Overview
Travel Budget Requests let your employees plan a trip and get a pre‑approved budget before booking or spending. They centralise trip context (purpose, dates, destinations) and link related requests and card payments for visibility.
Who can use it: Requesters can submit, approvers can review
Supported platforms: Web, iOS, Android
What’s included
A request typically contains:
Trip destination(s)
Trip purpose
Start and end dates
Estimated budget (in your company currency)
Any additional fields
Once approved, employees can link subsequent spend to the trip.
How it works
Submit a Travel Budget Request
Fill in trip details and the estimated budget.
Submit for approval.
Approve or reject
Approvers review the trip context and estimated budget.
If approved, the trip becomes available to link future spend.
Link expenses before/during/after the trip
Link relevant card payments and requests (e.g., hotel, flights, meals) to the approved trip.
Linked amounts decrease the remaining trip budget.
Coding fields (cost center, category, etc.) are pre‑filled from the Travel Budget Request where possible.
Track budget consumption
Requesters and approvers can see total, consumed, and remaining amounts.
If a new expense exceeds the budget, approvers see a warning before approving.
Best practices
Create the request before any bookings to ensure policy and budget alignment.
Use a realistic estimate (include hotel, taxis, meals, taxes, etc...).
Link every travel expense to the trip for complete visibility.
Customise approval workflows for “Request type = Travel budget” in Settings → Approvals (admin only).
Coming soon
Filter “All Payables” by Trip.
Add “Trip ID” to the All Payables CSV export.
Optional setting to auto‑approve expenses when the amount is below the trip’s remaining budget.
FAQs
Can I edit a request after submission?
Not yet. Cancel the request and submit a new one.
What happens if the trip budget is exceeded?
Approvers see a warning and can approve or reject.
Can multiple employees link spend to the same trip?
Not yet. Trips are linked to one traveler.
Does linking spend affect approvals?
No. Reimbursement flows are unchanged today; linking provides context and budget control. See "Coming soon" for details on our skip-approval setting.