Business travel is essential but it shouldn’t be a cost burden. Many companies are unknowingly overspending on travel due to inefficient processes, last-minute bookings, and the lack of centralized control.
If you’re wondering whether your company is leaking money through unmanaged travel, this article will show you how to identify the gaps and fix them using tools like OBT7, a smart corporate booking platform.
Business travel is essential but it shouldn’t be a cost burden. Many companies are unknowingly overspending on travel due to inefficient processes, last-minute bookings, and the lack of centralized control.
If you’re wondering whether your company is leaking money through unmanaged travel, this article will show you how to identify the gaps and fix them using tools like OBT7, a smart corporate booking platform.
How to Audit Your Current Travel Spend?
How to Audit Your Current Travel Spend?
Include a simple checklist or framework:
Are bookings centralized?
Are you using contracted rates effectively?
Do you have approval policies in place?
Can you access a monthly report of all bookings?
Are expense claims automated?
This practical section helps users evaluate themselves and take action.
Include a simple checklist or framework:
Are bookings centralized?
Are you using contracted rates effectively?
Do you have approval policies in place?
Can you access a monthly report of all bookings?
Are expense claims automated?
This practical section helps users evaluate themselves and take action.
Signs Your Company Is Overspending on Travel
Signs Your Company Is Overspending on Travel
Here are a few red flags:
- Frequent last-minute bookings leading to higher fares
- Travel bookings made through emails, calls, or third parties with no consistency
- Poor visibility into total travel spend or booking history
- No formalized or enforced travel policy
- Low adoption of negotiated supplier rates
Here are a few red flags:
- Frequent last-minute bookings leading to higher fares
- Travel bookings made through emails, calls, or third parties with no consistency
- Poor visibility into total travel spend or booking history
- No formalized or enforced travel policy
- Low adoption of negotiated supplier rates
Why It Happens: Common Causes of Overspending
Why It Happens: Common Causes of Overspending
Manual booking processes: Wasting time and risking errors
Lack of approval systems: No oversight or control over cost
Inconsistent tools or channels: Scattered communication leads to inefficiency
Policy non-compliance: Employees book outside guidelines when there’s no enforcement
- Underutilized corporate deals: Great rates negotiated, but not always used
Manual booking processes: Wasting time and risking errors
Lack of approval systems: No oversight or control over cost
Inconsistent tools or channels: Scattered communication leads to inefficiency
Policy non-compliance: Employees book outside guidelines when there’s no enforcement
- Underutilized corporate deals: Great rates negotiated, but not always used
Hidden Costs of Poor Travel Management
Hidden Costs of Poor Travel Management
Often, companies overlook indirect travel costs such as:
- Employee productivity loss from manual booking or approvals
- Poor traveler experience leading to burnout or disengagement
- Cost of handling cancellations and changes manually
- Poor negotiation leverage due to scattered travel data
Including this section highlights the real financial impact of outdated processes.
Often, companies overlook indirect travel costs such as:
- Employee productivity loss from manual booking or approvals
- Poor traveler experience leading to burnout or disengagement
- Cost of handling cancellations and changes manually
- Poor negotiation leverage due to scattered travel data
Including this section highlights the real financial impact of outdated processes.
Risk Management & Duty of Care
Risk Management & Duty of Care
Overspending isn’t just about money—it’s also about risk:
Lack of traveler tracking or real-time location awareness can lead to costly emergencies
Non-compliance with duty of care policies can increase insurance or legal costs
Overspending isn’t just about money—it’s also about risk:
Lack of traveler tracking or real-time location awareness can lead to costly emergencies
Non-compliance with duty of care policies can increase insurance or legal costs
How a Corporate Booking Tool Like OBT7 Can Help
How a Corporate Booking Tool Like OBT7 Can Help
Platforms like OBT7 are built to solve these challenges. Here’s how:
- Centralized Booking Dashboard
One platform to manage flights, hotels, transfers, and approvals.
- Smart Budget Controls
Set limits, pre-approve bookings, and track spend in real time.
