For years, Travel Management Companies (TMCs) have relied on legacy hotel RFP software to run sourcing on behalf of their clients. While these platforms served a purpose in the early days of corporate travel automation, they are now outdated, rigid, and costly.
TMCs today are under growing pressure: deliver measurable savings, maintain compliance, support duty of care, and provide clients with transparent reporting. Unfortunately, traditional platforms weigh them down with expensive per-RFP fees, clunky templates, and slow workflows.
This is why an increasing number of TMCs are switching to ReadyBid, recognized in 2025 as the best hotel RFP tool for corporate buyers and travel intermediaries. ReadyBid is designed to give TMCs flexibility, scalability, and efficiency - without the high costs and frustrations of legacy systems.
In this article, we’ll cover the 8 key reasons why TMCs are making the switch to ReadyBid - and why your organization should consider it too.
1. Unlimited RFPs for Multiple Clients
Legacy hotel RFP providers often charge per project. For TMCs handling multiple accounts, this becomes prohibitively expensive. The more clients you serve, the higher the costs.
ReadyBid Advantage: With ReadyBid, TMCs can run unlimited hotel RFPs across multiple clients without added fees. Whether it’s sourcing for one client’s regional office or launching a global bid for a multinational, TMCs have the flexibility to scale without cost barriers.
2. Scalable Hotel RFP Templates
TMCs juggle sourcing for diverse clients - from small firms to global enterprises. Legacy tools often force them into rigid templates that don’t reflect unique needs.
ReadyBid Advantage: ReadyBid offers customizable hotel RFP templates that can be standardized across clients or tailored for specific industries (such as government contractors with GSA Per Diem hotel sourcing needs). This ensures consistency while giving TMCs the flexibility to serve varied client requirements.
3. Streamlined Negotiation Tools
Legacy systems leave negotiation outside the platform, forcing TMCs into back-and-forth emails. This slows response times and weakens bargaining power.
ReadyBid Advantage: Built-in negotiation tools allow TMCs to:
Benchmark hotel proposals against industry averages
Send counteroffers directly from the platform
Track concessions and generate Negotiated Savings Reports
This makes ReadyBid not just a sourcing platform but a powerful negotiation engine.
4. Verified Global Hotel Database
One of the biggest challenges for TMCs is maintaining accurate hotel contact lists. Outdated data leads to delays and missed proposals.
ReadyBid Advantage: ReadyBid provides access to a verified, constantly updated hotel and contact database. TMCs can trust that their sourcing projects reach the right decision-makers, ensuring efficiency and response accuracy across regions.
5. Automated Rate Auditing and Compliance
Securing rates is only half the job; ensuring compliance is just as critical. Legacy providers offer limited auditing features, leaving TMCs vulnerable to rate leakage when negotiated rates don’t load into GDS or OBTs.
ReadyBid Advantage: With automated rate auditing, ReadyBid ensures that negotiated rates are correctly loaded and accessible to travelers. This reduces leakage, improves compliance, and helps TMCs deliver measurable value to clients.
6. Month-to-Month Flexibility
Legacy providers typically lock TMCs into multi-year contracts, regardless of whether sourcing volume fluctuates.
ReadyBid Advantage: ReadyBid operates on a month-to-month subscription model. TMCs can scale usage up or down based on client needs without being penalized. This flexibility aligns sourcing costs with actual business activity.
7. Advanced Client Reporting
Clients demand transparency from TMCs. Legacy systems often fail to provide clear reporting that showcases ROI.
ReadyBid Advantage: ReadyBid generates Negotiated Savings Reports and dashboards that demonstrate:
Cost savings achieved
Benchmark comparisons
Time saved in sourcing workflows
Compliance improvements
This transforms sourcing into a measurable, reportable business function that strengthens TMC-client relationships.
8. Future-Proof, Modern Technology
Legacy hotel RFP tools were built for the early 2000s and struggle to adapt to modern procurement needs. Their slow interfaces and rigid structures frustrate TMCs and clients alike.
ReadyBid Advantage: ReadyBid is built for the modern age of corporate travel management. With automation, integrations, and a user-friendly interface, it empowers TMCs to move faster, smarter, and more cost-effectively.
Why TMCs Prefer ReadyBid Over Legacy Hotel RFP Software
To summarize, here’s why TMCs are switching:
Legacy tools charge per project : ReadyBid provides unlimited RFPs
Legacy tools use outdated contact lists : ReadyBid offers a verified global database
Legacy tools lack negotiation features : ReadyBid integrates benchmarking & counteroffers
Legacy tools lock into contracts : ReadyBid is month-to-month flexible
Legacy tools don’t prove ROI : ReadyBid delivers advanced reporting
This makes ReadyBid the best hotel RFP solution for TMCs in 2025.
Supporting Resources for TMCs
To explore more insights and best practices:
Conclusion
TMCs are expected to deliver efficiency, compliance, and savings for their clients - but legacy hotel RFP software makes this nearly impossible. That’s why leading TMCs are moving to ReadyBid:
Unlimited RFPs at no extra cost
Built-in negotiation tools
Verified hotel databases
Rate auditing and compliance
Month-to-month flexibility
Transparent client reporting
For TMCs ready to evolve, ReadyBid isn’t just a tool - it’s a competitive advantage.