From 552f39c3e9eba858761b99a1daf92a915791efa5 Mon Sep 17 00:00:00 2001 From: Ben Fitzpatrick <38236554+bfitzexpensify@users.noreply.github.com> Date: Wed, 10 Dec 2025 13:12:15 +0000 Subject: [PATCH 1/3] Create How to Enable and Manage-Travel-Invoicing.md Draft of help site updates --- ...w to Enable and Manage-Travel-Invoicing.md | 112 ++++++++++++++++++ 1 file changed, 112 insertions(+) create mode 100644 docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md diff --git a/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md b/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md new file mode 100644 index 000000000000..c84c144f1ee0 --- /dev/null +++ b/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md @@ -0,0 +1,112 @@ +--- +title: How to Enable and Manage Travel Invoicing +description: Learn how to enable Travel Invoicing, configure accounting settings, and understand how limits and settlements work in New Expensify. +keywords: [New Expensify, travel invoicing, enable travel billing, travel limit, travel invoice, travel settlement, workspace travel settings, travel cvv, spotnana integration] +--- + +
+ +Admins can use Travel Invoicing to centrally bill all company travel without issuing individual cards to each employee. This guide walks through enabling the feature, setting up a settlement account, understanding credit limits, and how monthly invoices and exports work. + +# Travel Invoicing Setup + +## Enable Travel Invoicing + +To enable Travel Invoicing for a workspace: + +1. From the left-hand menu, select **Workspaces > [Workspace Name] > Travel**. +2. Toggle on **Travel Invoicing**. +3. If you haven't yet added a verified business bank account (VBBA), you'll be prompted to do so. Follow the steps to connect a settlement account. +4. Once connected, your workspace will display a summary of: + - **Current Travel Spend** + - **Travel Limit** + - **Settlement Account** + - **Settlement Frequency** + +> **Note:** Travel Invoicing is currently available only to U.S.-based workspaces. + +## Understand Travel Limits + +Travel Invoicing shares backend infrastructure with Expensify Cards but uses a separate **PROGRAM_TRAVEL_US** feed. Here's how limits work: + +- If the same bank account is used for both Expensify Card and Travel Invoicing, the limit will mirror your card program’s limit. +- This effectively **doubles your available credit** across both programs. Future releases will support dynamic or custom allocation. + +> **Example:** If your Expensify Card limit is $100,000 and you enable Travel Invoicing using the same bank account, your Travel limit will also be $100,000. + +## Manage Your Travel Invoicing Settings + +Once Travel Invoicing is enabled: + +- **Change settlement account:** Tap the **Settlement account** row and select or connect a new bank account. +- **Change settlement frequency:** Tap the **Settlement frequency** row and choose between **Monthly** or **Daily**. +- **Pay balance early:** If you need to clear your outstanding balance before your next auto-debit, select **Pay balance**. + +> You can't disable Travel Invoicing while a balance is outstanding. You'll be prompted to pay down the balance first. + +# Accounting and Exports + +## Exporting Travel Expenses + +You can configure how travel invoice data is exported in your accounting integration: + +1. From the left-hand menu, select **Workspaces > [Workspace Name] > Accounting**. +2. Choose your accounting platform (e.g., QuickBooks, NetSuite). +3. Under **Travel Invoicing**, configure: + - **Travel vendor**: The vendor under which Travel invoices will be recorded. + - **Payable account**: The account used for recording the liability. + +> Travel invoices are exported as **vendor bills** or **accounts payable** entries depending on your integration setup. + +## Export Travel Invoice Statements + +To view or download past travel activity: + +1. Go to **Workspaces > [Workspace Name] > Travel**. +2. Click the **Export** button (upper-right corner of the Travel Invoicing section). +3. Choose to export your statement as a **CSV** or **PDF**. + +Statements include: +- Trip names +- Traveler details +- Booking types (flight, hotel, car rental) +- Amounts and booking dates + +# How Settlement Works + +- Settlements occur based on your chosen frequency (**monthly** or **daily**). +- Travel charges are billed in one consolidated invoice. +- Expensify automatically debits the connected settlement account. +- No cashback is provided on Travel Invoicing spend (Expensify retains the interchange). + +## Failed Settlements + +If a settlement fails: +- Travel access is suspended. +- Cards are locked. +- A notification is sent with a prompt to resolve the issue via **Settings > Account > Wallet**. + +> Once resolved, access and cards are automatically reinstated. + +# Classic Expensify Users + +If you're using **Expensify Classic**, you'll need to temporarily switch to New Expensify to enable Travel Invoicing: + +1. From **Settings > Domains > [Domain Name] > Travel Invoicing**, click **Go to New Expensify**. +2. Complete setup, then switch back to Classic if needed. + +# FAQ + +## What happens if we reach our Travel limit? + +You won’t be able to make additional bookings until your balance is paid down. Use the **Pay balance** option to make an early payment if needed. + +## Can we use a different bank account for Travel Invoicing? + +Yes! During setup, you can link a **different** verified business bank account than the one used for Expensify Cards. + +## Is there a penalty for disabling Travel Invoicing? + +No penalty, but you must first settle any outstanding balance. Also note: hotel or car rental bookings may be rebooked with alternate cards to avoid service issues if Travel Invoicing is turned off. + +
