When it comes to hotel sourcing and business travel management, travel managers are tired of clunky, overpriced systems. Legacy hotel RFP software has long been associated with:

• Excessive fees per user or per RFP

• Outdated technology

• Endless manual work

• Poor customer support

In contrast, platforms like ReadyBid’s hotel RFP tool have become the best hotel RFP solution for modern corporations, TMCs, and government contractors. With unlimited RFPs, real-time benchmarking, automated auditing, and transparent pricing, it’s no wonder travel managers consistently call ReadyBid the best hotel sourcing tool in 2025.

Here are 100 reasons why ReadyBid outpaces legacy hotel RFP tools - and why travel managers are switching every day.

Pricing & Value (1-15)

1. Flat monthly pricing instead of per-RFP charges

2. Unlimited RFPs included at no extra cost

3. Unlimited users (no per-seat fees)

4. Unlimited hotel bids with no caps

5. Pay-per-bid options for occasional users

6. Affordable even for mid-market corporations

7. Scales without financial penalties

8. No multi-year lock-in contracts required

9. Month-to-month flexibility for procurement cycles

10. Transparent billing with no hidden fees

11. Self-service option for budget-conscious teams

12. Hybrid option for growing organizations

13. Fully managed option for enterprise accounts

14. Costs a fraction of legacy systems like Lanyon or Cvent

15. Delivers the best ROI among top hotel RFP tools

Automation & Efficiency (16-35)

1. One-click RFP distribution worldwide

2. Preloaded hotel RFP templates (GBTA-compliant)

3. Automated follow-ups for late responders

4. Bulk negotiations with multiple hotels at once

5. Unlimited negotiation rounds with no restrictions

6. Apply percentage discounts instantly across bids

7. Save and reuse RFP templates each year

8. Duplicate last year’s program with a single click

9. Auto-merge travel destinations into cover letters

10. Auto-map hotels to office locations

11. In-platform communication for faster collaboration

12. Centralized bid manager dashboard

13. Instant alerts when hotels view or respond

14. Editable final agreements before sending

15. DocuSign integration for digital contracting

16. Export data to OBT and GDS seamlessly

17. Rank and score hotels directly in the platform

18. Auto-chase unresponsive hotels

19. Create city caps instantly within the platform

20. Save hundreds of hours per sourcing cycle

Data, Benchmarking & Auditing (36-55)

1. 230,000+ GDS and non-GDS hotels in the database

2. Rate benchmarking included at no extra cost

3. Year-over-year rate comparison built in

4. Industry benchmarking against competitor programs

5. Automated rate auditing across all major GDSs

6. Multi-date rate audits (not just one-time)

7. Real-time discrepancy alerts

8. Detects squatter rates

9. Identifies missing negotiated rates

10. Audits commission accuracy across properties

11. Side-by-side analysis of LRA vs. dynamic rates

12. Built-in reporting on ADR by city or chain

13. Easy export of benchmarking reports for leadership

14. Benchmark rates viewable during negotiations

15. Visualize negotiated savings in clear reports

16. Compare final agreements against industry trends

17. Dynamic insights for smarter decision-making

18. Eliminates the need for third-party audit tools

19. Data-driven negotiations = stronger buyer position

20. Validates program success with hard numbers

Competitive Hotel Bidding (56-65)

1. Hotels can bid on programs even if not invited

2. Expands buyer options in tight markets

3. Encourages competition among suppliers

4. Unlocks unexpected savings

5. Creates new relationships with emerging hotels

6. Gives buyers leverage in negotiations

7. Ensures incumbents don’t take business for granted

8. Provides transparency in pricing offers

9. Generates more innovative packages from hotels

10. Increases the number of properties available to travelers

Traveler-Centric Procurement (66-80)

1. Hotels mapped by proximity to offices

2. Amenity-based sourcing (Wi-Fi, breakfast, parking, etc.)

3. Include sustainability questions in RFPs

4. Filter hotels by brand, chain, or region

5. Traveler-friendly hotel directories

6. Directories can be shared as links (no spreadsheets)

7. Display rates in local currencies for global programs

8. Custom views for different business units

9. Transparency for employees booking rooms

10. Drives higher program compliance

11. Improves traveler satisfaction by matching needs

12. Simplifies communication between procurement and travelers

13. Integrates safety/security criteria into hotel selection

14. Ensures only approved hotels are booked

15. Creates a seamless experience for both buyers and travelers

Flexibility & Customization (81-90)

1. Modify RFP questions mid-cycle

2. Add or remove modules easily

3. Create custom reporting for finance or executives

4. Tailor RFP templates by region or market

5. Upload additional documents or contracts

6. Save cover letters as templates

7. Support for multiple RFP types (transient, meetings, extended stay)

8. Export customized data sets

9. Create unique hotel directories by department

10. Adapt quickly to changing corporate needs

Support & Service (91-100)

1. Unlimited training for all users

2. Dedicated account managers available

3. Onboarding support with data migration included

4. Fast, responsive help desk

5. Strong track record of customer satisfaction

6. Willingness to build features on customer request

7. No charge for onboarding assistance

8. Quarterly business reviews available

9. Proven success stories with top corporations & TMCs

10. Travel managers consistently rate ReadyBid as the best hotel RFP solution on the market

Why This Matters for Travel Managers

Compared to legacy systems, ReadyBid is designed for the realities of modern corporate travel management. Travel managers no longer need to:

• Pay excessive fees for every RFP

• Struggle with outdated user interfaces

• Chase hotels manually for responses

• Worry about compliance gaps in rate loading

Instead, they can rely on automation, benchmarking, competitive bidding, and traveler-focused tools - all within an affordable, intuitive platform.

Additional Resources

For more insights on how ReadyBid is transforming procurement:

• 10 reasons ReadyBid is the best hotel RFP tool

• How to simplify hotel sourcing with automation

Conclusion

There are 100 reasons why travel managers prefer ReadyBid over legacy hotel RFP software, but they all boil down to this: ReadyBid saves time, cuts costs, and simplifies hotel procurement.

From competitive hotel bidding and automated auditing to traveler-centric directories and transparent pricing, ReadyBid delivers everything travel managers need to modernize their sourcing strategy.

If you’re still relying on overpriced legacy systems, now is the time to make the switch.

Book a Demo Today and experience why ReadyBid is the future of hotel sourcing in 2025.