How to save money on car rentals: 7 business trip tips

You land in a distant city and head toward the rental counter to pick up your new wheels. But then you’re hit with a car rental fee that makes you wonder if you accidentally leased the car instead. 

Rental prices are unpredictable—fluctuating with demand, location, and even the day of the week. With sudden price increases, it’s hard for business travelers to keep their work trips within budget. 

But with the right approach, you can play the system: A little strategy, planning, and know-how goes a long way toward lowering costs and avoiding unnecessary fees.

In this guide, we’ll break down how to save money on car rentals with practical tips to cut costs without cutting corners. That way, you keep more money in your travel budget and still make it to your meeting in style.

Why saving money on car rentals is key for business travelers

Business travel is an enormous investment—flights, hotels, meals, and incidentals all add up on the expense report. Rental cars are another wild card cost that can throw off the budget balance, but with a little effort, you can make every dollar count toward the success of your trip. 

Here’s why finding the best way to rent a car inexpensively is a must for business travel: 

• Travel budgets have limits: Most companies outline budget guidelines in their travel reimbursement policy. Although special circumstances warrant special exceptions, you still need to make it work. Saving a few bucks on the rental car doesn’t just keep the accounting team happy, it gives employees more wiggle room for other parts of the trip, like an upgrade into premium economy or a nice meal with a client.
• Rental car prices can be extremely variant: Rental car companies set prices based on basic supply and demand principles. Planning business trips during peak holiday travel season or renting at the airport rather than a downtown location makes a big difference in the final price. Knowing how to cut corners and find the best car rental deals can shave down budgets and ensure business travelers don’t overspend. 
• Loyalty programs earn points for more rewards: Many car rental companies and travel credit cards let you rack up points with every rental. You can use these points for complimentary upgrades or discounted car rentals in the future. And some loyalty programs let you use rewards for other travel-related perks, like flights and hotel bookings. Saving money on your current rental sets you up for better savings down the line, making all business travel more cost-effective. 

7 hacks to save money on car rentals

Finding the best rental car prices doesn’t have to feel like a part-time job. Here’s how to get the best rental car deals with seven easy hacks. 

1. Avoid airport rentals

Airport rentals often come with a hefty price tag compared to picking up a vehicle at another location, due to their convenience and availability. 

But high demand isn’t the only factor that makes airport rentals more expensive. Rental companies pay surcharges, which are passed off to customers as a “customer facility charge.” Although it might just be a few bucks a day, surcharges and surge pricing can turn into an extra three figures for longer trips. If your hotel is located near an off-site rental venue, the cost of a taxi (or complimentary hotel shuttle) might be a more convenient option. 

2. Compare prices

Don’t click “purchase” on the first rental car you find, instead, take a few minutes to compare prices and find the best deal. Using travel booking platforms gives you an apples-to-apples comparison of prices from different car rental companies. Engine, for instance, offers a tailored solution for corporate travelers, letting you decide between rental companies, nab competitive rates, and streamline all your bookings (including airfare and hotel reservations) in one spot. 

3. Sign-up for loyalty programs

Loyalty programs are a great way to unlock exclusive discounts and perks. These memberships can offer significant savings on car rentals, including discounts and free upgrades. And a business credit card (like Chase Sapphire Reserve or American Express) likely includes perks like rental car insurance coverage or bonus points for each rental. 

4. Refuel yourself

Rental car companies typically charge a premium if you return the vehicle with an empty tank, so avoid refueling fees by filling the tank before you drop the car off. It’s a simple way to avoid markups on gas. 

Don’t be fooled by rental companies that let you prepay for a tank of gas—it’s almost always cheaper to refuel on your own, especially if you rent the car for a short period. 

5. Check for coupons and promo codes

Before booking, do a quick Google search to see if there are any coupons and promo codes applicable to your car rental. You can also look directly on car rental company websites since many companies offer limited-time discounts, special seasonal offers, and business packages. 

6. Watch out for hidden fees

Car rental invoices are often hard to understand, so carefully review the invoice and review it with the staff before you leave the rental agency. Be on the lookout for additional driver fees, credit card surcharges, and extra equipment (like GPS devices and toll transponders) that you may not need. Likewise, beware of upgrades to cars with lower fuel efficiency and ask about their late fee policy. Checking your invoice item-by-item makes it easier to opt out of costs rather than contacting customer service to refute a charge later. 

7. Use your own insurance

If your company frequently rents cars for business travel, review your corporate insurance policy or business credit card benefits. Many credit cards—like Chase Sapphire Preferred and Reserve—provide primary coverage and are cheaper than purchasing insurance from a car rental company. This can be a major money-saver for frequent travelers. 

With Engine Flex Pro, you can get coverage for incidental charges on your team’s reservations so you don’t get caught off guard by unexpected costs. 

Plan your next business trip with Engine

Even with these car rental tips, hunting down the best deals can add more stress to your trip planning. Why struggle with infinite tabs and price comparisons when you can find the best place to rent a car in one place? 

Engine is your all-in-one platform for booking flights, hotels, and car rentals, saving you time and money. With everything in one easy-to-use platform, you’ll enjoy smoother, more efficient trip planning. 

Let Engine take the stress out of travel so you can focus on the purpose of your trip. Get started with Engine today.