Comparing the Best Travel Management Software for Small and Large Agencies

If you own a travel agency or work for one, planning trips for clients is an exciting part of your job. But only until you deal with endless bookings and expense tracking. I have seen both small and large travel agencies struggle with this.

Both small and large businesses have different kinds of problems. For example, small teams often rely on basic tools that cannot handle complex itineraries. Large agencies sometimes end up with expensive systems that feel too heavy and slow.

This is where the right travel management software makes a difference. It helps you handle everything from bookings to tracking expenses, keeping everything in one place. But the needs of a small agency are very different from those of a large one. In this guide, I will compare the best options for both, so you can find a tool that actually works for your size and budget with the latest and best options available.

What is Travel Management Software?

Travel management encompasses all aspects of a client’s travel experience. Previously, companies had to do all this manually, but now several tools greatly assist in this process.

Travel management is a software tool that helps companies and agencies plan, book, and track business trips in one place. It keeps all travel details, such as costs and approvals, organized so that teams save time and avoid errors.

Using these tools has become a necessary part of working for all kinds of travel agencies, including small and larger ones. These tools reduce labor costs and make travel planning faster and more accurate.

Key things it can do:

• Book flights, hotels, and transport from a single dashboard
• Track travel expenses and match them with company policies
• Create detailed travel reports for better budget control
• Store trip details for easy changes or cancellations
• Integrate with payment and accounting systems
• Offer mobile access so that travelers can manage plans on the go

A good trip management software is not like basic trip management software that only handles simple itineraries. Travel management software connects the whole process. It automates things for you from booking to expense tracking.

Small vs Large Travel Agencies – What Changes in Software Needs

When it comes to travel management software, small and large agencies often look for very different things. The size of the business affects the budget, the type of features needed, and even how the team uses the tool. Knowing these differences helps agencies choose the right platform. So, it’s better not to waste your money and select the right tool for you. Here are the simple things you need to keep in mind.

1. Budget and Subscription Flexibility

Small agencies usually work with tighter budgets. They need affordable plans that can be scaled up later if needed. Monthly or pay-per-user subscriptions work well for them. Large agencies often have a bigger budget but expect more value. They typically seek tools with advanced features, including analytics, dedicated support, and custom options, to achieve better ROI (return on investment).

2. Simplicity vs Advanced Features

The best travel management software for small businesses is often the one that is easy to set up and use without long training sessions. They need quick booking and simple reports. Large agencies prefer advanced features like multi-branch management, AI-powered booking suggestions, and detailed policy enforcement to handle complex travel needs.

3. Number of Users and Data Handling

A small agency may only need accounts for a few users. A lightweight system is enough for them. Large agencies manage hundreds of bookings every week. So they need a platform that can handle high data volumes without slowing down. This also means stronger data storage and backup features are a must for bigger companies.

4. Integration with Other Tools

Small agencies often connect their travel and expense management software with basic accounting apps or payment solutions. Large agencies require deeper integrations, such as

Linking with global distribution systems (GDS)

• CRM platforms
• HR tools
• Multiple payment gateways

These integrations help them keep all client and travel data in sync across departments.

It also adds approval flows and reporting, which are important for businesses that manage multiple travelers at once. This makes it a better fit for agencies that want control over both the travel plans and the money spent on them.

Are you looking for the best travel and expense management software? Let us break them down into two categories for small and large-scale businesses.

Related Blog: Best Travel Apps Every Traveller Needs.

Best Travel Management Software for Small Business

Small agencies often need tools that are easy to use yet powerful enough to handle bookings and reports without extra work. The right software can save hours every week and help maintain a smooth process for both staff and clients.

1. TravelPerk

Pricing:

• Starter: Free for first 5 bookings per month, then 5% fee
• Premium: $99/month + 3% fee
• Pro: $299/month + 3% fee
• Enterprise: Custom pricing

Best for: Agencies that are looking for flexible bookings and wide travel options

Language Support: It supports English, Spanish, German, Italian, and French

TravelPerk is a complete platform for booking and managing trips in one place. Staff can reserve flights, hotels, and transport directly. They also get access to corporate discounts, which helps save costs. This discount policy is very efficient for small scale travel businesses.

