Spend less time managing travel and more time getting together

Spend less time managing travel and more time getting together

Admin

Travelers

Set up

Book

Pre-trip

Manage

Set up

Book

Pre-trip

Travel

Set Up

Book

Pre-Trip

Save time and money - whilst keeping control

Set Up

Booking

Pre-trip

While travelling

Step 1

Step 2

Step 3

Pro Tips

Book trips

Book events

Use concierge

Make trips refundable

Get travelers ready

Change a booking

Pay for hotel stays

Policies

Approvals

Invoicing

Reporting

Step 1

Step 2

Step 3

Pro tip

Book trips

Book events

Use concierge

Make trips refundable

Get ready for your trip

Pay for hotel stays

Change a booking

Fill in your details on your Company page

Fill in your company details

First things first. Go to the Companies page and make sure to fill in your company details correctly. Create companies for all legal entities and specify the address and VAT number for each.

⚠️ This is an important step to ensure you invoice your trip correctly, reclaim VAT, and get services that are available in specific locations, such as FlexiPerk.

🌎 Set your default language and regional preferences so that all new users are created with the proper settings. They will still be able to personalize their preferences in their personal user profile.

Go to your Payment profiles page to add your payment method

Add your company payment method

Set your payment method to define how and when you pay, in which currency, and when and who we will invoice. You can choose among different payment options.

💡 Connect your expense management tool with TravelPerk using our expense integrations. All invoice details will flow automatically between tools, giving you full visibility on your total travel spend at all times.

Get your team onboard

Add your team and see what having all in one place means:

You can book for them faster, having all necessary details saved in their profiles
You can enable them to book autonomously and staying in budget, setting policies and approvals

⚠️ Make sure the user name matches the official name on related travel documents to prevent costly mistakes.

Add your team from the People’s page

This way you’ll be able to define their settings.
Just go to the People page and click on Invite People, then define details.

💡 You can assign different roles and permissions to your team members.

Invite your team by email

This way you’ll be able to invite multiple people at once.
You can do so from the People page, clicking on Invite People.

💡 Add a message to your invite for a more personalized experience!

Invite your travelers when booking

When searching for a service, start typing the name of your new traveler. Then, press Register new traveler.

How to speed up your team’s onboarding

💡Got lots of travelers to add?
See how easy it is to get it done using our HR integrations, or our SCIM API. This will also help you keep all your users automatically updated at all times.

🔐 Safely manage access to TravelPerk
You can use our SSO integration to manage how your users can log in or access TravelPerk. This will make it faster, easier, and more secure for your whole company.

Booking everything in one place

1. Search for flights, hotels, trains, car rental or concierge services directly from the homepage.
2. Add a traveler. You can book for up to 8 people in one trip, using the same itinerary.
Find all our booking guides and tips here.

Easily book your team or company event

1. Create or join an existing event.
2. Copy the itinerary.

💡 Easily organize off-sites, team gatherings and more! With our events tool, all bookings and trips can be replicated, verified and checked at the same place.

Request special services via Concierge

1. Go to the homepage.
2. Choose Concierge from the main tab.
3. Fill out the form with request details.

👀 Our Concierge service is a Premium feature. It gets you whatever you need to book for your business trip that may not be available on the platform – Airbnb, airport transfers, conference meetings, and more.

Make any trip refundable

Add Flexiperk to any booking (even non-refundable) and get at least 80% back if you cancel

⏳ Cancel for any reason, up to 2h before departure, and still receive a refund.

Look out for FlexiFare

When booking a flight, select the FlexiFare: it includes FlexiPerk protection, which allows you to cancel up to 2h before departure, no questions asked!

FlexiFare is available to Premium and Pro customers, for trips invoiced to: all 27 EU countries, Switzerland, the UK, the US, the UAE, Singapore, and Mexico.

Add flexibility to your entire trip

At checkout of a trip booking, add FlexiPerk full trip protection. It will make any part of your trip at least 80% refundable.

The service is available to Premium and Pro customers, for trips invoiced to: all 27 EU countries, Switzerland, the UK, the US, the UAE, Singapore, and Mexico.

Make all of your company trips refundable

And for total peace of mind, you can put your whole company on a flexible plan! Sign up to FlexiPerk company at a flat 10% fee per trip, from your plans page

FlexiPerk company is available to customers in any plans, for trips invoiced to: all 27 EU countries, Switzerland, the UK, the US, the UAE, Singapore, and Mexico.

