🌐 Web | 👤 Admin with Integration settings permission
With the TravelPerk integration, you can automatically import TravelPerk invoices into Yokoy as travel expenses to manage travel-related costs and spending. Travel expenses (e.g. flights, train tickets, car rental, and hotels) are imported into Yokoy within a few minutes depending on the billing cycle.
Importing travel invoices from TravelPerk
TravelPerk invoices in final status are imported into Yokoy as travel expenses. Only confirmed invoices are imported automatically into Yokoy. TravelPerk invoices is in draft status are not imported unless the billing status is periodic. Draft invoices for periodic billing are always imported.
For bookings paid immediately by card, each booking is imported as a single expense. For periodic billing invoices, each invoice line in the invoice is represented as a separate expense in Yokoy. For example, a traveler books a trip from Singapore to Barcelona, which includes two flights (with transfer in Zurich) and a hotel booking. This may be represented in the invoice as four line items: three line items related to the two flights and the hotel, and a fourth line item for booking fees. Each line item is created as a separate expense in Yokoy.
🚧 Caution
TravelPerk labels (i.e. within the Invoice line items) are not currently supported.
Any changes made to the booking such as cancellation or update are also reflected in Yokoy (i.e. credit notes to reflect a cancelled booking). You can choose to import non-final invoices, if required.
If the invoice contains VAT information, Yokoy can display the tax percentage and amount applied if a corresponding tax rate can be found in Yokoy for the company.
If you have configured the integration to create trips in Yokoy
based on TravelPerk bookings and depending on how your company chooses to manage travel expenses, submitters may or may not see imported travel expenses.
✏️ Note
Yokoy automatically imports any new invoices after you have configured the integration. To import past invoices, contact Yokoy Customer Care.
Assigning travel expenses to employees
Yokoy uses a user’s email address to assign expenses. To successfully assign travel expenses automatically to a specific employee, the employee must be registered on both platforms with the same email address.
TravelPerk companies are mapped to Yokoy companies to ensure bookings are always imported and assigned to the right company in Yokoy. Depending on the integration setup, Yokoy tries to assign the booking to either the booker first or the traveler. However, if Yokoy is unable to find the person mentioned in the booking (either the booker or the traveler), it assigns the travel expense to the travel admin for the company as a fallback solution.
Assign to booker first, then traveler
By default, travel expenses are assigned to the booker in Yokoy. If the booker is not found in Yokoy, the travel expense is assigned to the traveler if found as an employee in Yokoy. In most cases, both booker and traveller are the same person.
In other words, the priority for assignment is booker, then traveler. For example, if a trip is booked by a booker, then the travel expense is assigned to the booker in Yokoy. If Yokoy cannot find the booker (or they are associated with another company), Yokoy assigns the travel expense to the traveler. If the traveler is not found within the company, Yokoy assigns the travel expense to the travel admin.
Where there are multiple travelers listed on the invoice, Yokoy assigns the travel expense to the first traveler found (where it is unable to assign it to the booker).
Assign to traveler first, then booker
Alternatively, if the travel expenses has been paid by the travel provider or paid for with the Yokoy Smart Lodge card, you can set an alternative assignment strategy. In this case, the travel expense is assigned to the traveler first. As a fallback solution, if the traveler is not found in Yokoy, then the travel expense is assigned to the booker. If neither the booker nor the traveler is found in the company in Yokoy, the invoice is assigned to the travel admin.
✏️ Note
The alternative assignment strategy does not apply to group bookings. These bookings are automatically assigned to the booker even if it was paid for by lodge card or by travel provider.
To use this strategy, you need to adjust the TravelPerk integration settings:
In Admin > Integrations, Travel providers > TravelPerk.
Select Assign expense to traveler: not booker (not supported if paid by card) checkbox.
🚧 Caution
Changes in assignment strategy affect new bookings only. If you change the strategy after having imported some bookings into Yokoy, the Travel admin needs to reassign those bookings to the correct user in Travel admin > Import.
Assigning travel expenses with multiple travelers
When a TravelPerk invoice includes a group of travelers, Yokoy adds the travelers as participants in the expense automatically, referencing them by name and email address. Yokoy uses the email address to check whether the traveler is a Yokoy user or not.
If the user doesn't exist in Yokoy, the traveler is included as an external participant.
✏️ Note
If you have configured the TravelPerk integration to create automatically trips in Yokoy from the TravelPerk booking and have chosen the assignment strategy to assign travel expenses to travelers first rather than the booker, the travel expense is assigned to the first traveler found. Other travelers see an empty trip.
Tax in imported travel expenses
Yokoy can import tax information supplied in the TravelPerk invoice. Tax information is displayed in the expense form according to these criteria:
If Enable VAT input tax deduction is active for the company, then tax is displayed in the expense. If this feature is not enabled in either the company or the organization, then the expense is imported without VAT.
If a matching tax rate has been set up for the company and applies to the country where the expense took place, then VAT information is displayed in the expense.
If a matching tax rate has been set up for the company and doesn’t apply to the country where the expense took place, then the expense is imported without VAT.
If there is no matching tax rate set up in the company, then the travel expense is imported without VAT.
Viewing invoices as supporting documents
If the booking is paid via card and instant invoicing is selected in Travelperk, Yokoy imports the PDF of the corresponding invoice to the expense as a supporting document.
In other cases, if instant invoicing is not configured depending on the billing cycle period, the invoice may be in draft and not yet issued. In that case, it is also not available yet as a PDF, and Yokoy cannot import it.