B2B travel software: challenges, features, best practices

According to Skift, B2B travel is having its moment. The industry is shifting away from direct consumer relationships, with major players like Expedia seeing over 25% of their total revenue now coming from B2B operations.

But developing and maintaining B2B travel software isn't as straightforward as it might seem. In this article, we'll look into how this software works and who needs it, explore the essential features, and share practical insights from our experience as a development team.

What is B2B travel software?

B2B travel software is a specialized platform designed for managing corporate travel operations. It provides the technical infrastructure needed to handle business trips, from initial booking to expense management and reporting.

More and more companies are looking to either build or buy B2B travel solutions, especially as business travel recovers post-pandemic. But the decision to develop B2B travel software isn't just about current needs — it's about future growth and scalability.

For TMCs, it means better serving their clients. For software providers, it's about capturing a share of the growing corporate travel market. And for large corporations, it's about optimizing one of their biggest operational expenses.

The difference between B2B and B2C travel software

If you're planning to build a B2B travel platform, you need to understand what makes these systems unique. While everyone's familiar with regular travel booking portals, corporate travel management is a different game entirely.

Here's a detailed breakdown of the key differences:

Booking complexity

• B2B: Think big — handles everything from globe-trotting executives with multiple stops to entire team trips. Books flights, hotels, meeting rooms, and ground transport all in one go. Perfect for those "around the world in 80 days" business trips.
• B2C: Keeps it simple — mainly deals with straightforward trips from point A to point B. Like booking a weekend getaway or a summer vacation. Limited to basic travel components such as flights, hotels, and car rentals.

Policy management

• B2B: Manages multiple policy sets for different departments or client companies. Makes sure everyone follows company rules — from spending limits to choosing specific airlines or hotels. Has automated compliance checks — if it's not in the policy playbook, it's not happening.
• B2C: Complete freedom to choose. Users make selections based on personal preferences and budget considerations.

Expense integration

• B2B: Seamlessly connects with corporate expense management systems. Automatically categorizes business expenses, generates reports, and handles complex billing arrangements. Supports cost allocation across departments and projects.
• B2C: Basic payment processing and booking confirmation. Usually, no integration with external financial systems. Keeping track of expenses? That's between you and your personal budget spreadsheet.

Booking workflows

• B2B: Implements multi-level approval chains. Nothing happens without a thumbs-up from the right people, based on cost thresholds and policy parameters. Tracks booking status throughout the approval process.
• B2C: Direct booking with instant confirmation — see it, like it, do it. No permission needed — just click and confirm.

Reporting and analytics

• B2B: A data powerhouse that provides travel spend analysis, policy compliance metrics, and supplier utilization reports. Creates detailed reports for corporate decision-making.
• B2C: Basic booking history and transaction records. Limited to individual travel statistics and personal booking preferences — nothing too complicated.

Risk management and technical support

• B2B: Delivers high-priority support. Dedicated account managers ready to come in 24/7, handle emergencies, and keep travelers safe worldwide.
• B2C: Standard help desk support. Basic assistance for booking issues and general inquiries with limited emergency assistance options. Got a problem? Wait in line.

Inventory and rates

• B2B: Has access to negotiated corporate rates. Offers exclusive business travel inventory from specific hotel chains or airlines. Unlocks hidden perks like room upgrades, exclusive meeting spaces, and bulk discounts that regular travelers can't touch.
• B2C: Standard public rates and general inventory. Limited to publicly available deals and promotions. What you see on a travel portal is what you get.

Flexible booking and cancellation policies

• B2B: Offers flexible, corporate-specific terms. Easier to modify bookings, get refunds, or save credits for later. Business-friendly cancellation rules that won't break the bank.
• B2C: Standard, often stricter cancellation policies with limited flexibility. Cancel too late? Prepare for penalties. Change your mind? That might cost extra.

What makes a good B2B travel software?

Intuitive design and efficiency

Let's face it — most B2B travel software feels like it's stuck in the early 2000s. Clunky interfaces, confusing navigation, and bugs that make your head spin.

While B2C platforms have been evolving at lightning speed, B2B solutions have been lagging behind. Even established players like Navan and TravelPerk still leave room for improvement. This gap isn't just an inconvenience — it's a massive opportunity. The B2B tech space is ready for disruption, and someone (maybe you?) could step in and shake things up.

