How to Book a Hotel Room Online for Business Trips?

Booking hotel rooms for business travel is easier with platforms like myBiz. Travel managers get access to a wide range of hotels, special rates, automated approvals, and real-time expense reports. Plus, employee bookings and GST invoices are handled seamlessly, ensuring compliance and cost control. Let’s explore how these solutions streamline your booking process:

How to Book a Hotel Room Online 

The good news is that travel management companies (TMCs) have made corporate hotel booking structured, easy and compliant. In this post, we discuss how to book a hotel room online and ways in which TMCs make the process smooth for any organisation, big or small.

Access a Wide Range of Hotel Options

The more options you have in hotels, the better your chances of finding the ideal hotels for your requirements. Many companies have preferred hotel partnerships to provide their employees with consistent accommodation options, negotiate discounted rates and get perks such as room upgrades or complimentary breakfast. 

Unless you have identified preferred hotels, you will need to identify which accommodation options best suit your needs and offer you special corporate benefits. Thereafter, ensure employees choose from the preferred hotels, in compliance with your travel policy. A TMC can come in handy in two ways: by helping you select hotels and speeding up booking of preferred properties. 

When you're a myBiz user, for example, you get access to a wide range of corporate-friendly hotels. Additionally, you can see the hotels reviewed and rated highly by other business travellers. This can speed up your research and help you form relationships with hotels that best meet your needs more quickly. myBiz is also has an employee self-booking functionality. At the time of booking, your employees will see your company's preferred hotel chains or the hotels that fall within the company’s travel policies. 

Assign Budgets for Hotel Stays

Creating budgets for hotel stays helps manage expenses effectively. By setting limits, you can control costs related to accommodation, meals and related expenses. 

The hotel budget is set per trip, per day and by location. The travel policy contains guidelines on spending limits. Employees should be advised to be aware of and stick to the hotel budget. For compliance, employees can ask for approvals before setting off on their trip or after completing it. A far better way to ensure compliance with the hotel budget and make approvals smoother is by booking through a travel management platform. 

With myBiz, you can:

• Set up booking limits
• Set your travel policy guidelines
• Automate approvals and workflows
• Define hotel preferences

On top of all this, either you or your employees can book hotels on myBiz. When the above criteria are in place, hotel bookings are smoother, faster and compliant. myBiz also offers real-time expense reports, giving you more control over your hotel expenses and overall travel spend. 

Book a Hotel Using Company Credit Cards

Using a corporate credit card can get your company hotel discounts and perks like free meals and the occasional free night. Corporate credit cards normally have higher annual and service charges. But, if used frequently, they can bring substantial savings for your company. 

The use of company credit cards and a centralised payment system contributes to faster and compliant hotel bookings. This system is more efficient than offline hotel bookings. With corporate credit cards, you can ensure quick and easy hotel bookings every time. 

Simplify Hotel Group Bookings 

Making hotel reservations for multiple employees has become easier thanks to online marketplaces for group hotel bookings and meeting spaces. But there are factors to keep in mind when making bookings for group travel, including the following:

• Hotel availability
• Number of rooms
• Business amenities
• Location
• Budget
• Ease of cancellations and trip modifications
• Documentation required when booking a hotel
• GST invoice assurance

myBiz ticks all the boxes, facilitating quick group hotel bookings for business trips and assuring GST invoices on hotels on the platform, allowing you to easily claim tax refunds. In addition, myBiz offers special corporate rates on hotels, delivering cost savings and helping optimise business travel spend. 

How to Book a Hotel Room Online Using myBiz

Booking a hotel for individual or group travel using myBiz is fast, simple and smooth - for travel managers, central bookers and employees. Here are the steps to book through the platform:

1. Sign up/Login to myBiz.
2. Click on the 'Hotels' icon on the top menu.
3. Fill in details such as destination, check-in and check-out details as well as the number of guests. Also enter the primary traveller whose travel policy you want to apply to the search.
4. Hit 'Search'.
5. You will see hotel options - browse through over 78,000 accommodation options. You can also view service apartments available for business travellers. 
6. The hotel options are based on star reviews, locations and business travellers' reviews. Check whether the hotel is within your company's policy or out of the policy. 
7. Looking for GST bills? Hotels marked as 'myBiz Assured' offer guaranteed GST invoices for all your bookings.
8. Book the hotel. 

You can demo myBiz for free to understand these steps in detail and get a hands-on learning of myBiz features and their suitability for your company. 

Frequently Asked Questions

 

Q1. What Should I Look for in a Hotel When Travelling for Business?

Ans. Look for hotels that offer amenities useful for business travellers, such as free Wi-Fi, business centres, meeting rooms, early check-in/late check-out options, and proximity to your meeting locations.

Q2. Can I Modify or Cancel My Hotel Booking After It’s Been Made?

Ans. Yes, most hotels and booking platforms allow you to modify or cancel your reservation, but be sure to check the cancellation policy beforehand as there might be fees or deadlines.

Q3. How Do I Ensure My Hotel Is Safe and Has Good Hygiene Standards?

Ans. You can check recent reviews, look for hotels that follow recognised cleanliness protocols, and contact the hotel directly to ask about their hygiene standards and safety measures.

Q4. Can I Earn Loyalty Points for My Business Travel Stays?

Ans. Certainly. Make sure to sign up for the hotel’s loyalty program and enter your membership number when booking to earn points for your stay, which can be redeemed for future benefits.
 

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• •  GST Registration: A Step by Step Guide For Small Businesses
• •  GST on Flight Tickets: How to Get Input Tax Credit on Flights
• •  GST on Hotel Rooms: How to Get Input Tax Credit on Hotels
• •  Business Travel: Its Significance & Impact on Your Bottom Line
• • 9 Key Features of Top-Notch Travel Management Systems