🌐 Web | 👤 Admin with Integration settings permissions
When importing travel invoices from a travel provider such as TravelPerk, travel expenses can be created in Yokoy with one of two statuses:
Draft: travel expenses are imported into Yokoy so that submitters can manage them, either as part of a trip or as single expenses.
Travel draft: travel expenses are only visible to travel admins (Travel admin > Import). Only travel admins can manage these expenses.
Depending on your company’s requirements, you can choose whether you want submitters to manage travel expenses or set up a dedicated role Travel admin to process these expenses.
✏️ Note
Both statuses are considered to be draft statuses. Therefore, any travel expenses submitted from these statuses will follow the standard expense approval flow configured for the company. However, if your travel provider already includes an approval flow for these expenses, you can configure Yokoy with a custom workflow to skip approval for this type of expense.
Manage as a submitter
If you choose to allow submitters to manage these expenses, they are responsible for checking that all data is correct and submitting them for approval.
For example, submitters can perform these tasks:
can see travel expense
can edit travel expense data
can submit travel expenses
If you use a standard approval flow (line manager approval or cost object approval), travel expenses follow the standard flow for approving expenses.
🚧 Caution
To allow submitters to manage travel expenses, the travel expenses must be imported with draft status, not as travel draft.
Manage as a travel admin
If you choose to use the Travel admin role, the travel admin is responsible for checking all expenses and submitting them to finance. This allows you to set up a specific approval flow to allow these expenses to be handled separately.
They can access all travel expenses in Travel admin > Import.
You can choose to either import travel expenses with either draft or travel draft statuses:
Draft | Travel draft |
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