TravelPerk also offers quick approval flows and built-in expense tracking. Agencies can create policies so bookings stay within company rules. Real-time alerts keep travelers informed about any changes.

Extra features like VAT-ready invoices and eco-friendly travel options add more value. The FlexiPerk option allows trip cancellations up to two hours before departure, with most of the cost refunded. A mobile app makes it easy for travelers to manage plans from anywhere.

2. BizAway

Pricing:

• Essentials: €3 per booking
• Advanced: €5 per booking
• Custom: Contact for pricing

Best for: Agencies needing automation and flexible booking options

Languages supported: English, French, German, Italian, Spanish, Dutch, Portuguese, Russian

BizAway is a web-based travel management software. It is built for both simplicity and control, and works equally well for small and large-scale businesses. It allows staff to book trips independently while adhering to company rules. Agencies can also give employees access to special fares for personal travel.

The platform connects with over 900 airlines and more than 20 car rental providers. It supports automated approvals and custom travel policies. Advanced plans also include travel risk management to improve safety for travelers.

Its interface is clean and mobile-friendly, which makes it easy to manage bookings from anywhere. BizAway is a good choice for agencies looking for automation without losing flexibility.

3. Routespring

Pricing:

• Basic: Free for 5 bookings a month, then 4% per booking
• Economy: $49/month + 2% per booking
• Business: $999/month + 2% per booking
• Enterprise: Custom pricing

Best for: Businesses wanting centralised payments and real-time spend tracking

Languages supported: English

Routespring is a travel and expense management software. It is perfectly designed to simplify how small companies handle business travel payments. Instead of reimbursing employees later, it allows setting pre-approved budgets. So, no one spends out of pocket, which is an excellent feature with a tight budget.

Its FluidCash feature provides virtual and physical cards with spending limits. Managers can see every transaction instantly and adjust budgets when needed. Staff can book flights, hotels, and cars while staying within company rules.

This approach removes the need for lengthy expense reports. It also helps companies maintain full visibility of travel costs at all times. Route Spring is a strong option for agencies that want control and transparency in travel spending.

5. TripCreator

Pricing:

• Standard: $59/month (billed annually)
• Professional: $99/month (billed annually)
• Enterprise: From $499/month (custom)

Best for: Agencies and tour operators needing fast itinerary creation

Languages supported: English

TripCreator is a travel and expense management software. It is focused on building and managing travel itineraries. It is ideal for destination management companies, tour operators, and travel agencies that want to automate their planning process.

The drag-and-drop builder makes it simple to create and edit itineraries. You can choose to show no prices, a total cost, or a detailed breakdown. You can book each trip in full or by individual items.

It also allows agencies to reuse itinerary modules to save time on repeat trips. Finished plans can be shared with clients via email or a link. This makes it easier for both the agency and the traveler to keep everything in one place.

Note: Do you know that travel management software is different from travel booking software? If not, then also check the best travel booking software.

Best Travel Management Software for Large Agencies

Large agencies often deal with complex travel needs. They require a system that can handle global bookings, manage expenses, and ensure compliance across multiple teams. The right platform should make the entire process smooth while offering strong reporting and control tools.

1. SAP Concur

Pricing: Starts from $8 per user per month (custom plans available)

Best for: Large enterprises with global travel operations

Languages supported: Multiple languages (global support)

SAP Concur is a leading travel and expense management software. It is specially built for large-scale corporate needs. It combines travel booking and reporting in one secure platform.

The system connects with a wide network of airlines, hotels, and service providers. It offers advanced approval workflows, compliance tools, and detailed analytics for better decision-making. Global support ensures agencies can manage trips across regions without disruptions.

Its centralized approach helps businesses maintain full visibility of spending while reducing manual work. This makes it a reliable choice for enterprises with high travel volumes and complex policies.

2. Amex GBT Egencia

Pricing:

• The fee is tailored to each organization
• Typically, under 4 % of total travel spend overall

Best for: Large companies with global travel needs and complex policies

Languages supported: English and several others

Amex GBT Egencia is a robust travel and expense management software designed for big agencies. It combines trip booking, expense tracking, and reporting in one secure platform.

