Business travel can contribute anything from 5 – 20% of a company’s budget, depending on the size of the organisation. Typically, air travel accounts for at least 40% of this, so it stands to reason that minimising the cost of airfares is a key focus.

With some planning, you can dramatically reduce your air travel costs without compromising on comfort or convenience. Here’s a quick guide to snapping up the most cost-effective airline tickets for your business trips.

1.  When to book

It is a well-known fact that booking too late may result in higher prices, but believe it or not, booking too early could sometimes yield the same result. This is because airlines use a yield management system to achieve as many high revenue earning sales as possible. So, as an example, only the first few travellers will bag the very cheap fares, the next batch will secure medium priced tickets and the rest will be more costly.

To take advantage of the best rates for domestic flights, it’s best to book about 3 weeks to 2 months before departure, while for international trips, you should plan 2-8 months in advance.

Research shows that Tuesday and Wednesday are the best days to purchase air tickets and to travel. Why? Because airlines typically adjust their prices mid-week, and this is when you’re most likely to find competitive rates and these days are usually the least busy travel days.

2.  Check the small print

For business travellers, convenience is a priority. Many of the cheapest airfares have very strict rules regarding changes and refunds. If you know there is a possibility your trip may change, its cheaper in the long run to opt for a slightly more expensive ticket that allows free changes and is refundable, allowing you to manage unpredictable travel plans with minimal stress.

3.  Use price comparison tools and specialist fare services

For companies with frequent business travel, investing in comprehensive travel management support and software can provide long-term savings. For example, your travel management partner can help you negotiate supplier discounts and integrate with your preferred suppliers to ensure you have access to the best content for your needs. Alternatively, ensure that your travel management partner offers fare expertise. Fare experts are wizards at restrucuturing complex international routings and trips by applying specialist ticketing techniques.

Online Booking technology can help you select the best rates and comply with your travel policy. The system is then fully configurable in terms of what must be displayed in which order displays content in real time, from low to high. This makes it easy for travellers to select the best rates.

Airline ticketing is dynamic and complex. Because pricing constantly changes, fare polling technology ensures that you have received the best fare – even after ticketing has already taken place. Powered by fare polling robotic technology, this continues to search fares up to 24 hours prior to travel and highlights any last-minute savings opportunities if airlines offer reduced rates.

4.  Choose smaller airports and indirect flights

Consider flying to smaller airports vs. hub airports. For example, it may be cheaper to fly to Stansted airport in London instead of Heathrow and take a train to your final destination. This option is often also less stressful simply because they have fewer passengers, which means shorter queues, faster check-ins, and a generally more relaxed atmosphere.

Also note that while direct routes are more convenient, they’re usually more expensive. Taking a flight with one stop could save your company substantial money on international routes. And many airlines offer great packages to explore transit destinations.

5.  Be strategic about add-ons

Many business credit cards offer benefits that can significantly reduce your travel expenses.

Some offer rewards on travel-related purchases that can be redeemed for free travel or upgrades.

Others allow complimentary access to airport lounges that enable travellers to wait for flights in a peaceful environment.

A recent BCD Travel survey highlighted that travellers splurge on priority boarding and extra legroom, so try to negotiate these amenities with your top suppliers.

Ultimately, finding inexpensive business travel tickets isn’t about cutting corners—it’s about smart planning. Talk to our experts about combining technology with our insider knowledge to reduce travel expenses without compromising the quality of your trip.