10 business travel tips to save money and stay connected

Over 445 million business trips are taken each year. 

Business travel opens doors to new opportunities, helps companies expand, and builds global connections. For many businesses, sending employees abroad is key to strengthening relationships around the world.

However, traveling for work isn’t always easy. It can be stressful and expensive, with the average business trip costing around $1,446 USD. Over time, connectivity fees, reimbursements, and managing expenses can take a toll on both budgets and schedules.

We’ve got you covered. Follow these top business travel tips to save money, avoid common hassles, and stay connected on your next business trip.

Tip 1: Use eSIMs to save money and stay connected

Staying connected abroad isn't always easy. It often means dealing with limited data, pricey roaming fees, or the hassle of hunting for reliable Wi-Fi or a local SIM card. All that, just to check emails or join a meeting, can be frustrating and costly.

Enter Airalo for Business — the smarter way to stay connected. Airalo for Business lowers travel costs by providing affordable eSIM packages for 200+ destinations worldwide. Companies can easily purchase and distribute eSIMs to employees, giving them instant access to local networks abroad. Employees can even select their own eSIM plans through the Airalo app and bill their organization, making connectivity quick and stress-free.

With Airalo for Business, employees can get online in seconds — no searching for Wi-Fi or worrying about unexpected roaming fees. Travel administrators also get full visibility into data usage, ensuring there are no surprises when it comes to connectivity expenses or employee data needs.

Tip 2: Leverage travel rewards programs

Frequent business travel comes with ongoing expenses for flights, hotels, and transportation. According to the Global Business Travel Association, the average business traveler spends around $1,018 USD per trip.

The good news? These expenses can earn you points and loyalty status with airlines and hotels. Over time, these rewards can make your trips smoother and more affordable, offering perks like free seat selection, extra luggage, or lounge access.

To maximize your travel budget, consider using travel credit cards that reward you with points for every dollar spent on flights, hotels, and car rentals. These points can be redeemed for upgrades, discounts, or even free travel in the future.

Be sure to join rewards programs that match your travel habits and preferences. They can cover upgrades, free stays, or flights, helping you travel in more comfort and style while making every trip more rewarding.

Tip 3: Beat jet lag by understanding your circadian cycle

Jet lag is one of the biggest obstacles to staying productive during international travel. Crossing time zones disrupts your natural sleep cycle, leaving you feeling tired and less focused — a challenge no one wants during important business trips.

So, what exactly is jet lag? It's a circadian rhythm disorder that happens when your internal 24-hour clock doesn’t align with the day-night cycle of your destination. On a business trip, jet lag can take a toll on your performance, making it harder to stay sharp in meetings or deliver your best work.

To help combat jet lag and stay energized, here are a few science-backed tips:

• Skip the wine: Although a glass of red wine might seem like it’ll help you sleep, research shows alcohol disrupts both in-flight rest and recovery.
• Adjust your sleep schedule: Start shifting your bedtime a few hours closer to your destination’s time zone in the days leading up to your trip.
• Sync your meals: On travel day, eat meals according to your destination’s time zone to help your body adjust faster.
• Stay hydrated: Air travel dehydrates your body, which can worsen fatigue. Drink plenty of water and avoid heavy or hard-to-digest meals.

With a little preparation, you can minimize jet lag and hit the ground running, no matter where business takes you.

Tip 4: Keep a travel essentials pouch

Save time and money by putting together a dedicated travel essentials pouch that’s always ready to grab and go.

Instead of scrambling to pack at the last minute or buying items on the road, keep a pre-packed kit with essentials for every trip. This not only cuts down on repeated purchases but also ensures you’re fully prepared for whatever comes your way.

Here’s what to include:

• Portable charger
• Universal travel adaptor
• Detergent pen for quick clothing fixes
• Chewing gum (helps with ear pressure on flights)
• Band-aids for minor emergencies
• Hand sanitizer to stay germ-free on the go

Having these items handy can help you avoid unnecessary purchases and make your travel experience smoother and more efficient.

Tip 5: Schedule flights with delays in mind

Research by SAP shows that 88% of business travelers have had to adjust their plans due to unexpected issues like delays, cancellations, or traffic. In fact, in 2023 alone, a quarter of all flights in the US were delayed.

With tight schedules and critical meetings, business travel often leaves little room for error. A delayed or canceled flight can set off a chain reaction, disrupting your plans and potentially impacting the success of your trip.

To minimize the risk of travel disruptions, try these tips:

• Book the earliest flight: Morning flights are less likely to be delayed, as they’re less affected by cascading delays throughout the day.
• Choose direct flights: Avoid connections when possible to reduce the risk of missing a connecting flight.
• Plan for layovers: If a direct flight isn’t an option, schedule a generous layover to allow extra time in case of delays.

With a little strategic planning, you can keep your business travel on track and avoid unnecessary stress.

Tip 6: Use a digital bank to avoid currency exchange costs

Currency exchange fees can quickly add up for business travelers. In 2019, a study by Capital Economics revealed that US travelers and small businesses spent over $16.3 billion USD on foreign exchange, with $7.6 billion USD going toward transaction fees.

Currency exchange fees often range from 5% to 10% of the amount exchanged, depending on the provider. To cut these costs, consider using a digital bank that offers zero or reduced foreign exchange fees. Many digital banks allow you to exchange currencies at fair rates with little to no extra charges. This simple step can save you a lot on frequent international business trips. 

Tip 7: Pack wisely

Save time and reduce stress by packing your carry-on ahead of time. The last thing you want during a business trip is to worry about finding appropriate clothing. Opt for wrinkle-free business wear to skip ironing or steaming — especially for presentation day — so you can stay polished and professional throughout your trip.

Packing cubes are a game-changer for staying organized. They keep your clothing and essentials easy to find while helping you avoid overpacking. Be sure to include an extra top and bottom in case of spills or stains, ensuring you’re ready for any surprises. Packing light and smart also speeds up airport check-ins and security checks.

Tip 8: Add notes to your hotel booking

When booking your accommodation, add a comment or note to let the hotel know you’re traveling for work. Many hotels prioritize business travelers by offering quieter rooms, faster Wi-Fi, and extra workspace to help you stay productive during your stay – and rebook for your next business trip. Some hotels may even offer early check-in, late check-out, or other perks that make your stay more comfortable and work-friendly at no extra cost.

Tip 9: Understand the transport culture of your destination

Every city has its own transportation system and commute culture. Understanding them ahead of time can save you from last-minute confusion. In some places, rideshares like Uber or Lyft are the fastest choice, while in others, public transportation such as buses or subways is more reliable and cost-effective.

To avoid stress on meeting days, research the easiest way to get from A to B before your trip. Look up the best routes from the airport to your hotel and between meeting locations. For shorter stays, consider tourist or travel cards that offer unlimited public transport for a few days — they're often the most affordable and convenient option. 

Tip 10: Simplify receipt management – or better yet, get a company card

The average business traveler spends around $1,018 USD per trip, which means managing expenses efficiently is crucial. Without a system, receipts can quickly pile up or get lost during a busy trip, delaying reimbursements and causing unnecessary stress.

To stay organized, create a system for tracking receipts as soon as you receive them. Snap photos of your receipts and save them in a dedicated folder on your phone or neatly store them in a specific section of your wallet. This way, you’ll have everything ready for reimbursement without scrambling later.

Better yet, if your company offers a business credit card, use it for all travel-related expenses. This streamlines the process by eliminating the need to track personal spending and makes it easier for finance teams to process payments directly.

With Airalo for Business, you can skip reimbursements entirely by billing your organization directly when purchasing eSIM packages for international travel.