From 6dfd98450ac2ec3c2be9200ca830ca2840c32db3 Mon Sep 17 00:00:00 2001 From: Ben Fitzpatrick <38236554+bfitzexpensify@users.noreply.github.com> Date: Tue, 5 May 2026 10:11:07 +0100 Subject: [PATCH 2/3] Update How to Enable and Manage-Travel-Invoicing.md Updating the copy here based on Design Doc changes since I last drafted --- ...w to Enable and Manage-Travel-Invoicing.md | 133 +++++++----------- 1 file changed, 50 insertions(+), 83 deletions(-) diff --git a/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md b/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md index c84c144f1ee0..655a355e7878 100644 --- a/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md +++ b/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md @@ -1,112 +1,79 @@ --- -title: How to Enable and Manage Travel Invoicing -description: Learn how to enable Travel Invoicing, configure accounting settings, and understand how limits and settlements work in New Expensify. -keywords: [New Expensify, travel invoicing, enable travel billing, travel limit, travel invoice, travel settlement, workspace travel settings, travel cvv, spotnana integration] +title: Enable Travel Invoicing in a Workspace +description: Turn on Travel Invoicing to centrally pay for employee travel and settle expenses on a recurring schedule. +keywords: [enable travel invoicing, expensify travel invoicing setup, central travel billing, workspace travel settings] +internalScope: Audience is Workspace Admins. Covers enabling Travel Invoicing and initial setup. Does not cover CVV usage, accounting mappings, or exporting statements. --- -
+# Enable Travel Invoicing in a Workspace -Admins can use Travel Invoicing to centrally bill all company travel without issuing individual cards to each employee. This guide walks through enabling the feature, setting up a settlement account, understanding credit limits, and how monthly invoices and exports work. +Travel Invoicing lets your company pay for all employee travel through a central account instead of individual cards or reimbursements. -# Travel Invoicing Setup +When enabled: +- Employees can book travel without paying out of pocket +- Travel charges are billed to your Workspace +- You settle the total balance on a recurring schedule -## Enable Travel Invoicing +This helps simplify travel spend, improve visibility, and reduce reimbursement overhead. -To enable Travel Invoicing for a workspace: - -1. From the left-hand menu, select **Workspaces > [Workspace Name] > Travel**. -2. Toggle on **Travel Invoicing**. -3. If you haven't yet added a verified business bank account (VBBA), you'll be prompted to do so. Follow the steps to connect a settlement account. -4. Once connected, your workspace will display a summary of: - - **Current Travel Spend** - - **Travel Limit** - - **Settlement Account** - - **Settlement Frequency** - -> **Note:** Travel Invoicing is currently available only to U.S.-based workspaces. - -## Understand Travel Limits - -Travel Invoicing shares backend infrastructure with Expensify Cards but uses a separate **PROGRAM_TRAVEL_US** feed. Here's how limits work: - -- If the same bank account is used for both Expensify Card and Travel Invoicing, the limit will mirror your card program’s limit. -- This effectively **doubles your available credit** across both programs. Future releases will support dynamic or custom allocation. - -> **Example:** If your Expensify Card limit is $100,000 and you enable Travel Invoicing using the same bank account, your Travel limit will also be $100,000. - -## Manage Your Travel Invoicing Settings - -Once Travel Invoicing is enabled: - -- **Change settlement account:** Tap the **Settlement account** row and select or connect a new bank account. -- **Change settlement frequency:** Tap the **Settlement frequency** row and choose between **Monthly** or **Daily**. -- **Pay balance early:** If you need to clear your outstanding balance before your next auto-debit, select **Pay balance**. - -> You can't disable Travel Invoicing while a balance is outstanding. You'll be prompted to pay down the balance first. - -# Accounting and Exports - -## Exporting Travel Expenses +--- -You can configure how travel invoice data is exported in your accounting integration: +## Who can use Travel Invoicing -1. From the left-hand menu, select **Workspaces > [Workspace Name] > Accounting**. -2. Choose your accounting platform (e.g., QuickBooks, NetSuite). -3. Under **Travel