Most reports create themselves when a trip ends. You can also start one from an order, or by hand for expenses that are not tied to a trip.
Where to find it
- Left sidebar → Expenses → Expense reports (
/app/expense-reports). - On an order: the Documents card.
Three ways to create a report
- Automatically after a trip. When a trip booked on the platform ends, a draft report is created for the traveller. It already contains the bookings, the per diem and the matching card transactions.
- From the order. Open the order and click Create expense report in its Documents card.
- By hand. On the Expense reports page, click New expense report. Choose From a trip, or create a report without a trip, for example "Client lunches, October".
How to add a trip to a report later
If a report was created without a trip, add the trip from the report:
- Link a trip from the platform shows the employee's booked trips that have no report yet. Pick one, and its bookings and per diem are added to the report.
- Add a booking made elsewhere records a company-paid booking that was not made on the platform (a hotel, a flight and so on) and attaches it under Bookings · paid by the company.
A booking added by hand can be removed again with Remove this booking.
Good to know
- The automatic report goes to the person who travelled, not the person who booked. A travel manager who books for a colleague does not get the colleague's report.
- Per diem is calculated from a trip booked on the platform. A report without a linked trip has no per diem until you link one.
FAQ
Do I have to create an expense report myself after every trip? No. When a trip booked in Travel Code ends, a draft report is created for you with the bookings, per diem and card transactions already in it. Check it, add what's missing and submit it.
The report was created without a trip, so per diem is empty. Per diem is calculated from a trip booked on the platform. Use Link a trip from the platform on the report.
A hotel booked outside the platform is missing from the report. Use Add a booking made elsewhere on the report.
I booked a trip for a colleague. Why didn't I get the expense report? The report goes to the traveller. Directors, travel managers and accountants can still open it and file it for the colleague. See Expense reports: who can see and file them.
Related articles
- Expense reports: what they are and how they move
- Expense reports: who can see and file them
- Card transactions in an expense report
- Submitting and approving an expense report
- Expense report PDF
- Exporting expense reports to accounting: CSV and DATEV
- Per diem in an expense report: how each day is calculated
Still have questions? Message us in the support chat or at support@travel-code.com.