Introduction
Winning great rates through a hotel RFP is only half the battle. The real question is: are those negotiated rates actually loaded correctly and available for your travelers to book? Too often, companies spend months on sourcing only to discover that preferred hotels never uploaded rates into the GDS or online booking tool. This is where rate auditing becomes critical.
Platforms like hotel rfp software with built-in rate auditing protect corporations from wasted negotiations by verifying that contracted rates are live, accurate, and compliant. Without auditing, even the best-negotiated discounts can disappear before employees book.
Using a hotel rfp tool like ReadyBid ensures that rate auditing is built into the sourcing lifecycle-so every dollar of negotiated savings is actually realized.
What Is Rate Auditing?
Rate auditing is the process of confirming that the rates, amenities, and terms negotiated through an RFP are loaded properly in distribution systems such as:
GDS platforms (Sabre, Amadeus, Galileo, Worldspan).
Online booking tools (Concur, Deem, Cytric).
Direct hotel booking engines.
It involves verifying:
Correct rates by room type and occupancy.
Inclusion of negotiated amenities (Wi-Fi, breakfast, parking).
Correct blackout dates and seasonality.
Alignment with contracted cancellation and attrition terms.
Why Rate Auditing Matters After an RFP
Ensures Savings Are Realized
A negotiated 15% discount is meaningless if the hotel fails to load it.
Prevents Traveler Frustration
If employees can’t find preferred hotels in booking tools, they’ll book outside policy.
Protects Program Compliance
Auditing ensures contracted hotels are visible and accessible in company booking channels.
Strengthens Negotiation Leverage
Hotels know clients will verify compliance, increasing accountability.
Delivers Transparency for Finance
Audits provide proof of savings for finance and procurement reporting.
The Risks of Skipping Rate Audits
Without auditing, corporate travel programs face:
Leakage: Travelers book outside preferred properties.
Lost Savings: Discounts negotiated but never realized.
Compliance Gaps: Duty-of-care compromised if hotels aren’t visible.
Frustration: Travel managers spend hours chasing hotels post-RFP.
A 2024 Negotiated Savings Report showed that some corporations missed out on thousands in savings simply because hotels failed to load rates correctly.
How RFP Software Automates Rate Auditing
Manual auditing involves calling hotels or checking rates manually across multiple systems. This is inefficient and error-prone. Modern best hotel RFP tools automate audits with features like:
Multi-GDS Auditing - ReadyBid checks Sabre, Amadeus, Galileo, and Worldspan.
Scheduled Audits - Rates checked at multiple intervals throughout the year.
Compliance Reports - Pass/fail results highlight non-compliant hotels.
Automated Follow-Ups - Late responders or failed hotels are automatically chased.
Key Features of ReadyBid’s Rate Auditing
ReadyBid provides a comprehensive hotel rfp solution that includes:
Rate verification across all major GDS systems.
Benchmarking to compare loaded rates vs. negotiated rates.
Automated notifications when discrepancies are found.
Exports that track savings realization for finance teams.
Ability to resend corrected contracts to hotels directly.
This ensures that negotiated savings don’t just look good on paper-they’re actually delivered.
Best Practices for Rate Auditing
Audit Early and Often - Conduct an initial audit immediately after contracts are signed, then quarterly throughout the year.
Check Multiple Channels - Verify both GDS and online booking tools.
Validate Amenities - Ensure negotiated extras (like breakfast) appear in bookings.
Escalate Quickly - If hotels fail compliance, escalate to chain reps promptly.
Document Everything - Keep a clear audit trail for procurement and finance.
How Rate Auditing Saves Time and Money
A strong auditing process ensures:
100% rate compliance across negotiated properties.
Traveler adoption of preferred hotels because they’re visible in tools.
Reduced admin workload for travel managers.
Proof of savings through reporting like ReadyBid’s Negotiated Savings Reports.
Without it, companies risk wasting months of negotiation effort.
Real-World Example
One corporation ran a hotel RFP, securing rates that promised 12% savings year-over-year. However, a post-RFP audit revealed that 30% of hotels failed to load contracted rates into the GDS. Without auditing, the company would have lost hundreds of thousands in expected savings.
By using ReadyBid’s automated auditing, they identified discrepancies early, corrected them, and achieved full compliance within weeks.
Why ReadyBid Is the Best Hotel RFP Tool for Auditing
ReadyBid stands apart with:
Unlimited audits included in subscriptions.
Automatic chaser tools for non-compliant hotels.
Detailed compliance reports for finance and executives.
Integration with sourcing, negotiation, and contract finalization.
It’s not just a sourcing platform-it’s a complete hotel procurement tool that ensures savings are delivered, not lost.
Quick Resources From the ReadyBid Blog
Conclusion
Completing a hotel RFP isn’t enough. Without auditing, negotiated rates may never reach your travelers, undermining both savings and compliance. That’s why rate auditing is one of the most critical steps in the hotel sourcing lifecycle.
With the hotel rfp tool ReadyBid, companies get built-in, automated auditing that ensures savings are real, compliance is strong, and travelers enjoy the benefits of preferred hotels.
Don’t leave savings to chance-Book a Demo Today.