10 Hacks Every Procurement Team Should Follow Before Choosing a Travel Partner

The Corporate Commute Dilemma in Indian Metro Cities

In the buzz of Indian metros like Bengaluru, Mumbai, Chennai, Hyderabad, Delhi, Pune, Kolkata, and Ahmedabad, corporate life runs on tight schedules, long hours, and seamless coordination. One thing that silently powers this machinery is employee transportation. As per a 2024 survey by the Indian Association of Corporate Mobility (IACM), 72% of medium-to-large enterprises in metro cities now rely on third-party travel partners to manage employee travel and daily commute solutions.

Yet, nearly 46% of these companies admitted that they regretted not evaluating their travel partner thoroughly before signing long-term contracts. Mismanaged logistics, hidden costs, poor vehicle quality, untrained chauffeurs, lack of tech support—these are some of the common issues faced by companies that hurried into these decisions.

So how can procurement teams in companies and Global Capability Centers (GCCs) ensure they don’t just get a travel vendor—but a true travel partner who delivers consistency, safety, cost efficiency, and scalability?

Why This Decision Matters in 2025

India's corporate transport sector is projected to hit INR 25,000 Cr by 2027, growing at over 16.5% CAGR (IBEF, Frost & Sullivan). Metro cities alone account for over 72% of this demand. GCCs (Global Capability Centers) and MNCs are major drivers, and poor employee mobility is a known reason for high attrition and productivity loss.

Based on a NASSCOM–Zinnov 2024 survey:

Let’s look at 10 must-follow hacks every procurement team should use before finalizing a travel partner for corporate car rental or employee transport needs. Each tip is backed by practical examples, statistics, and simple logic that can help avoid operational mess-ups.

Top 10 Hacks For Procurement Teams Should Follow Before Choosing a Travel Partner

1. Start With Employee Volume & Shift Mapping

Knowing how many employees need transportation per day—and at what times—is non-negotiable. This determines everything: vehicle count, shift alignment, technology integration, and cost per trip.

Hack: Create a daily employee movement heat map for at least 3 months before engaging with any travel partner. It helps travel partners provide you with tailor-made pricing and fleet structure.

Stat: 71% of travel partnership issues arise due to mismatched expectations in fleet planning during peak shift hours (Mobility India Report 2024).

2. Demand Tech-First Operations

The best travel partners offer automated routing, GPS live tracking, QR code boarding, OTP-based trip closure, and driver attendance systems.

Hack: Ask for a demo of the travel tech stack. If your potential travel partner doesn’t have a mobile app and live dashboard reporting for your admin team, that’s a red flag.

Example: Eminent Transit offers an AI-based route optimizer that saves up to 23% fuel costs for their corporate clients.

3. Review SLA Penalties and Escalation Matrix

Any great partnership thrives on accountability. Procurement teams must negotiate strong Service Level Agreements (SLAs).

Hack: Make sure you define penalties for delay, no-shows, poor vehicle hygiene, driver behavior, and GPS downtime.

Stat: According to a 2023 survey by Corporate Mobility Watch India, only 48% of procurement teams have a proper penalty matrix in their travel contracts.

4. Look for ISO Certifications and Driver Background Checks

Safety begins with people. A trustworthy travel partner must do background verification, driver training, and vehicle sanitization.

Hack: Ask for proof of police verification, driver onboarding process documents, and certifications like ISO 9001 or 27001.

Eminent Transit conducts rigorous onboarding with a 22-point driver training checklist and background checks across all cities.

5. Evaluate Experience in Metro Operations

Running a fleet in Bangalore traffic is very different from navigating Delhi NCR or Hyderabad’s flyovers.

Hack: Check for existing operations in cities you’re present in. Ask for case studies or existing client references.

City-Wise Presence of Eminent Transit:

6. Cost Estimation Should Include Hidden Charges

Many vendors quote low, but don’t disclose tolls, night charges, or vehicle dead mileage.

Hack: Ask for a monthly cost simulation based on your routes, shift hours, and distance matrix.

Tip: Compare travel partners not just by price—but by total cost of ownership.

7. Ask for Contingency and Backup Fleet Plans

Emergency fleet management is vital—vehicle breakdowns, rain disruptions, strikes—all must be factored in.

Hack: Procure a written contingency plan. Ask how many standby cars will be assigned to your routes.

Eminent Transit offers a 7% standby fleet buffer for every corporate client—ensuring zero disruptions even during monsoons or sudden absenteeism.

8. Clarity on Data Ownership and Reporting

Analytics = power. You need to see trip logs, delays, route changes, cost per trip, and CO2 offset data.

Hack: Demand data dashboards with export options. Monthly audit trails must be available to procurement and HR.

Stat: Companies using data-backed dashboards from their travel partners reduced cost leakages by up to 18% (Mobility Metrics India 2023).

9. Driver Welfare & Incentives Matter

Happy drivers = smoother rides. Companies who treat their drivers better see fewer complaints and safer trips.

Hack: Check if the travel partner has a driver rewards or bonus program.

Eminent Transit runs quarterly incentives for best-performing drivers, reducing attrition and improving on-time performance.

10. Car Attachment Model for Local Economic Boost

Some vendors allow individual car owners to attach their vehicles offering a win-win for both supply and community employment.

Hack: If you want flexible scalability without long-term leasing commitments, ask your vendor about vehicle attachment models.

Eminent Transit enables drivers to attach their own cars across metro cities. This ensures better accountability and faster fleet expansion for corporate clients.

The Value of Choosing the Right Travel Partner

Choosing a travel partner is no longer just a procurement task it’s a critical piece of employee well-being, brand perception, and cost control. From accurate planning and strong tech, to transparent pricing and real-time data, the right partner can save lakhs every month—and improve employee punctuality and satisfaction.

Why Eminent Transit is A Trusted Travel Partner ?

When choosing a travel partner, experience and scale matter. Eminent Transit has emerged as a leader in Corporate Car Rental and employee transportation solutions across India. From luxury vehicles for CXOs to 24x7 transport for round-the-clock shift operations, they’ve consistently delivered reliability, cost control, and comfort.

Their services include:

• Corporate Car Rental

• Employee Transportation

• Airport & Outstation Cabs

• Event & Wedding Car Rentals

• Car Attachment Opportunities for Driver-Owners

With operations in Bangalore, Mumbai, Hyderabad, Chennai, Pune, Ahmedabad, Kolkata, and Delhi, Eminent Transit stands out for their professionalism, transparency, and commitment to timelines. Their tech-first platform ensures with high SLAs, fully tech-enabled dashboards, real-time tracking, and 24/7 control rooms, Eminent Transit is trusted by India’s top corporate & MNC companies .

Corporate procurement is no longer about choosing the cheapest vendor, it’s about enabling a smooth, safe, and efficient experience for employees and visitors alike. A trusted Travel Partner can help reduce cost, improve morale, and free up internal resources. By following these 10 hacks, your procurement team can avoid costly missteps and select a partner who delivers performance, not promises.