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How to review and approve a Business Trip request

Unlimited Plan

SoldoPlans_Enterprise_202407_R_EN.svgWhen an employee submits a Trip request, it follows the company’s configured request process. As a reviewer, you’ll be asked to review the details and decide whether to approve or decline the request.

Where to find Trip requests

  • Go to the Requests section in the Soldo web app.
  • Select the To review tab to see requests awaiting your action.
  • Click on the Trip request to view its details.

What you can review

You’ll see the complete breakdown of the Trip, including:

  • Trip title, destination, and dates
  • The traveller and the card selected for the trip
  • Itemised expenses with amounts and spend periods (before or during the trip)
  • Any notes or documents attached by the requester

Actions you can take

  • Decline: reject the request and add an optional note for the requester.
  • Approve: approve the request and decide how the funds will be managed:
    • Funding source: choose which wallet the money should come from (e.g. Main wallet or a Company wallet).
    • Adjust expenses: edit amounts or add extra expenses if necessary.
    • Transfer funds:
      • Approve in full: transfer the entire requested amount immediately.
      • Split the transfer: send funds needed before the trip now, and send the rest on the trip’s start date.
    • Unused funds: choose whether to leave unused funds in the wallet or automatically remove them at the end of the trip.
    • Card status: choose whether the traveller’s card should stay active or be blocked automatically at the end of the trip.

Note: End-of-trip rules are triggered automatically 12 hours after the trip ends.

After you approve

  • The requester will be notified of your decision.
  • The approved funds will be transferred to the selected card based on your chosen rules.
  • You can view approved Trips at any time in the Reviewed tab under Requests or in the Trips section of the web app.

Editing an approved Trip

To make changes after approval:

  1. Go to the Trips section.
  2. Select the Trip you want to edit.
  3. Edit the details, expenses, or fund rules as needed.

Note: If you approved the Trip in full and funds have already been sent, expenses cannot be changed.

Deleting a Trip

If a Trip is no longer needed, you can delete it:

  1. Go to the Trips section.
  2. Select the Trip.
  3. Choose Delete Trip and confirm. Funds will be returned to the original wallet.

SoldoPlans_Enterprise_202407_R_EN.svgWhen an employee submits a Trip request, it follows the company’s configured request process. As a reviewer, you’ll be asked to review the details and decide whether to approve or decline the request.

Where to find Trip requests

  • Go to the Requests section in the Soldo web app.
  • Select the To review tab to see requests awaiting your action.
  • Click on the Trip request to view its details.

What you can review

You’ll see the complete breakdown of the Trip, including:

  • Trip title, destination, and dates
  • The traveller and the card selected for the trip
  • Itemised expenses with amounts and spend periods (before or during the trip)
  • Any notes or documents attached by the requester

Actions you can take

  • Decline: reject the request and add an optional note for the requester.
  • Approve: approve the request and decide how the funds will be managed:
    • Funding source: choose which wallet the money should come from (e.g. Main wallet or a Company wallet).
    • Adjust expenses: edit amounts or add extra expenses if necessary.
    • Transfer funds:
      • Approve in full: transfer the entire requested amount immediately.
      • Split the transfer: send funds needed before the trip now, and send the rest on the trip’s start date.
    • Unused funds: choose whether to leave unused funds in the wallet or automatically remove them at the end of the trip.
    • Card status: choose whether the traveller’s card should stay active or be blocked automatically at the end of the trip.

Note: End-of-trip rules are triggered automatically 12 hours after the trip ends.

After you approve

  • The requester will be notified of your decision.
  • The approved funds will be transferred to the selected card based on your chosen rules.
  • You can view approved Trips at any time in the Reviewed tab under Requests or in the Trips section of the web app.

Editing an approved Trip

To make changes after approval:

  1. Go to the Trips section.
  2. Select the Trip you want to edit.
  3. Edit the details, expenses, or fund rules as needed.

Note: If you approved the Trip in full and funds have already been sent, expenses cannot be changed.

Deleting a Trip

If a Trip is no longer needed, you can delete it:

  1. Go to the Trips section.
  2. Select the Trip.
  3. Choose Delete Trip and confirm. Funds will be returned to the original wallet.
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