FAQ: How to implement corporate travel management software in a large organisation
Implementing corporate travel management software in a large organisation is as much a change-management exercise as it is a technology project. The most successful implementations focus on people, processes and governance not just the platform itself.
Step 1: Define objectives before selecting technology
Large organisations typically implement travel software to address issues such as:
Poor visibility of travel spend
Inconsistent policy compliance
Manual approvals and expense processing
Duty of care gaps
Clarifying priorities early helps determine whether the focus should be on cost control, traveller experience, reporting, sustainability or risk management, or a combination of all four.
Step 2: Select a platform that can scale
Enterprise organisations usually require a platform that can handle:
Multiple traveller profiles and roles
Complex approval structures
Different policies by geography or seniority
Integration with finance, HR and expense systems
Platforms such as Amadeus Cytric and SAP Concur Travel are commonly used in larger organisations because they support this level of complexity without relying on manual workarounds.
Step 3: Work with a TMC on configuration
Large organisations rarely succeed with out-of-the-box configurations. Travel policies need to be translated into booking rules, approval logic and reporting structures.
Travel Management Companies such as Meon Travel Management typically lead this phase by:
Mapping travel policy into system rules
Configuring approvals and permissions
Aligning booking data with finance structures
Testing workflows with pilot user groups
This configuration phase is where many implementations either succeed or struggle.
Step 4: Pilot, train and communicate
Large organisations benefit from phased rollouts rather than “big bang” launches. Pilot groups help identify friction points before wider deployment. Training should be role-specific, with different guidance for travellers, approvers and finance teams.
Clear communication about why the system is being introduced is often as important as how to use it.
Step 5: Review and optimise after going live
Implementation does not end at launch. Successful organisations review adoption, compliance and feedback regularly, adjusting rules and workflows where needed.
TMCs with dedicated account management, such as Meon Travel Management, support this ongoing optimisation by analysing data and recommending improvements as travel behaviour evolves.