Good B2B software should be just as intuitive and visually appealing as its B2C counterparts:

• Features that make sense
• Reliable workflows
• Clean designs
• Intuitive layouts

Remember, when your B2B platform is outdated, it's harder for everyone. Your partners' employees spend extra hours figuring out confusing interfaces, driving up training costs and slowing down onboarding. Pretty soon, they're going to start wondering why they even bother with your solution.

Company rule integration

This is something that B2C travel apps don't have to worry about — company policies. In the world of business travel, it's not just about finding the cheapest flight or the better hotel. It's about staying within budget, following approval processes, and making sure everything's by the book.

B2B travel software is a chameleon, adapting to each company's unique set of rules. It guides through the booking process, flagging any out-of-policy choices. For instance, if Sarah from marketing wants to book a trip over $1,000, the software automatically notifies her manager for approval.

This kind of policy-aware functionality:

• Keeps companies compliant
• Saves time on approvals
• Can help cut costs
• Takes the guessing out of booking

Good B2B travel software needs to be flexible enough to handle everything from startups with simple policies to multinational corporations with complex rulebooks. Get this right, and you'll have travel managers singing your praises.

Supplier management & pricing

In the B2B travel world, building relationships matters even more than finding the cheapest options. That’s why good B2B software needs to be advanced enough to manage preferred suppliers and pre-negotiated rates.

You have special deals with certain airlines, hotel chains, or car rental agencies. Maybe you get a 15% discount with Airline X or free upgrades at Hotel Chain Y. Your B2B software should know all these deals, highlight them in an online booking engine, and automatically apply them to bookings.

Plus, you need the ability to track and report on these preferred supplier bookings. This data is gold when it's time to renegotiate contracts. Imagine being able to say, "There were bookings for 1,000 nights with your hotels this year, how about an extra 5% off for next year?" That's the kind of power good B2B software can provide.

To really excel in supplier and rate management, B2B solution should also have:

• Real-time rate comparisons with market prices
• Customizable preferred supplier lists
• Tools for managing contract expiration and renewal

This ensures that your B2B solution always has the best value from its supplier relationships — and that your company meets its contractual obligations.

Loyalty programs

It’s something that often falls through the cracks in B2B travel — personal loyalty programs, those airline miles and hotel points that make business travelers' eyes light up.

Good B2B travel software should embrace these programs. It should be a platform that knows Emily from accounting has Gold status with Airline X and automatically applies her frequent flier number. No more forgetting to add those numbers or missing out on points.

But it goes beyond just remembering numbers. The best B2B travel software can show potential points earnings for each booking option. So when someone chooses between two flights, they can see that one will earn them enough miles for that weekend trip they’ve been planning.

Some other ideas for loyalty program features could include:

• Tracking of points expiration dates
• Suggestions for optimal point redemption
• Integration with corporate reward programs

According to GBTA Foundation research, loyalty programs are a powerful tool in corporate travel — 77% of travel managers value company rewards and discounts, while 72% support individual point-earning through approved channels.

On other hand, business travelers can earn points in their personal loyalty accounts during work trips. These points — from hotels, flights, and car rentals — can be used later for their own vacations. This creates a hidden benefit for companies. Employees tend to enjoy business travel more when they're building personal rewards, and often choose to stay longer with companies offering this perk. After all, who wouldn't appreciate turning work trips into future family getaways?

Flexible cancellation options

In business, plans can change at a moment's notice. Good B2B travel solution should recognize this reality and have built-in flexible cancellation options. This means corporate travel managers can modify or cancel their travel bookings without losing their minds.

Think of it as a safety net. Maybe a last-minute meeting pops up, flight delays, or someone reschedules. With flexible cancellation, there’s no stress about non-refundable bookings or huge fees. It's not just convenient — it's a money-saver in the long run.

Top-notch B2B travel solution offers a range of options:

• Easy rebooking
• Credit for future trips
• Seamless refunds when needed

It's about giving business travelers the freedom to adapt, keeping them productive — and keeping the travel budget in check.

