Ways to save on corporate travel: Flexible vs cheap options

Last Updated on: April 2, 2025 at 12:03 pm

When trying to find strategic ways to save on corporate travel, companies often face a familiar trade-off: Should you book a flexible fare early, or wait and grab the cheapest non-refundable fare closer to departure?

At first glance, the cheapest fare looks like the obvious choice—lower upfront cost, good for budget-conscious teams. However, when timing, change fees, and fare volatility are factored into, the equation gets more complicated.

The Myth of the Cheapest Fare

Cheapest doesn’t always mean lowest total cost. Here’s why:

• Non-refundable fares are volatile. According to our data, economy fares can rise by 30% or more within two weeks of departure, especially on competitive routes or during peak travel seasons.
  
• Changes get expensive. If plans shift (as they often do in business travel), those cheap tickets become costly. Change fees, fare differences, or having to rebook from scratch all add up.

🧠 Insight: A non-refundable fare booked 3–5 days before travel may end up costing more than a flexible fare booked two to three weeks out—even if the flexible ticket looks more expensive at the time of booking.

Flexible fares: Not always “Premium”

Flexible fares have a reputation for being premium-priced, but not all are. Many airlines now offer semi-flex or value-flex fares that allow changes with no (or minimal) fees. Booking these fares earlier can lock in lower base rates and preserve flexibility.

Example:

• Flexible fare booked 21 days out: $450 (no change fee)
• Non-refundable fare booked 3 days before: $390 base + $75 change fee (if rescheduled) + $60 fare difference
• Total if changed: $525

In this case, the early flexible fare ends up cheaper and less disruptive.

Airline variability: A key factor

Not all airlines price the same:

• Low-cost carriers often keep fares low but charge high change fees or disallow changes altogether.
• Legacy carriers (like Delta, Lufthansa, Singapore Airlines) now offer more flexibility—even on economy fares—especially post-COVID.
• Hybrid carriers may offer mid-range fares with limited flexibility at a lower premium.

It’s important to understand the carrier’s fare rules, route behavior, and how often plans change for your travelers.

When flexible fares win

Booking flexible fares early tends to save money in these scenarios:

• Plans are uncertain or change frequently
• Travel is booked 14+ days in advance
• Routes with high last-minute fare spikes
• Travelers tend to miss deadlines for refunds or rebooking

When cheap last-minute fares might work

Going with the lowest fare might still be viable when:

• Plans are firm and unlikely to change
• The airline offers fare-hold or refund options via credit
• It’s a short-haul, low-cost route with minimal variation in pricing
• The trip is booked very early, and the fare class doesn’t require flexibility
  

Final take: Flexibility pays—but only with timing

The best strategy? Use data to guide decisions: 

✅ Track routes that have high last-minute volatility
✅ Evaluate change/cancellation rates for different teams
✅ Identify airlines that offer flexible economy fares
✅ Automate fare tracking to flag optimal times to book

Smart travel management platforms can even auto-suggest when flexible fares are the better long-term value.

Ready for data driven ways to save on corporate travel?

Discover how flexible fare strategies and automated insights can cut costs—without cutting corners. See it in action, book a demo with us or sign up for a free trial today.