- Enforce Travel Policy Automatically
Ensure every booking complies with your company’s rules.
- Detailed Analytics & Reports
Know where your money goes and identify trends instantly.
- Supplier Integrations: Direct access to airline and hotel partners with exclusive deals.
Platforms like OBT7 are built to solve these challenges. Here’s how:
- Centralized Booking Dashboard
One platform to manage flights, hotels, transfers, and approvals.
- Smart Budget Controls
Set limits, pre-approve bookings, and track spend in real time.
- Enforce Travel Policy Automatically
Ensure every booking complies with your company’s rules.
- Detailed Analytics & Reports
Know where your money goes and identify trends instantly.
- Supplier Integrations: Direct access to airline and hotel partners with exclusive deals.
What to Look for in a Corporate Booking Tool
What to Look for in a Corporate Booking Tool
Multi-level access for admins, travelers, and finance teams
Automated approval flows
Live policy alerts during booking
Integration with HR, accounting, and CRM tools
Mobile-friendly for easy access on the go
UAE & GCC Businesses: Unique Overspending Risks and Solutions
UAE & GCC Businesses: Unique Overspending Risks and Solutions
If your business operates in the UAE or anywhere across the GCC, there are additional factors that can silently increase travel expenses, and knowing them can help you fix overspending faster.
1. Local Market Dynamics Driving Up Costs
High Last-Minute Fares on Regional Routes
Popular GCC routes (e.g., Dubai ↔ Riyadh, Abu Dhabi ↔ Muscat) often see steep fare increases when booked late—especially during weekends, holidays, or for religious observances.
Multiple Currency & Payment Charges
Currency fluctuations, bank transfer fees, and foreign transaction fees affect cost if your agency or employees frequently book across countries (e.g., AED, SAR, QAR).
Limited Use of Local LCCs / Regional Airlines
Many companies default to global carriers and miss out on competitive fares offered by regional low-cost carriers (LCCs). Without integrating with local LCCs (and now new ones like Flyadeal etc.), you may be overspending by not accessing these rates.
2. UAE & GCC-Specific Administrative & Policy Leaks
Visa / Entry Requirements Last Minute Costs
Delays or oversight on visa processing or entry permits (for example, for Kuwait, Oman, or Saudi Arabia business visitors) can lead to emergency purchases, premium rates, or last-minute bookings of flights/hotels.
Duty of Care / Insurance Costs
Regulations and expectations around employee safety, tracking, and insurance in the GCC are growing. Without centralized booking & oversight, fulfilling emergency support (cancellations, travel alerts) can become expensive.
Cultural / Festival Surges
Whether for Eid, Hajj, National Days, or holiday seasons, travel demand surges in the GCC. Failure to plan ahead (negotiated rates, bulk contracts) causes companies to get hit with inflated prices.
3. How OBT7 Helps UAE & GCC Companies Plug These Gaps
OBT7 is built not only for global corporate travel management—but tuned to the realities of the UAE & GCC:
Regional & LCC Integrations
With Flyadeal and other regional carriers being added, you’ll be able to access lower-cost flight options on GCC routes directly within OBT7.
Multi-Currency & Local Payment Handling
Smooth handling of AED, SAR, and other GCC currencies; payment gateways that reduce foreign exchange and cross-border charges.
Policy Enforcement & Local Compliance
Set up approvals that consider local regulations (visa, health, travel alerts), enforce them automatically, and ensure employees are tracked in emergencies.
Advanced Reporting with Local Insights
Reports that break down cost by route, time, and supplier—including trends during busy periods (festivals, peak seasons)—help you plan annually and negotiate better rates.
3. How OBT7 Helps UAE & GCC Companies Plug These Gaps
OBT7 is built not only for global corporate travel management—but tuned to the realities of the UAE & GCC:
Regional & LCC Integrations
With Flyadeal and other regional carriers being added, you’ll be able to access lower-cost flight options on GCC routes directly within OBT7.
Multi-Currency & Local Payment Handling
Smooth handling of AED, SAR, and other GCC currencies; payment gateways that reduce foreign exchange and cross-border charges.