Enterprise сustomization

B2B travel software isn't one-size-fits-all — it needs to adapt to different business needs and growth patterns. Whether it's a small company looking for a simple solution or an enterprise requiring deep customization, the platform should be flexible enough to morph into whatever is needed.

The best B2B travel solutions should offer multiple implementation options:

• White-label solutions for brand customization
• PaaS (Platform as a Service) setup for building custom features
• Full enterprise customization with dedicated hosting

White-label solutions are especially popular in the B2B travel sector. They are a fully functional travel platform that can be customized to feel like it belongs to the company using it — including tailored branding, interfaces, and functionality.

This isn't just about slapping a logo on someone else's platform. When done right, white-label solutions become invisible partners in a company's operations. Users won't even realize they're working with a third-party system — it all feels like their own company's tool.

Good B2B solutions should also be scalable. As businesses grow, they can add new modules, customize workflows, or integrate with existing systems. Small companies might start with basic features, while larger enterprises can develop custom modules and take full control of the platform.

With this adaptability, you make sure B2B software isn’t solving just today's problems — it's ready for whatever tomorrow brings, supporting everything from simpler travel bookings to complex corporate travel management needs.

Business travel adaptability

Good B2B travel solutions need to cater to diverse business travelers. All of them have different roles and different nuances — and their experience should be customized accordingly.

Take pilots and cabin crews, for instance. For them, a quiet hotel room is a must. Their odd hours and need for quality rest mean they require rooms away from elevators, ice machines, or noisy streets. B2B travel software should have filters and booking preferences that cater to these needs.

And it doesn't stop there. The best B2B travel platforms allows to set up traveler profiles with specific requirements, like:

• Accessibility options for travelers with disabilities
• Dietary preference tracking for meal bookings
• Time zone adjustment tools for international travelers

This way, each booking hits the mark, no matter who's hitting the road.

Reporting capabilities

The best B2B solutions offer a crystal-clear view of the company's travel habits and expenses. This includes detailed reports that break down spending by department, project, or even individual traveler.

Advanced reporting features enable:

• Spotting trends
• Identifying cost-saving opportunities
• Making data-driven decisions about travel policies

Data analysis might reveal that red-eye flights cost more in lost productivity than they save in prices of flight tickets. Or spotlight patterns of last-minute hotel bookings that are inflating travel budgets.

The best B2B travel platforms don't just give the raw data, but actionable insights, often powered by AI. Imagine getting automated alerts when spending in a certain category spikes, or receiving suggestions for policy tweaks that could save thousands. It's not just about knowing what happened — it's about understanding why it happened and what can be done about it.

Sustainability features

Environmental impact has become a major focus for businesses. According to recent studies, business travel makes up about 25% of many companies' total emissions. That's where smart B2B software steps in, making carbon tracking as natural as checking the price tag.

Sustainability features сould look like this: users of your B2B solution will see carbon emissions right next to flight times and prices. Flight from Dallas to London needed? The software shows which flights have a smaller footprint — and research shows picking the right option can cut emissions by up to 10%.

Additional sustainability features could include:

• Offsetting options integrated into booking process
• Eco-friendly hotel and transportation recommendations
• Gamification to encourage sustainable choices and client engagement

Once again, the reporting side is important too. Travel managers get clear data on their company's carbon footprint, helping them handle those ambitious corporate sustainability goals. Also, with new environmental regulations appearing in Europe and California, having this data is essential for staying compliant.

8 essential features of B2B travel solutions

Single sign-on with corporate credentials

It's all about making life easier for anyone who uses your B2B solution. Single sign-on seamlessly connects users to the travel platform through their existing corporate credentials, like Microsoft Active Directory.

No need to remember yet another password or go through a separate sign-up process. It's a small touch that makes a big difference in user adoption and security.

Search

B2B software should have powerful, customized search capabilities that factor in a company's preferences and policies.

Whether it's finding the best hotel near a client's office or locating flights that fit within budget constraints, a good search function is the backbone of any B2B travel platform.

Policy compliance

It keeps the finance team happy and all the travelers in check.

Policy compliance features ensure that bookings align with the company's travel rules — whether that's budget limits, preferred vendors, or class of service restrictions. The best systems flag policy violations before booking, saving headaches down the road.

