When managing business travel, organizations have more options than ever—from booking independently to working with professional agents. However, when it comes to choosing between an online booking tool and an agent-assisted approach, it’s helpful to understand the differences—and the overlap.

In the world of business travel, “online booking tool” (OBT) and “self-booking tool” (SBT) are often used interchangeably. Both refer to platforms that allow Travelers to book and manage trips themselves, typically within the parameters of a company’s travel policy. The main difference lies in terminology—OBT is the broader category. Think of it as any web-based platform that facilitates booking, while SBT emphasizes user control and independence. Regardless of the name, the core functionality is the same.

Option 1: Online Booking Tools (aka Self-Booking Tools)

An online booking tool empowers Travelers to search and book reservations for flights, hotels, car rentals and more—all in one place. These tools are often integrated into corporate travel programs and configured to align with company travel policies, budget constraints and approval workflows.

Many businesses opt for a corporate-focused OBT that includes features such as travel policy enforcement, real-time updates, spend tracking, and integration with HR and expense systems. Some OBTs even offer agent support through a Travel Management Company (TMC), blending digital convenience with human service.

Examples of corporate OBTs include SAP Concur and Teal, powered by Spotnana, while Online Travel Agencies (OTAs) like Expedia and Booking.com offer similar tools for unmanaged or individual business Travelers. For example, OTAs offer convenience and price comparisons but have limitations, especially for those with pre-existing relationships with suppliers.

Option 2: Agent Booking

Some organizations opt for a more traditional approach, working directly with travel agents, often as part of a TMC relationship. This is ideal for Travelers who prefer a hands-off approach, need complex itineraries or value a higher level of service.

While it might seem old-school, agent booking comes with serious benefits: dedicated expertise, negotiated rates and support during disruptions. For busy executives or infrequent Travelers, this option can bring peace of mind and time savings.

How to Choose: What’s Right for Your Travelers?

Each booking method has its strengths:

• Online booking tools (aka a self-booking tool) offer convenience, independence and speed. They’re perfect for tech-savvy Travelers who want control while staying within policy.

• Agent booking offers a personal touch and expert support, making it ideal for high-touch services or complex needs.

When evaluating solutions, consider your team’s travel habits, tech comfort levels, and your organization’s travel goals. For example, you may be aiming to reduce costs, improve the traveler experience, or strengthen policy compliance and sustainability.

Additionally Ask:

• Will the tool provide real-time data and safety tracking?

• Does it integrate with your existing systems?

• Can you support Travelers on the go?

The Best of Both Worlds: Combine an OBT with a TMC

Here’s the good news: You don’t have to choose just one. The smartest travel programs pair an online booking tool with TMC support to get the best of both worlds.

JTB Business Travel, for example, partners with Spotnana to offer a modern, cloud-based OBT with built-in agent access. Travelers can book independently when they want—and get personalized help when they need it. Travel Managers gain visibility, policy control and scalable support across the globe.

Let’s talk about building the right mix of tech and service for your organization. Contact us today to get started.