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The Travel & Expense module manages business travel and employee expense claims — from booking a trip and capturing receipts to submitting an expense report and processing reimbursement through Finance.

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What Travel & Expense owns

  • Trips — business travel records with destination, dates, and purpose
  • Expense reports — grouped expense submissions pending approval and reimbursement
  • Receipts — individual expense items with attached proof of purchase

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Data flows into Travel & Expense from

ModuleWhat it sends
HREmployee travel policies and per diem rates

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Data flows out of Travel & Expense to

ModuleWhat it sends
FinanceApproved reimbursements

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Common tasks

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Create a trip

1

Open Travel & Expense → Trips → New Trip

2

Enter trip details

Set destination, departure date, return date, and purpose of travel.
3

Save

The trip is created. You can now log expenses directly against it as you travel.

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Add receipts to a trip

1

Open the trip → click Add Receipt

2

Upload the receipt image

Take a photo or upload a PDF. The system extracts the amount, date, and merchant automatically.
3

Verify and categorise

Confirm the extracted details and choose a category (Meals, Transport, Accommodation, etc.).
4

Save

The receipt is attached to the trip and ready to include in an expense report.

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Submit an expense report for approval

1

Open Travel & Expense → Expense Reports → New Report

2

Link the trip (optional)

Attach the trip record to pull in all associated receipts automatically.
3

Add or review receipts

Confirm all receipts are included and correctly categorised.
4

Submit

Click Submit for Approval. Your manager receives a notification to review the report.

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Approve and process reimbursement

1

Open Travel & Expense → Expense Reports (as a manager)

2

Review the report

Check each receipt and the total amount claimed.
3

Approve or reject

Click Approve to move the report to Finance for payment, or Reject with a reason if something is wrong.
4

Finance processes the payment

Approved reports are posted to Finance as reimbursement payables, ready to be included in the next payment run.

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Key features

Trip management — Log expenses directly against a trip for clean reporting and easy reimbursement. Expense reports — Group receipts by trip or period and submit for manager approval. Receipt capture — Upload receipt images from mobile. Automatic extraction of amount, date, and merchant. Reimbursement — Approved reports post to Finance automatically as payables — no manual data entry.