If your company has negotiated discounted rates with hotels, Payhawk can add them to your account. Once the rates are added, employees will automatically see them when searching for hotels through the Travel AI Agent.
Negotiated rates can include discounted pricing and benefits such as complimentary breakfast, Wi-Fi, parking, room upgrades, and more flexible cancellation terms.
Adding a negotiated hotel rate
Payhawk sets up negotiated hotel rates for you by adding them directly to your Payhawk account; no manual setup is needed on your side.
To request a negotiated hotel rate:
Agree on the rate directly with the hotel. Typically, a representative of the hotel confirms the agreed conditions with your company.
Contact Payhawk Support and provide the name of the hotel and the name or email address of the person with whom you negotiated the discounted rates.
Once the discounted hotel rates have been added to your account, they may take up to two days to become active for your employees to use.
Showing negotiated rates
When an employee searches for a hotel through the Travel AI Agent:
Hotels that support negotiated rates are tagged in the search results.
When the employee selects such a hotel, the negotiated rates are tagged as "negotiated" and appear alongside the public rates.
Included benefits, such as complimentary breakfast, hotel credits, or room upgrades, are displayed as part of the rate details.
If a negotiated rate is unavailable for specific dates or room types, the public rate is shown normally. The traveler does not need to know any rate codes or take any action to use the discount.
Notes on negotiated rates
Corporate hotel rates are typically negotiated per property, not chain-wide.
Some hotel contracts include blackout dates or minimum length-of-stay requirements. These are generally enforced on the hotel side.
Negotiated rates often have different cancellation terms than public rates, typically more flexible.