, or QuickBooks to record and categorize your receipts, invoices, and payments. Review your expenses monthly or quarterly and look for patterns, trends, or anomalies. And don't forget to submit your expense reports on time and follow the guidelines.

7 Here’s what else to consider

This is a space to share examples, stories, or insights that don’t fit into any of the previous sections. What else would you like to add?