You get deep spend visibility with custom reports. The platform lets you cancel bookings within 24 hours at no cost. It runs price checks automatically to ensure you get good deals. You can manage travel across the world from a single place.

There are some drawbacks. Customer help can be uneven. Changing bookings may be hard. Users also say using flight credits can feel complicated.

3. Navan (formerly TripActions)

Pricing:

• Navan Business: Free for smaller teams (up to a set number of users)
• Navan Enterprise: Custom pricing. Talk to sales for a quote

Best for: Large companies that want a unified way to handle both travel and expenses

Languages supported: Multiple languages (global support)

Navan is a travel and expense management software. It lets teams book flights, hotels, and cars using a global inventory. Company policies are built into the booking flow.

It means out-of-policy choices are either hidden or clearly marked. The system also offers real-time tracking and spending visibility. Users can scan receipts on the go. Finance teams get automated reports. And help is always available, day or night.

4. Travefy

Pricing:

• Core: $39/month (annual)
• Premium: $59/month (annual)
• Agency: From $20/seat/month

Best for: Travel professionals and agencies.

Languages supported: English

Travefy is a travel and expense management software built for travel agents, agencies, and tour operators. It helps manage bookings, clients, proposals, and invoices in one platform. With its drag-and-drop itinerary builder, you can create professional trip plans quickly. It also offers mobile apps so that clients can view details anytime.

The Core plan includes tools like CRM, invoicing, website builder, and live chat. Premium adds custom domain hosting, business email, and priority support. The Agency plan is designed for large teams with dedicated account management and custom integrations.

Feature Comparison: Small vs Large Agency Tools

When selecting travel tools, the needs of a small agency differ significantly from those of a larger one.
Small teams often seek quick and easy solutions to save time. Larger agencies usually look for deeper control, more features, and stronger connections with other systems.
Here’s a quick look at how both types of tools compare.

Feature	Small Agency Tools	Large Agency Tools
Booking Speed & Options	Fast and simple booking process with basic choices. Great for quick client requests.	Handles complex bookings, multiple suppliers, and detailed itineraries.
Expense Management	Basic tracking and simple expense reports.	Full expense control with budgets, categories, and multi-currency support.
Integration Capabilities	Connects with a few common apps, such as email or payment tools.	Works with CRMs, accounting software, reporting tools, and API access for custom links.
Customization & Reporting	Limited custom fields and standard reports.	Highly customizable dashboards, advanced analytics, and client-specific reports.
Price Range	$5-$60 per user per month	Mostly start at $10 per user per month or custom packages

Tip: If your agency is just starting, a small tool setup may keep things simple and affordable. But as you grow, large-agency tools can save more time and give you better control.

TripFrog: The Best Software for Both Small and Large Travel Teams

TripFrogApp is built to work for everyone. It does not matter whether you run a small travel agency or manage a large corporate travel team. It combines smart planning, detailed tracking, and flexible features that fit any scale of work.

Pricing:

• Basic: $19/month (1 user, travel stats, route visuals, privacy tools)
• Premium: $29/month (up to 5 users, custom routes, performance tracking, detailed breakdowns, seamless integrations)
• Enterprise: $49/month (unlimited users, all premium tools, custom solutions, automation, dedicated support)

Best For: Small teams seeking budget-friendly tools and large organisations requiring scalable travel and expense management solutions.

With TripFrogApp, you can map every trip in real time. It helps to create your own routes, check travel statistics, and keep your data private. The setup is simple. Choose your preferences, track your journeys, and share them when you want.

With the TripFrog, you don’t need to worry about destinations or managing your plan. The software does everything for you. Download TripFrogApp today and turn every trip into a well-planned, well-tracked experience.

Related: Looking for travel planning apps? Check out the best travel planning apps.

Finding a Perfect Fit

Picking the right travel software is a lot like packing for a trip. Every tool comes with its own perks, so focus on the one that matches your business style and needs. A smart choice can save time, cut costs, and keep trips stress-free.

Do not rush the decision. Try the free versions or demos to see how the features actually work for you. The more you test, the more confident you will be in your pick.

If you are ready to make travel management easier, explore our full list of trusted tools on our site. Your perfect travel partner could be just a click away.

Frequently Asked Questions