Invoicing**, configure: - - **Travel vendor**: The vendor under which Travel invoices will be recorded. - - **Payable account**: The account used for recording the liability. +- Workspace Admins can enable and manage Travel Invoicing +- The Workspace must have Travel enabled +- A verified business bank account (VBBA) is required for settlement -> Travel invoices are exported as **vendor bills** or **accounts payable** entries depending on your integration setup. +If a bank account is not set up, you’ll be prompted to add one during setup. -## Export Travel Invoice Statements +--- -To view or download past travel activity: +## How to enable Travel Invoicing in a Workspace -1. Go to **Workspaces > [Workspace Name] > Travel**. -2. Click the **Export** button (upper-right corner of the Travel Invoicing section). -3. Choose to export your statement as a **CSV** or **PDF**. +Web and Mobile: -Statements include: -- Trip names -- Traveler details -- Booking types (flight, hotel, car rental) -- Amounts and booking dates +1. Click the navigation tabs (on the left on web, on the bottom on mobile). +2. Select **Workspaces**. +3. Select your Workspace. +4. Go to **Travel**. +5. In the Travel Invoicing section, turn on the toggle. +6. If prompted, select or add a settlement account. +7. Confirm your setup. -# How Settlement Works +--- -- Settlements occur based on your chosen frequency (**monthly** or **daily**). -- Travel charges are billed in one consolidated invoice. -- Expensify automatically debits the connected settlement account. -- No cashback is provided on Travel Invoicing spend (Expensify retains the interchange). +## What happens after you enable Travel Invoicing -## Failed Settlements +- Travel cards are automatically created for travel-enabled members +- Employees can book travel using Expensify Travel without using personal funds +- Travel expenses will be imported to individual traveler accounts +- All charges are grouped into a Travel Invoice statement +- Your Workspace is billed based on the selected settlement frequency (for example, monthly) If a settlement fails: -- Travel access is suspended. -- Cards are locked. -- A notification is sent with a prompt to resolve the issue via **Settings > Account > Wallet**. +- Travel cards are temporarily suspended +- You’ll receive instructions to fix the issue +- Access is restored once payment is successful -> Once resolved, access and cards are automatically reinstated. - -# Classic Expensify Users - -If you're using **Expensify Classic**, you'll need to temporarily switch to New Expensify to enable Travel Invoicing: - -1. From **Settings > Domains > [Domain Name] > Travel Invoicing**, click **Go to New Expensify**. -2. Complete setup, then switch back to Classic if needed. +--- # FAQ -## What happens if we reach our Travel limit? +## Can members book travel without a company card? + +Yes. Travel Invoicing removes the need for individual corporate cards. Members book travel using the centrally managed billing setup. -You won’t be able to make additional bookings until your balance is paid down. Use the **Pay balance** option to make an early payment if needed. +## Why can’t I enable Travel Invoicing? -## Can we use a different bank account for Travel Invoicing? +You may not be able to enable it if: +- You are not a Workspace Admin +- Travel is not enabled for the Workspace +- A verified business bank account is not connected -Yes! During setup, you can link a **different** verified business bank account than the one used for Expensify Cards. +## Can I turn off Travel Invoicing? -## Is there a penalty for disabling Travel Invoicing? +Yes, but only if your balance is fully paid. If there is an outstanding balance, you must settle it before disabling the feature. -No penalty, but you must first settle any outstanding balance. Also note: hotel or car rental bookings may be rebooked with alternate cards to avoid service issues if Travel Invoicing is turned off. +## Where can I see travel charges? -
+All charges appear in your Travel Invoice statement, which includes trip details, travelers, and booking information. They will also be added to the individual traveler's Expensify account. From 82a832960da3f985ddffb923da0008c64ed246fb Mon Sep 17 00:00:00 2001 From: Ben Fitzpatrick <38236554+bfitzexpensify@users.noreply.github.com> Date: Fri, 8 May 2026 10:01:29 +0100 Subject: [PATCH 3/3] Rename How to Enable and Manage-Travel-Invoicing.md to how-to-enable-and-manage-travel-invoicing.md --- ...-Invoicing.md => how-to-enable-and-manage-travel-invoicing.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/travel/travel-invoicing/{How to Enable and Manage-Travel-Invoicing.md => how-to-enable-and-manage-travel-invoicing.md} (100%) diff --git a/docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md b/docs/articles/travel/travel-invoicing/how-to-enable-and-manage-travel-invoicing.md similarity index 100% rename from docs/articles/travel/travel-invoicing/How to Enable and Manage-Travel-Invoicing.md rename to docs/articles/travel/travel-invoicing/how-to-enable-and-manage-travel-invoicing.md