Should I use an online travel agency for last-minute flights?

Avoid third-party aggregators if possible. If the flight gets canceled, the airline will point you to the agency, and the agency will point you to the airline, leaving you stranded.

How do I handle expense reporting for last-minute spikes?

Document the 'why' at the time of booking. Take a screenshot of the best available rate at the time of booking so you can justify the high cost to your finance department later.

How to Book Last-Minute Business Travel

Prioritize direct booking channels to maintain control over your reservation if changes arise. Use a single travel management platform or a dedicated corporate credit card portal to ensure compliance while securing inventory in high-demand, last-minute windows.

Filter for flexible or refundable fares. Never book non-refundable 'Basic Economy' or 'Saver' fares for business. In the last-minute window, the price difference is often negligible, but the ability to cancel or modify without a total loss is non-negotiable.
Use corporate-specific booking portals. If your company uses tools like Navan, SAP Concur, or Amex GBT, use them exclusively. These platforms pull negotiated rates and provide 24/7 support that you won't get from consumer travel sites like Expedia.
Prioritize airport-adjacent hotels. When booking less than 48 hours out, downtown hotels are often sold out or overpriced due to events. Search for properties within 2 miles of the airport with a shuttle service to minimize commute stress.
Sync your itinerary to a single calendar. Forward all confirmation emails to a tool like TripIt or your Outlook/Google business calendar immediately. Last-minute bookings are prone to errors; having a master view prevents double-booking or missed segments.

Should I use an online travel agency for last-minute flights?: Avoid third-party aggregators if possible. If the flight gets canceled, the airline will point you to the agency, and the agency will point you to the airline, leaving you stranded.
How do I handle expense reporting for last-minute spikes?: Document the 'why' at the time of booking. Take a screenshot of the best available rate at the time of booking so you can justify the high cost to your finance department later.