Booking and payment

Top-notch B2B software seamlessly handles bookings and payments, whether its corporate cards like AMEX or invoices.

It should easily integrate with existing financial systems, making reconciliation straight-forward.

Itinerary

Detailed itineraries should bring all trip details in one place — flights, hotels, booking confirmations, car rentals, even travel insurance and meeting schedules.

The best ones update in real-time and sync with calendar apps, keeping everyone on the same page no matter where they are.

Expense management solution

No more wrangling receipts or chasing down expense reports. B2B solutions should include advanced expense and compensation management tools.

From capturing taxi receipts to the airport to categorizing meal expenses, it should make tracking and reimbursing travel costs a painless process for both travelers and finance teams.

Reporting and analytics

Data is king, and the B2B sphere knows it.

Comprehensive reporting and analytics features give a complete view of a company's travel spending and patterns. Customizable dashboards, drill-down capabilities, and predictive analytics will help optimize travel programs over time.

User support

B2B platforms in the travel industry should offer round-the-clock support, whether through chat, phone, or email — because things don't always go according to plan.

They should be able to handle everything from simple booking changes to complex travel emergencies, ensuring travelers are never left stranded.

Inventory providers

GDS

When creating B2B software, you need reliable sources of inventory data. That's where providers like GDS (Global Distribution System) come in. Think of GDS as a huge digital ecosystem where airlines, hotels, and car rental companies showcase their offerings in real-time.

GDS platforms like Amadeus, Sabre, and Travelport connect travel suppliers with agencies and businesses worldwide. They offer:

• Real-time data: Up-to-the-minute information on availability and pricing
• Worldwide reach: Connecting suppliers and buyers globally
• Booking capabilities: Allowing instant bookings inside the reservation system

While GDS integration can be complex and sometimes costly, it's often necessary for B2B travel solutions to access a wide range of inventory. Still, GDS isn't the only option — depending on your needs, you might also consider direct connections with suppliers or other aggregators to find the right mix for your software.

Bed banks

While GDS systems are great for flights and some hotels, there's another key player in the B2B travel world: bed banks, also known as wholesalers. They’re the bulk buyers of the travel industry, specializing in hotel rooms and other accommodations.

Bedbanks negotiate deals with hotels to get large volumes of rooms at discounted rates. They then sell these rooms to travel agencies, tour operators, and other businesses. Some big names in the bed bank world include:

• Hotelbeds: The largest bedbank globally, offering over 300,000 hotels worldwide
• WebBeds: A fast-growing player with a strong presence in Asia-Pacific and Europe
• Bookabed: A smaller wholesaler recently acquired by Indian travel distribution platform TBO.com

Connecting with bed banks will expand your B2B inventory and offer your clients better rates. These wholesalers often have access to a wider range of accommodations than you might find through a GDS, including smaller, independent hotels and alternative lodging options.

Channel managers

Channel managers are the ultimate middlemen in the travel inventory world. They gather and organize inventory data from multiple suppliers, making it easier for B2B platforms to access different accommodations.

Here's what channel managers offer:

• One connection, multiple suppliers: Connect once for access to many hotels
• Simpler supplier management: Manage diverse inventory through one integration
• Time and resource saved: Avoid managing many separate supplier connections.

Some big names in this space include SiteMinder and Cloudbeds. They do the heavy lifting of maintaining connections with individual hotels, so you don't have to. It's a smart way to expand your inventory while keeping things simple on your end.

Niche providers

While big players like GDS and bed banks cover the essential, niche providers focus on unique travel options that other providers might not have.

• Specialized inventory: Travel services you won't find in your typical travel catalog
• Focused expertise: Deep knowledge of their corner of the travel world
• Tailored options: Perfect for corporate travelers with specific needs or interests

For example, SilverDoor specializes in fully furnished serviced apartments. These are especially great for business trips, conferences, relocations, and staff housing programs. Other niche providers might focus on eco-lodges, adventure tours, or luxury villas.

Sure, niche providers won't give you the massive inventory of big wholesalers. But they can add that special touch that makes your B2B platform stand out.

Integrations

Travel APIs

Travel APIs (Application Programming Interfaces) are the digital bridges that connect B2B platforms with different travel service providers.

