The complete business travel checklist for corporate travellers

With today’s technology, it’s easier than ever for companies to conduct business across the globe. As a result, corporate travel is likely a part of your role in one way or another. Maybe you’re a seasoned traveller with an established routine, or maybe you’re setting out on the road for the first time. Either way, as you prepare for your next business trip, these corporate travel tips will help you make the most of it.  

Business Trip Preparation Checks 

Before you go anywhere, your trip first has to be booked. As you know, there are countless ways to do so, including through travel management companies (TMC) and direct booking sites. However, if your company has a platform specifically used for booking travel, that method is the best way to go. A centralized system not only helps you book everything in one place, it also helps you stay compliant with company policy so you can quickly get your itinerary scheduled and have all of your trip expenses eligible for reimbursement.  

Other things to consider before you go:  

• Has your trip been approved by a manager or other necessary approver?  
• Are your ID cards up to date?  
• If travelling internationally, is your passport six months or more from expiry? Do you need any additional verification, such as a visa or company documentation?  

What to Pack for a Business Trip: The Essentials 

Depending on your destination, you may need to bring different things for different business trips. However, on the whole, the essentials will stay the same. These are things like:  

• Travel documentation: Whether you’re travelling domestically or internationally, you need to have the appropriate identification on hand. These are things like ID cards, passports, visas, and anything else you need to verify your identity in order to travel. You also need your travel documents, including things like your travel itinerary, boarding passes, and hotel reservations.  
• Professional and casual attire: No matter where you’re headed, you need to look professional in order to best represent yourself and your company. Keep your client or customer in mind, taking any cultural dress norms into account, and consult the weather for the necessary outwear needed. Don’t forget to pack casual attire and sleepwear for when you’re off the clock, as well.  
• Chargers and adapters: Check that you have all the chargers, cords, and adapters you need for your technology, including personal and work phones, laptops, and tablets. You might also consider bringing a portable charger or power bank.  
• Payment methods: Be sure to bring any corporate cards and other credit or debit cards, as well as any currency needed for the area you’re travelling to.    
• Personal items: It goes without saying that you should bring your personal essentials. These are things like toiletries, medications and prescriptions, glasses and contacts, headphones, notebooks and pens, and refillable water bottles.  

What to Do During Business Travel 

While you’re travelling, make sure you’re keeping track of all your luggage, as well as your expenses. Make sure you’re abiding by company spending per diems and other limits, and save all receipts to expense after you get back. Or, better yet, use a mobile app to submit them directly and get a jumpstart on your expense report while you’re still on the road.  

Post-Trip: What to Do After Business Travel 

Once you’re back from your trip, try to complete your expense report as soon as you can. It might be the last thing you want to do, but it’s the biggest expense reporting tip we can give. Doing so will allow you to get reimbursed sooner and also mean you can toss any paper receipts cluttering your bag or wallet.  

Common Business Travel Mistakes 

Business travel doesn’t come with a crystal ball, so there’s no way to tell for sure how a trip will go. You can’t predict cancelled flights, train delays, or long taxi and rideshare queues. However, there are things in your control that can ensure smoother travels. To set yourself up for success, avoid these common mistakes:  

• Booking outside of the system: It can be convenient to book directly through an airline or other travel site, but using your company’s system means you’ll have all your information in one place and the company has full visibility.  
• Waiting until the last minute and not using preferred vendors: Book your trip with preferred vendors as soon as it gets approved so you get a better selection of times and fares and avoid missing out on any other perks like upgraded seats.  
• Forgetting your travel documents: Double check that your IDs and passport are valid, your boarding pass is accounted for, and your reservations are confirmed before you leave.  
• Spending out of policy: Review your company’s spending policies ahead of time so you’re aware of per diems, as well as any items that don’t qualify for reimbursement, before the money is spent.   
• Losing your receipts: Get a digital copy of your receipt when you can, or quickly scan a paper one as soon as you receive it with a mobile T&E app.   
• Putting off the expense report: Upload your receipts and itemize all your expenses before the trip is too far in your rearview for you to remember the details.  

Must-Have Tools for Corporate Business Travel 

With business travel, there are many moving parts. Luckily, technology is making both travelling and travel management easier. Here are some must-have tools and features for your next trip:  

• Unified T&E platform: When your company combines travel and expense management into a single system, you, the business traveller, get access to everything you need in one place. You can easily book a trip, get policy guidance, and submit expenses without having to toggle between tools or browser tabs.  
• Mobile T&E app: The only thing better than being able to book, manage, and expense a trip in one place is being able to do so from your phone. With a mobile app, you can get real-time updates, upload receipts instantly, or approve or adjust travel plans while on the go.  
• Automated expense capture: With automated expense capture, you don’t even need to upload a photo of your receipt. The tool automatically builds a report by pulling credit card transactions and booking information, so there’s less manual entry and fewer errors.  
• AI-powered assistance: With artificial intelligence embedded into your company’s T&E tool, you get smart suggestions based on company policy, past behaviour, and travel patterns. This means you can search less, receive more relevant options, and make faster booking decisions.   

No matter where your work sends you, the right technology can get you and your company where you want to go. Talk to an SAP Concur solutions expert today to learn more. 

FAQs: 

What should I pack for a business trip? 

• Clothing: Pack business attire suited to your meetings, a casual outfit for downtime, comfortable shoes, and one extra outfit for unexpected delays or spills. 
• Tech & work essentials: Bring your laptop, chargers, and power adapters, along with headphones, a portable power bank, and any presentation materials you may need. 
• Travel documents: Always carry your ID, passport, and visa documents if required, along with your itinerary, hotel confirmations, travel insurance information, corporate credit card, and some local cash. 
• Health & personal care: Pack travel-sized toiletries, medications, hand sanitizer, and some snacks to keep you going on long travel days. 

How do I prepare for a business trip? 

Before booking, define your trip goals, review your company travel policy, and plan key meetings. Book travel early, check visa and safety requirements, arrange transport, and complete any required approvals. Pack essential documents and devices, share your itinerary, and use a travel and expense tool such as SAP Concur to capture receipts and track expenses during the trip. 

How do I submit expenses after a business trip? 

Gather your receipts, review your company’s expense policy, and organize expenses by category and business purpose. Submit them through your expense platform, such as SAP Concur, with the correct cost centre and supporting documents. Track the report’s status and respond quickly to any questions to avoid reimbursement delays. See how it works. 

What is a T&E platform and why does it matter for corporate travel? 

A travel and expense (T&E) platform helps businesses manage travel bookings, expense reports, receipts, approvals, and policy compliance in one connected system. It replaces manual processes such as spreadsheets and paper receipts, while giving employees an easier way to submit expenses and helping finance teams improve spending visibility, control costs, reduce errors, and speed up reimbursement. 

Do I need a passport for a domestic business trip? 

For most domestic U.S. business trips, you do not need a passport. Travellers aged 18 or older must carry a REAL ID-compliant driver’s licence or another TSA-accepted form of identification, such as a passport. A passport can be a useful backup and is required if your itinerary includes international travel. Always check that your identification is valid before departure.