Policy Enforcement & Local Compliance
Set up approvals that consider local regulations (visa, health, travel alerts), enforce them automatically, and ensure employees are tracked in emergencies.
Advanced Reporting with Local Insights
Reports that break down cost by route, time, and supplier—including trends during busy periods (festivals, peak seasons)—help you plan annually and negotiate better rates.
2. UAE & GCC-Specific Administrative & Policy Leaks
Visa / Entry Requirements Last Minute Costs
Delays or oversight on visa processing or entry permits (for example, for Kuwait, Oman, or Saudi Arabia business visitors) can lead to emergency purchases, premium rates, or last-minute bookings of flights/hotels.
Duty of Care / Insurance Costs
Regulations and expectations around employee safety, tracking, and insurance in the GCC are growing. Without centralized booking & oversight, fulfilling emergency support (cancellations, travel alerts) can become expensive.
Cultural / Festival Surges
Whether for Eid, Hajj, National Days, or holiday seasons, travel demand surges in the GCC. Failure to plan ahead (negotiated rates, bulk contracts) causes companies to get hit with inflated prices.
If your business operates in the UAE or anywhere across the GCC, there are additional factors that can silently increase travel expenses, and knowing them can help you fix overspending faster.
1. Local Market Dynamics Driving Up Costs
High Last-Minute Fares on Regional Routes
Popular GCC routes (e.g., Dubai ↔ Riyadh, Abu Dhabi ↔ Muscat) often see steep fare increases when booked late—especially during weekends, holidays, or for religious observances.
Multiple Currency & Payment Charges
Currency fluctuations, bank transfer fees, and foreign transaction fees affect cost if your agency or employees frequently book across countries (e.g., AED, SAR, QAR).
Limited Use of Local LCCs / Regional Airlines
Many companies default to global carriers and miss out on competitive fares offered by regional low-cost carriers (LCCs). Without integrating with local LCCs (and now new ones like Flyadeal etc.), you may be overspending by not accessing these rates.
Multi-level access for admins, travelers, and finance teams
Automated approval flows
Live policy alerts during booking
Integration with HR, accounting, and CRM tools
Mobile-friendly for easy access on the go
If your business travel is handled manually, inconsistently, or without oversight, you are definitely overspending.
OBT7 simplifies the way your teams travel—ensuring policy compliance, smarter booking, and measurable savings.
If your business travel is handled manually, inconsistently, or without oversight, you are definitely overspending.
OBT7 simplifies the way your teams travel—ensuring policy compliance, smarter booking, and measurable savings.
FAQ
Companies in the UAE and GCC often report savings of 10-30% within the first 3-6 months after adopting a corporate booking tool. Savings come from negotiated airline & hotel rates, reduction of last-minute premium bookings, streamlined approvals, and fewer manual or duplicate expenses.
Some of the major overlooked costs include:
Booking flights/hotels at inflated prices due to last-minute purchases
Untracked or non-compliant travel spend (e.g. premium seats, high-cost hotels)
Administrative overhead for approvals, expense reconciliation, and refunds
Excess fees from currency conversion, cancellations, or emergency itinerary changes
Not usually. With modern platforms, onboarding is typically smooth. Many companies in GCC can be up and running in a matter of days for core functionality. Key features like automated approvals, policy enforcement, and dashboards are intuitive. Training sessions or guides are often provided to help teams adapt quickly.
To effectively control travel costs, these features are essential:
Policy templates & automated enforcement
Approval workflows that prevent out-of-policy bookings
Access to both global and regional airline & hotel inventories (including low-cost carriers in the GCC)
Real-time dashboards & spend reporting by route, duration, supplier
Multi-currency payment support and clarity on fees
Enforcing travel policies ensures that employees can only book flights, hotels, and other services that meet company standards (fare class, hotel star rating, etc.). This prevents premium purchases without approval. It also means finance teams can see where money is being spent, negotiate better deals, forecast travel budgets, and reduce surprises in travel expenses.
