Best Tools and Software for Travel Coordinators

Travel coordination is about more than just booking flights. It’s about making sure every moving part of a trip works together smoothly. From planning to approvals, from reporting to traveler safety, the right tools can make a coordinator’s job more efficient and far less stressful.

Instead of listing specific vendors, this guide breaks down the categories of tools and software every travel coordinator should have in place. Which supplier or solution you choose will depend on your company’s size, budget, and level of travel activity: and that’s exactly where our expert guidance can help.

Flight Search Engines

Even if you rely on a Travel Management Company (TMC), it’s essential to run your own checks. Some TMC systems don’t include low-cost carriers or niche airlines, and occasionally routes can be missed. A good flight search engine gives you a way to double-check prices and connections, or back up a request for a manual booking.

For complex itineraries, advanced search tools are invaluable. They help you make sure you’re not missing alternatives and allow you to challenge or complement what your TMC proposes.

Spreadsheets & Data Tools

Excel, Google Sheets, or Numbers aren’t glamorous, but they’re indispensable. Coordinators use them to:

• Track group bookings
• Record off-policy requests
• Compare hotel quotes
• Keep templates ready for budget estimates

Being spreadsheet-savvy is one of the most practical skills a coordinator can develop. Having ready-to-use templates can save hours and avoid errors.

Calendars & Task Managers

Travel coordinators juggle dozens of repeating tasks: renegotiating hotel rates, checking payments, producing reports, chasing visa renewals. A simple digital calendar with reminders can cover 80% of the job. Project management software is an option, but often adds unnecessary complexity when what you need is just recurring tasks and alerts.

Travel Management Company (TMC) Systems

If your company doesn’t use a TMC yet, this might be the first step to bringing order to a chaotic program. Beyond booking, a TMC and its Online Booking Tool (OBT) hold traveler profiles (passports, frequent flyer numbers, preferences), can be set up to manage approvals, and issue consolidated invoices that are otherwise hard to get from airlines or hotels. Whether you need a classic service-heavy TMC or a lighter, digital-first partner depends on your travel volume and support needs.

Approval Systems

Nothing drains credibility faster than an unapproved trip suddenly appearing in the budget. A structured approval flow ensures every booking request has a responsible manager’s green light before money is spent. This protects both the coordinator and the company.

Traveler Information Hub

Travelers need access to clear, updated guidelines: company travel policy, safety advice, destination updates, and answers to FAQs. This can be an intranet page, a cloud folder, or even a shared document. Formal policies should always be signed off by management, but additional case-based “explainers” can help with real-world situations.

Expense & Reimbursement Software

This often sits with Finance rather than Travel, but it directly affects coordinators. Without a proper expense platform or card solution, receipts pile up and manual processes slow everything down. Even if you don’t control the system, it’s worth engaging Finance to ensure travelers have a smooth reimbursement experience.

Duty of Care & Risk Management

Tracking where travelers are, knowing how to reach them, and being able to respond in case of disruption is part of a coordinator’s responsibility. Some TMCs offer built-in traceability, but additional risk tools may be needed depending on your travel footprint.

Visa & Entry Compliance

Visa and immigration rules are a common source of last-minute stress. Reliable sources for entry requirements should be at hand, and regular travelers should be monitored for potential overstays. If budget allows, an agency partner simplifies this process. Otherwise, a verified list of official resources is essential.

Tools for Unmanaged Travel Programs

If your company doesn’t use a TMC, you can still improve control and traveler experience. Free apps that consolidate itineraries or shared folders for frequent travelers can centralize information. These won’t replace a managed program, but they bring structure where otherwise there would be none.

Final Word

The truth is: tools alone won’t make travel coordination effective. What matters is choosing the right mix for your company’s needs, and avoiding wasted spend on software that doesn’t fit.

That’s where TravelCoordination.com comes in. We help organizations cut through the noise, assess what’s truly necessary, and set up systems that make travel smoother, safer, and more cost-efficient.