Help your travelers get ready to travel

📲 Encourage your travelers to download our app to check their trips, receive notifications, or get help from our customer care on the go. You can download it using these links for iPhone or Android completely free.

ℹ️ Recommend they check all updated travel requirements for their destination.

How to handle changes and cancellations

Go to the Help page, or to the Trips page
Select “change or cancel”, and the booking to modify. Then, submit.
Our customer care team will take care of it.

💡 When it’s urgent, call us. Assistance via phone is way faster than email or chat. You can call us directly from your mobile app – and be ready with your booking details and new dates/times.

Pay for hotel stays

There are two ways you can pay for hotels:

a) pay at the hotel.

b) pay in advance.

Find out more about what your travelers need to do in each scenario.

Control travel spend

Control spending by setting up a travel policy

Policies for each type of expense

Set up different policies for air, rail, car travel, stays and in trip expenses.

Coming soon!

Define which class of seats are in policy for train trips.

Dynamic policies

With prices constantly fluctuating, what is a bargain one day can be expensive the next.

Set up dynamic budgets to use your travel budget more wisely. Find out more.

Did you know?

59% of all TravelPerk manual approval requests were for in policy trips, with 15% seeing price increases.*

Set up automated approvals to save time and money.

*January 2022 – September 2022

Notify trip approvers

Keep reviewers in the loop by setting up notifications for automatically approved trips

Get the right people to approve trips

Set up approvals based on your company hierarchy or cost centers.

Bring in your cost centers and approvals from any HR app from our marketplace, or create them manually.

One tap. Approved.

Approve with just tap by connecting TravelPerk to Slack

Express approval for booking changes

Save time – get 15 hours faster resolutions on modification changes
Reduce travel cost by 16% on changes for pre-approved trips
Save money by avoiding 200% price rise waiting for a trip approvals

Use express approvals for trip modifications

Simple invoice formats

Invoice formats are pre-set but include all the key details you need. If you have set up VAT in TravelPerk, then you’ll get a handy VAT breakdown with your invoices

Choose when to receive invoices

You can choose when you receive invoices by email. Receive them as soon as each trip is booked or consolidated weekly, fortnightly or monthly invoices.

Did you know? When you pay and when you receive invoices can be different. By default you are charged instantly, as soon as a booking is made.

All your invoices in one place

Click on Invoices in the top right menu to see your invoices. You can filter by date or by invoice profile.

Want to report on business travel?

1. See an overview of your trips with our travel insights.

2. Manage expenses, and reclaim VAT with our finance overview.

3. Monitor your carbon emissions with our carbon footprint report.

Looking for savings?

Use the VAT insights in our finance overview to see how much you could reclaim.

Need more granular reporting?

Set up cost centers & labels.

Matching reports data with your invoices?

Make sure your filter settings match
Check your currencies (we use your default currency)
Trips may take up to 24 hours to appear in your reports

Compiling data from multiple reports?

Create and download a customised set of data in just a few clicks

Spending too long managing travel expenses?

Use our expenses integrations to automatically send and match invoices between TravelPerk and your expenses system

Log in to your account

Check if you have received an invitation email with your username to create your password and login. Press “Get started” to begin!

👉 If you can’t find your invitation, check your spam folder or ask one of your admins to resend it.

Fill in your profile

Add your date of birth, gender, travel document, and personal details, so your bookings will have the correct information and you won’t have to enter them each time.

⚠️ Make sure your profile user name matches your official name in your travel documents. So the bookings will be in the right name.

👉 Don’t forget your frequent flyer numbers, loyalty programs, and train discount cards so you can keep earning loyalty points while traveling for business.

Install our mobile app

Download our free app for iPhone or Android to keep all your trips in one place (even on airplane mode!), receive notifications, or get help from our customer support on the go!

Did you know?

📲 When it’s urgent, a call can solve things faster. Make sure to add your phone number to your profile so customer care can contact you and get things sorted more efficiently.

Book everything in one place

1. Search for flights, hotels, trains, car rental or concierge services directly from the home page.
2. Add yourself as a traveler. You can book for up to 8 people in one trip, using the same itinerary.
Find all our booking guides and tips here.

Easily book your trip for an event

1. Create or join an existing event.
2. Copy the itinerary.

💡 Easily organize off-sites, team gatherings and more! With our events tool, all bookings and trips can be replicated, verified and checked at the same place.