Trips and purchase requests

Get business trips and purchases approved before the money is spent, then keep their expenses together.

Trips and purchase requests are approved before anything is spent. They are part of the Professional plan and above. Open Trips or Purchase requests in the menu.

Plan a trip

1. Click + New trip.
2. Give it a name and enter the destination, domestic or international, and the days you leave and come back.
3. Add the itinerary: flights, trains, buses, cabs, hotels and anything else, each with its date, from and to, details and estimated cost.
4. Leave Estimated cost empty to add up the itinerary, or type your own figure.
5. Enter Advance needed if you need money before you go.
6. Click Save and send for approval.

When your approver approves the trip, its advance is approved too, and Finance is told to pay it. See Cash advances.

Ask before you buy

1. Click + New purchase request.
2. Say what you want to buy, how much it will cost, the category, where from and when you need it.
3. Click Save and send for approval.

Approve or reject

Requests sent to you show under Waiting for me in Trips and Purchase requests, and in Approvals. Click Approve, or Reject and say why. A rejected request can be changed and sent again. While a request is waiting, the person can Recall it to change it.

Tie expenses to it

Once a trip or purchase request is approved, choose it in Trip / purchase request on the expense, or click Add an expense on the request. The request then shows:

• Spent: the total of its expenses, and each expense with its report
• for a trip, its advance and what is left of it

An expense that takes a purchase request over its approved amount is flagged for the approver.

A report can belong to a trip too: choose the trip with Edit on the report.

Close or cancel

• Close a trip when it's over, or a purchase request once it's bought. No more expenses can be tied to it. Reopen it if you need to.
• Cancel a request that's no longer needed, as long as no expenses are tied to it. An unpaid advance of a trip is cancelled with it.