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As an Admin or Super admin, you can create a Trip directly without waiting for a user to submit a request. This is useful if you want to plan and fund travel in advance or if the traveller isn’t familiar with the request process.
As a Manager, you can create a Trip request on behalf of the users that you manage.
Create a Trip request as a Super admin or Admin
Note: When you create a Business Trip as a Super admin or Admin from the Trips section, you won't need to approve the request. The trip will be made active and the user will be notified when you confirm and finalise the trip.
- Log in to the Web app as a Super admin or Admin.
- From the left-side menu, select Trips.
- Select Create trip.
- Enter the Trip details:
- Title and Destination
- Start and end dates
- Traveller — select the user who will take the trip
- Traveller's Card — select the card the traveller will use
- Optional description — add an optional description to provide context for the traveller or reviewers
- Select Next.
- Add itemised expenses. For each expense, include:
- An Expense description (e.g. flight, hotel, meals) or select from a list of Expense categories if applicable.
- The Amount
- The Spend period: before or during the trip
Tip: You can add additional line items by selecting Add expense.
- Select Next.
- Choose the source of funds for this trip. We'll transfer the funds from your selected wallet (e.g. Main wallet, Company wallet) to the traveller's card to fund this trip.
- Decide when you'd like to send the funds:
- Transfer the entire amount now (today).
- Split the transfer (send some of the funds now to allow payment for expenses required before the trip and the remaining funds on the 1st day of the trip.)
Tip: If you choose to split the transfer, we'll automate the transfer of funds according to the travel dates. There's nothing you need to do.
- Set end-of-trip rules:
- Decide what to do with unused funds — leave them in the wallet or remove them automatically.
- Choose what happens to the traveller’s card — keep it active or block it at the end of the trip.
Note: The end-of-trip rules will be triggered 12 hours after the trip ends.
- Select Next.
- Review the details and select Confirm.
After creation
- The Trip will appear in the Trips section for tracking and management.
- The traveller can see the Trip in their Requests and will use the assigned card for expenses.
- Transactions made between the Trip’s start and end dates will be automatically assigned to it. Users can also manually reassign or unassign transactions if needed.
Create a Trip request on behalf of a user as a Manager
- Log in to the Web app using your Manager role.
- From the left-side menu, select Requests.
- Select Make a request.
- 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 - select the dropdown and choose from the list of users that you manage.
- Traveller's Card - this is the card your traveller will use before and during the trip. If your selected traveller has access to more than one card, you'll need to select the card they'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 the 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 your traveller has 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 they 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 they need to spend: before the trip or during the trip.)
- Select Next.
- Add any documents or notes for the reviewer that will support the trip request (optional).
- Select Next.
- Review your request details and then select Confirm.
Show images
As an Admin or Super admin, you can create a Trip directly without waiting for a user to submit a request. This is useful if you want to plan and fund travel in advance or if the traveller isn’t familiar with the request process.
As a Manager, you can create a Trip request on behalf of the users that you manage.
Create a Trip request as a Super admin or Admin
Note: When you create a Business Trip as a Super admin or Admin from the Trips section, you won't need to approve the request. The trip will be made active and the user will be notified when you confirm and finalise the trip.
- Log in to the Web app as a Super admin or Admin.
- From the left-side menu, select Trips.
- Select Create trip.
- Enter the Trip details:
- Title and Destination
- Start and end dates
- Traveller — select the user who will take the trip
- Traveller's Card — select the card the traveller will use
- Optional description — add an optional description to provide context for the traveller or reviewers
- Select Next.
- Add itemised expenses. For each expense, include:
- An Expense description (e.g. flight, hotel, meals) or select from a list of Expense categories if applicable.
- The Amount
- The Spend period: before or during the trip
Tip: You can add additional line items by selecting Add expense.
- Select Next.
- Choose the source of funds for this trip. We'll transfer the funds from your selected wallet (e.g. Main wallet, Company wallet) to the traveller's card to fund this trip.
- Decide when you'd like to send the funds:
- Transfer the entire amount now (today).
- Split the transfer (send some of the funds now to allow payment for expenses required before the trip and the remaining funds on the 1st day of the trip.)
Tip: If you choose to split the transfer, we'll automate the transfer of funds according to the travel dates. There's nothing you need to do.
- Set end-of-trip rules:
- Decide what to do with unused funds — leave them in the wallet or remove them automatically.
- Choose what happens to the traveller’s card — keep it active or block it at the end of the trip.
Note: The end-of-trip rules will be triggered 12 hours after the trip ends.
- Select Next.
- Review the details and select Confirm.
After creation
- The Trip will appear in the Trips section for tracking and management.
- The traveller can see the Trip in their Requests and will use the assigned card for expenses.
- Transactions made between the Trip’s start and end dates will be automatically assigned to it. Users can also manually reassign or unassign transactions if needed.
Create a Trip request on behalf of a user as a Manager
- Log in to the Web app using your Manager role.
- From the left-side menu, select Requests.
- Select Make a request.
- 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 - select the dropdown and choose from the list of users that you manage.
- Traveller's Card - this is the card your traveller will use before and during the trip. If your selected traveller has access to more than one card, you'll need to select the card they'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 the 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 your traveller has 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 they 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 they need to spend: before the trip or during the trip.)
- Select Next.
- Add any documents or notes for the reviewer that will support the trip request (optional).
- Select Next.
- Review your request details and then select Confirm.