Here's what travel APIs bring to the table:

• Get the latest on prices and availability as it happens
• Say goodbye to manual updates and hello to smooth operations
• Tweak things to fit your travel business just right

There are APIs for pretty much everything in the travel industry, including hotels, flights, car rentals, and activities. By integrating these APIs into your B2B software, you're basically giving your clients solutions for all their travel needs, all within a single platform.

At Zoftify, we have extensive experience in API integration. We've also put together a huge guide on all the travel APIs — it covers all the ins and outs of choosing and setting them up.

HRIS

HRIS stands for Human Resource Information System. Any great B2B solution should integrate with these HR systems to connect with a company's employee database.

Here's what that means in practice:

• Automatically sync traveler profiles with the latest employee information
• Easily apply travel policies based on employee roles or departments
• Generate more accurate travel reports by incorporating HR data

Picture this: a trip is booked for the employee through your B2B platform. The system automatically checks if they're allowed to travel, applies the right travel policy based on their job, and even updates their profile if anything's changed.

For larger corporate clients, this kind of integration can be a real selling point. It shows you're not just offering a booking tool, but a full solution that fits right into their existing systems. It's about saving time, reducing manual data entry errors, and keeping everything in sync.

Expense management systems

These systems are essential tools in corporate travel, helping track and process employee expenses.

The main advantages are:

• Expense reports practically write themselves
• Company travel policies are easier to follow
• Employees get their money back faster
• Finance teams get better insights into travel spending

For example, a flight is booked for an employee through your software. In a second, an expense entry is automatically created. After the trip, only additional travel expenses like meals or taxis need to be added.

Popular systems for integration include Expensify, Chrome River, and Certify. When connected to your B2B platform, these tools can significantly streamline the entire travel expense process.

ERP systems

ERP stands for Enterprise Resource Planning. These systems are the foundation of many businesses, managing everything from finances to operations. Integrating your B2B online travel software with ERP systems is like giving it a direct line to the heart of a company's operations.

With this integration, all travel data fits perfectly into the bigger financial picture. It leads to:

• Better reporting and budget control
• Clearer view of how travel impacts the bottom line
• Easier access to vendor deals and preferred rates
• Smarter booking decisions and cost savings

Remember, for many big companies, their ERP system is the central hub of their operations. ERP integration can open doors to these types of clients who rely heavily on these systems to keep their business running smoothly.

Development process

Developing B2B solutions is one of the most complex tasks in travel.

You need to understand your potential clients needs, be fluent in technical know-how, and plan carefully. Unlike consumer apps, B2B software must handle complex business processes and work with many different systems. Here's how we at Zoftify approach this challenging process:

1. Product discovery

First, we consult with you to understand your business needs. What do you want the software to do? Who will use it — travel management companies, general businesses, or your own company?

We research the latest trends in travel technology to make sure the software is up-to-date. We also look at tech requirements, like connecting to expense management or online booking tools.

2. Design

Once we know what's needed, it's time to start designing. This isn't just about making the software look good (although that's important too). It's about making sure it's easy to use and does everything it needs to do.

We create mockups and prototypes, getting feedback from potential users along the way. It's like building a house — you want to make sure the blueprint is perfect before you start hammering nails.

3. Development

Developers start writing code, turning those designs into working software.

But it's not just about coding. We have to make sure the software can “talk” to other systems, like hotel booking engines or airline databases. During this process, we also test the software to catch any problems early.

4. Release

When the software is ready, we help move existing data to the new system. This ensures a smooth transition for online travel agency or corporate client.

We also explain to users how to use the new software and provide training resources, so they can take full advantage of its features right away.

5. Maintenance

Our job isn't done. We're always there to provide support and address any issues.

We also keep the software updated with new features and security improvements to meet the changing needs of the travel industry.

Final thoughts

Building B2B solutions that stand out means more than just throwing together a powerful booking engine with some corporate features. The most successful platforms will be those that manage to bridge the gap between the sleek user experience we've come to expect from consumer apps and the solid functionality demanded by corporate clients.

The key is building something that works for actual business travelers and travel managers,, not just looking good on paper. Whether you're upgrading legacy systems or starting from scratch, focus on creating software that makes corporate travel less of a headache and more of a strategic tool.