The small business guide to smarter travel & cost control in 2025

Smarter business travel in 2025: A cost-saving guide for SMEs

 

Rapid change isn’t something new, but with rising costs, shifting forecasts, and an unpredictable global business travel scene, small and mid-sized businesses (SMEs) are under pressure to do more with less, especially when it comes to your travel budget.

What’s the answer? You don’t have to choose between cutting costs and making progress. Tap into smart strategies and solid industry insights to confidently make decisions.

 

We’ve gathered the top travel insights from John Van den Heuvel, President of Corporate Traveler USA. As he explains:

“2025's economy is full of contradictions. Early strength signals clash with inflation concerns. Global demand shifts daily. Many businesses are asking themselves how they can navigate uncertainty without cutting off growth. But here's the constant: corporate travel remains essential. For businesses, it's the lever that turns opportunity into outcome.” – John Van den Heuvel, President, Corporate Traveler USA

At Corporate Traveler, we know that our role goes far beyond booking flights to make sure every trip delivers value aligned with your broader business objectives.

 

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What you need to know about business travel in 2025

Since 2024, Corporate Traveler’s Supply Team has seen a 13% YOY increase in the number of business travelers. After early momentum in Q1, several macroeconomic signals are now adjusting expectations for business travel.

Major airlines like United, Delta, and American Airlines have cut projected forecasts for 2025 due to reduced international demand and increased operating costs. 

Tariffs are the top concern, with 54% of business travel professionals concerned that they’ll increase prices for everything from airplanes to hotel cleaning supplies. Visa or passport processing issues and traveler safety are also top issues for business travelers right now.

Cautiously planning travel will likely be a key trend in the industry this year, highlighting travel choices that save money and allow for flexibility if business conditions change.

The small business guide to smarter business travel & cost control in 2025: 

Learn more about these shifting corporate travel patterns in the guide:

  • Early forecasts and predictions for 2025
  • How uncertainty is impacting travel suppliers
  • The direction of travel market trends
  • Costs and variables to keep an eye on
  • Air travel trends for 2025
  • Navigating different classes of hotel rates

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Travel is likely to remain a key part of business efforts, especially in certain industries where business depends on on-site visits. “We've bounced back every time there's been any international or economic hit to the travel industry,” John says. “Our expectation is that we will continue to see the corporate travel sector grow by a minimum of 10% and up year on year.”

Navigating change for small and midsize businesses

Travel is often both a top-line driver and a bottom-line risk. It’s a significant part of travel budgets and an essential tool that needs to show that it’s bringing value.

“For our customers, travel is rarely optional — but it does need to be optimized,” says John. “The conversation is shifting from how much travel is happening to how it’s being managed.”

Review these critical areas to determine how your business travel may be affected:

  • Who is booking and managing corporate travel?
  • When is it being booked? Is it all last-minute bookings?
  • Are costs being properly reviewed and controlled?
  • Do you have all the info you need to make smart travel decisions?

In our full guide to smarter travel & cost control in 2025, learn about the right safeguards and support to continue your revenue-generating travel activities and improve the traveler experience.

“Markets shift. That's why adaptability isn't just nice. It's necessary. What makes Corporate Traveler different is that our travel managers know the intricacies of your industry’s travel just as well as you do. They help you navigate complexity. That's our edge." – John Van den Heuvel

Trends like changing regulations and supply chains are reshaping travel strategy at every level. For SMEs, the impact can be more immediate and personal, so understanding how to adapt is critical.

Smarter strategies for travel management

SMEs are reevaluating how they approach business travel in a time of political and economic change. Smart planning means evaluating the ROI on business trips, rather than simply tracking volume. Small businesses in particular need support to keep costs in check.

Try these strategies to build a travel policy and get the most out of your travel:

  • Choose quality over quantity. Prioritize travel with the most value potential.
  • Choose suppliers who can do more with less. Lean heavily on partners who can identify and eliminate cost leakage in your business travel program, with real-time data and an agile approach that adapts quickly.
  • Add flexibility. Book refundable rates or build adaptable policies to reduce delays.
  • Match business travel spend with revenue opportunity. Whether that's customer acquisition, account growth, or market penetration, build on the best chances of success.
  • Review your travel policy and program monthly or every 3-6 months, not annually. Check data and assumptions to determine you’re sending your traveling employees to the right places to support your business goals.

The specifics of each trip are key for smart travel management. “A lot of global organizations will see revenue trends coming in from one region but not from another,” says John. “That's a key sign of where we actually would want to be focusing your program and continue focusing your program.” 

Don’t know where to start? If you’re still gathering travel data, there are a few common travel expenses you can tackle right away. 

Get the competitive edge with smart business travel

Partnering with Corporate Traveller helps you focus on the best practices for business travel with laser precision. As part of the Flight Centre Travel Group, we’re backed by a legacy brand with a global buying power of $23 billion. Prepared with data and insights, we’re ready to handle the most common causes of missed savings:

  1. Timing conflicts: Are you booking airfare within the best window or often last-minute? Industry knowledge and more flexible options can help your savings soar.
  2. Airline preferences: Reticketing offers a wealth of hidden savings. We provided more than $7 million in savings to our customers from January to March.
  3. Short duration flights: Avoiding layovers can add up, but we know the best routes to save money while still minimizing time traveling. That meant $1.3 million in savings for Corporate Traveler customers in 2024.

Insider insight: We once saved a client $17,000 on a single first-class international booking, just by having a Travel Manager double-check pricing. No magic, no hidden fees. Crazy, right?

Cost control and savings are only one part of the travel equation. What about support when you’re travelling to challenging destinations or dealing with travel disruptions?

Pair travel perks with savings

Top-notch service saves you time and money when you’re travelling. Our decades of experience in the travel industry bring you great rates, and we know how to move quickly. Get set for easier travel management with these upgrades when you choose Corporate Traveler:

  • Pre-negotiated deals for hotels and airfare. The Accor SME program offers a 10% discount on the best flexible rates at 1040+ hotels, and it’s not available through self-booking.
  • Negotiated rates tailored specifically to your business. With your travel patterns and data, we can create a new hotel program within two weeks to see immediate savings and coverage.
  • Localized deals for your top destinations. Custom arrangements can provide 7–9% savings right off your bottom line. It's simple! Strong supplier connections and nimble use of your data mean more value and more versatility.
  • Experienced, expert advice. Customers work with a Travel Manager with an average 8+ years of travel industry experience. No call center or automated responses.
  • Significant savings. Our customers save an average of 18% per trip. Find out how you could be saving more on travel.

The combination of global buying power, personalized customer service, and live emergency support is what our customers love. That’s why we have a 96% retention rate! Partnering with a travel management company like Corporate Traveler feels like working with a small but powerful team to jumpstart your travel program.

Face the future with the right travel program

While the future is unknown, business travel can still be a part of your business plan this year, adapted to be more strategic and focused. Review your travel program and find ways to measure travel spending ROI to get the most out of each trip. As John puts it, “You don’t need to freeze travel. You need to make it work harder for you.”

For SMEs, travel programs are often due for an upgrade, and the current environment of uncertainty has made it a necessity. Looking for solutions that increase flexibility or focusing on regional options will enhance future travel planning. Our customers are embracing smart travel solutions, adopting new travel technology, and embracing change. 

Corporate Traveler is well-positioned to help businesses face emerging trends and adapt their travel programs. We’re here to answer your travel questions with timely insights to shape every trip into an opportunity for long-term impact. 

Ready to create a strategic travel program? The time to start is now!