Business travel without the travel department.
Your team sends the trip request. StayBotic finds the stay, applies your company policy, explains the decision and routes anything that needs approval. One recommendation for the traveller. Control for the business.
The problem
Your people need a hotel. Finance needs control.
Business travel shouldn’t mean employees spending an hour comparing hotels while managers police a travel-policy PDF. StayBotic does both jobs.
What your team sends
Manchester Tuesday night. Client meeting at 9am near Spinningfields. Under £180. Somewhere quiet with breakfast.
StayBotic turns it into
In policyThe Edwardian Manchester
£169/night · 7 minutes from the meeting
- Inside nightly cap
- Meets 4★ requirement
- Breakfast included
- Within permitted distance
- Flexible cancellation
One decision. The policy already applied.
How it works
Paste the request. StayBotic does the rest.
It’s the same decision engine behind StayBotic, wrapped in your organisation’s rules.
Tell us the trip
Paste the request or forward the email. StayBotic extracts traveller, destination, dates, meeting location, budget and requirements.
We make the decision
Live stays are evaluated against the trip, the traveller's preferences and your company policy.
Anything unusual gets approval
The approver gets a simple link: approve, find cheaper, or decline. No account needed.
Book with the decision documented
Rates and cancellation terms are checked again before checkout. A person completes payment.
No searching. No policy checking. No email tennis.
Policy
The AI understands the trip. Your policy makes the rules.
Set your travel policy once and StayBotic applies it consistently, every time. The recommendation can be intelligent; the policy verdict is arithmetic, not a guess.
Nightly limits
Set caps by city, traveller or trip type, with approval bands for reasonable exceptions.
Hotel standards
Define a minimum star rating, required facilities or preferred properties.
Location rules
Keep travellers within a real journey-time or distance threshold from the office, client or venue.
Approval rules
Every recommendation is marked clearly: in policy, needs approval, or not permitted.
People
Different traveller. Same controls.
StayBotic remembers how each person travels without changing the rules of the company: quiet rooms, breakfast, loyalty programmes, preferred hotels, typical locations, and the hotels they never want again. So Sarah gets the stay that works for Sarah, while finance still gets the controls it needs.
Records
Every decision leaves a trail.
For every trip, StayBotic records:
- who requested it
- who is travelling
- what was recommended and why
- policy status
- who approved it and when
- cost centre and project code
- final booking details
So when finance asks “why did we book this?”, the answer is already there. Nothing is charged automatically: a human completes checkout.
Who it’s for
Teams that need travel control, not a travel department.
StayBotic Business works particularly well for growing companies where travel is frequent enough to become annoying, but not large enough to justify a dedicated travel team.
- Employees get a fast answer
- Managers get fewer approval emails
- Finance gets policy compliance and a clean record
- Nobody has to become the company hotel expert
Questions
What teams ask us
What exactly does StayBotic Business do?
Your team pastes a trip request (the email, the message, the one-liner) and StayBotic extracts the traveller, city, dates, meeting place and budget, searches live hotel availability, applies your company's travel policy, and returns one recommended stay with the evidence: distance to the meeting, price against your cap, star rating and matched preferences, plus two labelled alternatives. Approval is one tap on the approver's phone, and on approval a booking-ready link comes back.
How is our travel policy enforced?
By fixed rules, not AI judgement. You set a nightly cap, star floor, distance-to-meeting limit and an approval tolerance once. Every recommendation carries a computed verdict (in policy, needs approval, or not permitted) with the arithmetic shown, so an approver can trust the label rather than taking the AI's word for it. The AI understands the trip; your policy makes the rules.
Can different employees have different preferences?
Yes, and this is the point. StayBotic keeps a profile per traveller: quiet rooms, star floor, breakfast, loyalty programmes, preferred areas, typical budget, hotels they liked and hotels they never want again. Individual preferences change the recommendation; they never change the company's rules.
What happens when a trip is outside policy?
It is never silently booked. A stay over the cap or beyond the distance limit is labelled needs approval (or not permitted, past your tolerance) with the reason spelled out, and it routes to your approver. They approve, ask for something cheaper, or decline, and the decision is recorded against the trip.
Is there a complete audit trail?
Every trip records the full chain: who requested it and when, what StayBotic understood, what was recommended and why, the policy status, who it was sent to for approval, their decision with note and timestamp, and the final booking reference, with cost centre and project code fields. So when finance asks why a booking was made, the answer is already there.
Does StayBotic ever charge automatically?
No. Approval marks the trip approved and returns the checkout link. A person completes the booking, and the live rate and cancellation terms are re-verified at checkout before any payment.
What does it cost?
Booking through StayBotic costs nothing: Executive Core and Business Core are free, with no subscription or booking fees, and StayBotic earns the standard hotel margin instead. The paid tiers add the premium operation on top. Executive Pro (about £99/month) and Business Pro (about £299/month) bring advanced company policies, multiple approval chains, proactive trip monitoring, central billing, advanced reporting, integrations and priority support; Enterprise adds SSO, SLAs and account management on a custom annual agreement. StayBotic never inflates a room price because a request is urgent or the traveller is senior.
Try it on five real trips.
Don’t sit through a demo about hypothetical travel. Send us your next five hotel requests, let your team use StayBotic on real trips, and judge it on time saved, policy compliance and booking quality.