Request funds for a Business Trip – Soldo support centre

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With the Trips feature, you can request funds for travel in a structured way. Instead of asking for a single lump sum, you’ll create an itemised request that shows exactly what you need before and during your trip. This makes it easier for reviewers to understand, approve, and fund your travel.

Who can request a Business Trip

Employees: You can submit a Trip request for yourself. If you hold multiple cards, you'll be able to select which card you'll use for the travel when creating the request.
Note: All standard Soldo roles have the ability to request a trip if the feature is enabled. Super admins and Admins can decide who is able to make a request by configuring the Trip request workflow. Additionally, if you're using custom roles, you'll be able to manage the permissions to enable or disable trip requests for your users.
Managers: You can create Trip requests for yourself or on behalf of other users that you manage.
Super admins and Admins: You can create Trip requests for yourself or on behalf of any other user.

How to request a Business Trip

Request a trip for yourself (Employee)

Log in to the Web app.
From the left-side menu, select Requests.
Select Make a request.
Tip: If you're logged in as a Super admin or Admin, select the My requests tab first.
Select Trip Request.
If your company has configured multiple workflows, you'll need to select the correct request workflow.
Enter the trip details:
- Title (e.g. “Travel for Finance Conference”)
- Destination (e.g. “Rome, Italy”)
- Start and end dates
- Traveller (if you're an employee making a request for yourself, your name will be pre-selected.)
- Traveller's Card (select from dropdown) - this is the card you’ll use before and during the trip (if you only have a single card, it'll be pre-selected for you. If you have access to more than one card, you'll need to select the card you'll use for the business trip.)
Add a description for the trip request (optional).
Select Next.

You'll now enter an itemised list of travel expenses for your business trip. Depending on your company's configuration, you'll either:

Select from a list of expenses categories, or
Enter the expense details manually.

Using expense categories:
Enter the details for each expense. You can add more line items by selecting Add expense.

Category - select the correct expense category from the dropdown (e.g. flights, hotels)
Tip: If you can't find the correct expense category and need to manually enter the expense details, select the Add a custom expense option from the category dropdown menu.
Amount required - If you've been assigned an expense policy, you'll see a warning if the amount you enter for the selected expense category is out of policy. You'll still be able to continue with the request but you'll be asked to acknowledge this before continuing to the final steps of the request.
Spend period (when do you need to spend: before the trip or during the trip)

Without expense categories:
Enter the details for each expense. You can add more line items by selecting Add expense.

Description (e.g. flight, taxi, accommodation)
Amount required
Spend period (when do you need to spend: before the trip or during the trip.)

Select Next.
Add any documents or notes for the reviewer that will support your trip request (optional).
Select Next.
Review your request details and then select Confirm.

After submission

Your request will follow your company’s standard request process or the request process you selected at the beginning of the trip request. Your reviewer will be notified of your request by email. Depending on the configuration, one or more reviewers will check and approve it. You'll be able to keep track of your request and view the status at any time from the Requests section. We’ll also send you an email as soon as a decision is made.

Once approved, funds will be made available on the card you selected, according to the reviewer’s decision. You'll be able to view the details of your approved trip in the Trips section.

Tips for a smooth request

Be as detailed as possible when describing expenses and the expected spend.
Ensure your expense requests are in-policy before submitting (if this is not possible, make sure you include supporting information in the notes or document section)
Submit the request early to give reviewers enough time to approve before your trip begins.
You'll only be able to make 1 request per travel period. For example, if you've already got an active trip for the same from-to dates, you won't be able to create a new request for the same dates.
If you're not able to create a trip request, it might be because your Soldo admin has configured the request workflow to only allow specific users to make requests. You should reach out to your Soldo administrator in this case.

Note: If you're a Manager or an Admin and want to know how to create a Business Trip request on behalf of another user, see this article: Creating a Trip on behalf of someone else.