For corporate travel managers, the hotel RFP process is one of the most time-consuming parts of the year. Gathering data, creating solicitations, chasing hotel responses, and negotiating rates across dozens (or hundreds) of properties can take weeks of effort. Legacy hotel rfp softwares like Lanyon or Cvent haven’t helped much either - they’re often expensive, clunky, and slow.
That’s why more organizations are turning to ReadyBid’s best hotel rfp tool for corporate travel managers. Designed to save time and reduce complexity, ReadyBid automates key steps in the sourcing process, helping managers complete RFP cycles faster and with less stress.
Here are the five major time-saving features that make ReadyBid the top hotel procurement tool today.
1. Automated RFP Creation with Smart Templates
Manually creating an RFP can take weeks of formatting spreadsheets and merging travel data.
How ReadyBid Saves Time:
GBTA-compliant hotel rfp templates (Full, Short, Rate Quick, Small Meetings)
Auto-merging of travel office locations and past year hotel data
One-click duplication of prior RFPs for faster rollouts
Pre-formatted cover letters with company branding
This feature alone reduces setup from weeks to hours, making it one of the most valuable tools for corporate travel management.
2. One-Click Hotel Distribution
Sending RFPs to hotels and chasing responses has traditionally been one of the biggest drains on manager time.
How ReadyBid Saves Time:
Instantly distribute RFPs to 230,000+ GDS and non-GDS hotels
Daily refreshed sales contacts ensure accuracy
Built-in reminders and re-sends automate hotel chasing
Instead of managing fragmented emails, ReadyBid centralizes communications in one powerful platform.
3. Bulk Negotiations for Faster Outcomes
Legacy systems often require managers to negotiate one hotel at a time, dragging out the process.
How ReadyBid Saves Time:
Apply percentage discounts across multiple properties with one click
Send counteroffers in bulk to chains or individual hotels
Conduct unlimited negotiation rounds at no additional cost
This efficiency makes negotiations faster, more consistent, and more effective at securing savings.
4. Automated Multi-GDS Rate Auditing
Even after negotiations, rates often fail to load correctly into GDS systems - a time-consuming problem for managers.
How ReadyBid Saves Time:
Automated audits across Sabre, Amadeus, Galileo, and Worldspan
Alerts for missing or incorrect rates
Automatic follow-ups with hotels to fix discrepancies
This feature ensures compliance without requiring managers to manually chase hotels after launch.
5. Dynamic Hotel Directories
Traveler compliance is another time sink for travel managers. Without visibility, employees book outside preferred hotels, creating more follow-up work.
How ReadyBid Saves Time:
Creates traveler-friendly directories mapped to office locations
Displays contracted rates and amenities in real time
Provides single-link access across intranets and booking tools
This eliminates the need for manual traveler communication and increases program adoption.
Bonus: Flexible Service Models
Every organization has different resource levels. ReadyBid saves managers time by offering three engagement models:
Self-Service - Full platform access for independent teams.
Hybrid - ReadyBid assists with auditing, chasing, or reporting.
Fully Managed - ReadyBid oversees the entire sourcing lifecycle.
This flexibility ensures that even resource-strapped teams can run efficient hotel sourcing programs.
Why These Features Save More Than Just Time
Time saved isn’t the only benefit. By eliminating repetitive tasks and automating compliance, ReadyBid also reduces costs, improves accuracy, and boosts program compliance. That’s why many travel managers now call it the best hotel rfp solution available today.
Explore More Insights
For additional time-saving best practices, explore:
Conclusion
The hotel RFP process doesn’t have to consume weeks of effort. With ReadyBid, travel managers save time at every step: creating RFPs, distributing to hotels, negotiating rates, auditing compliance, and driving traveler adoption.
These five major features - automation, one-click distribution, bulk negotiations, auditing, and directories - explain why ReadyBid is trusted as the best hotel rfp tool for corporate travel management today.