The cost of a business trip is not just the ticket price. It also includes last-minute changes, non-recoverable VAT, lost receipts and the time employees spend booking on their own. Most savings come from rules and organisation, not from chasing deals.
1. A written travel policy
A short policy sets the flight class, hotel category, spending limits and who approves. Without one, every trip is an exception. See our detailed article on Corporate Travel Policy.
2. Book early, as a rule
Set a minimum booking window, e.g. 14 days ahead for international flights. Last-minute bookings usually cost much more and come with stricter change conditions.
3. The right fare, not just the cheapest
The cheapest fare often allows no changes or refunds. For trips with uncertain schedules, a slightly more expensive fare with free changes ends up cheaper.
4. Negotiated corporate rates
If you often travel to the same cities, your travel agency can negotiate corporate rates with hotels and use airline corporate programmes. Your volume is bargaining power.
5. One booking channel
When every employee books on different websites, you lose visibility of spending and negotiating leverage. With one travel agency you get a single booking source, central invoicing and 24/7 support when things go wrong.
6. Combine trips and consider alternatives
Combine meetings in the same city into one trip. Consider whether a meeting can be held online. For domestic travel, compare flight, ferry and car based on total time, not just the ticket.
7. Proper invoices: less tax
Travel expenses are deductible from the company’s taxable income when they meet the criteria of article 22 of Law 4172/2013: they are incurred in the interest of the business, correspond to a real transaction and are recorded in the books with a legal invoice or receipt. If a payment exceeds €500, it must be made by a banking method (card or transfer) to be recognised.
Every lost receipt, or invoice without the company’s tax number (AFM), is an expense that cannot be deducted.
8. Travel VAT is a cost
Under article 30 of the Greek VAT Code, VAT on staff accommodation, meals, transport and entertainment is not deductible. It is added to the cost of the expense (and deducted with it for income tax purposes). So always compare final prices including VAT.
9. Corporate card instead of cash advances
A corporate card records every payment automatically, covers the €500 rule and reduces reconciliation time. Cash advances make control harder.
10. Measure to improve
Ask your travel agency for a monthly report: cost per department, average booking lead time, cost of changes. See our article on reporting to accounting and management.
Travel agency tip
Start with your company’s three most frequent routes. That is where rate negotiation and the early-booking rule bring the first visible results.
Frequently asked questions
Are employee travel expenses deductible? Yes, when they relate to the company’s activity and are supported by legal invoices (Law 4172/2013, article 22).
Is hotel VAT deductible? As a rule, no; it is added to the cost of the expense.
Sources: lsa.gr – Travel expenses as deductible costs · taxheaven.gr – Non-deductible expenses table · e-forologia.gr – Travel expenses · forolink.gr – Deductible expenses
Validity: This article reflects tax legislation as presented in the sources (most recent source: 15/06/2026, forolink.gr). For your own business, consult your accountant.
Photo: Marc Chouinard / StockSnap.io, CC0 – free to use (source)