🌐 Web | 👤 Admin with Integration settings permission and Developer role
You must have Admin access in both the tools to set up the integration successfully. For Yokoy, you also need a Developer role to be able to generate API credentials.
You need to configure the integration in both TravelPerk and Yokoy accounts in this order:
✏️ Note
In TravelPerk, you only need to enable the Yokoy integration once. In Yokoy, Yokoy admins need to enable the TravelPerk integration for each company (legal entity).
TravelPerk integration setup
Admins can enable the Yokoy integration as follows:
Go to Account settings > Integration and enable Yokoy integration.
You’ll need to enter your Organization ID and API credentials for Yokoy and then click Submit.
Go to Settings, select the cost objects you want to sync and click Sync cost objects.
Any unselected cost objects will be archived and won't be visible to travelers.
Yokoy integration setup
As a Yokoy admin, you can perform the configuration to enable the TravelPerk integration for each company.
✏️ Note
However, it is highly recommend to contact the Yokoy team before activating the integration.
Go to Admin > Integration, and select the Travel Provider tab.
Turn on the Enable TravelPerk toggle.
Configure all mandatory and optional fields according to your preference and click Update to save your preferred setting.
Click the button Connect with provider to connect Yokoy with the TravelPerk API.
Once you have authenticated with TravelPerk, you can configure how the integration works:
Option | Required | Description |
Transfer account | Required | TravelPerk expenses are booked against a transfer account in the finance system. Depending on the payment method, this information may or may not be needed:
If an account is not required (i.e. paid by company card), enter |
Expense initial status | Required | Determines how travel expenses are managed in Yokoy. It can be either:
|
Default cost center for expenses | Optional | This Yokoy cost object is chosen as the default mapping, if no cost center is imported from Travelperk. If it is not defined (optional field), the default cost center for the user is chosen during import as fallback solution. |
Category for flight expenses | Optional | Expense category to be selected for flights. |
Category for hotel expenses | Optional | Expense category to be selected for hotels. |
Category for train expenses | Optional | Expense category to be selected for train tickets |
Category for car expenses | Optional | Expense category to be selected for car rentals |
Category for other expenses | Optional | Expense category to be selected for other expenses, e.g. TravelPerk booking fees. |
Company names | Required | Names of the TravelPerk companies to be mapped to the Yokoy company. Multiple TravelPerk companies can be mapped to a single Yokoy company. A TravelPerk company cannot be associated with multiple Yokoy companies. |
Payment with card | Optional | When this checkbox is selected, the invoice from TravelPerk is not split into single expenses, but imported as a single expense to allow automatic matching with the card transaction. If the invoice should automatically be attributed to the correct cost category, you need to select Enable multiple categories per expense in the Expense report definition. |
Assign expense to traveler, not booker (unsupported if paid by card, except Yokoy Smart Lodge Card) | Optional | This enables the alternative import strategy for expenses that are Paid by travel provider. In this case, Yokoy tries to assign the expense to the traveler mentioned in the invoice.
|
Create trips | Optional | Automatically create trips in Yokoy based on TravelPerk trip itineraries. See Create trips from TravelPerk trips. |
Disable expense creation from draft invoices | Optional | Do not import expenses into Yokoy if the invoice is in draft status where customer has a specific billing period (i.e. travel provider paid via SEPA at end of month/week, etc.). |
Synchronizing cost objects to TravelPerk
You can configure TravelPerk to display Yokoy cost objects as cost centers to ensure travelers always assign travel expenses to the correct cost object.
In TravelPerk, you see an additional field Yokoy Cost Center, where you can select the corresponding cost object. This field is shown in addition to the standard TravelPerk cost center field available.
When configuring the TravelPerk side, you can select which cost objects to use.
🚧 Caution
All cost objects in the Yokoy organization are imported once a day into TravelPerk. If you do not see the corresponding cost object you want to use in TravelPerk, you may need to wait 24 hours until it appears.
Configuring payment methods for the TravelPerk integration
All invoices in TravelPerk need to be either paid by company card (i.e. a Yokoy Platinum Visa card, Yokoy Smart Lodge card, or another company card) or another payment method such as direct debit.
Payment methods are set up in the TravelPerk payment profile. Depending on the payment type, the billing cycle in the payment profiles needs to be adjusted correctly. In TravelPerk, the billing cycle can be instant or flexible.
Depending on how you plan to manage the travel expense in Yokoy, the configuration in Yokoy needs to be set accordingly.
Paid by company card with transaction data in Yokoy
Travel expenses paid by company card corresponds to bookings that are paid instantly with a Yokoy Platinum Visa card (or another card integrated with Yokoy).
In this case, you need to configure TravelPerk to set the billing cycle to immediate. This ensures that the TravelPerk invoice and card transaction in Yokoy can have the same amount and can be automatically matched. However, it may happen that one transaction results in multiple invoices. In this case, the travel admin should handle matching manually.
To ensure each line item is mapped to the corresponding cost category automatically, you need to activate Enable multiple categories per expense. If invoice contains more than one line item, the travel expense contains flight, hotel, train, or car as first category and all other line items as additional categories.
If there is full or partial refund for a trip, i.e. a hotel booking is canceled, TravelPerk sends a credit note invoice with a negative amount, which triggers a credit note expense in Yokoy. The same amount is credited to the Yokoy card or card that was used for payment and can be matched accordingly. If you use FlexiPerk for modifications in booking, see Handle FlexiPerk credit in Yokoy.
Paid by another payment method (i.e. periodic billing or card not integrated with Yokoy)
Travel expenses that have the payment method travel provider paid correspond to either bookings paid for with a card that is not integrated with Yokoy (i.e. no transaction data is available) or covered with periodic billing. In other words, either bank transfer or manual SEPA is used as payment method in TravelPerk. The billing cycle can be set to weekly, bi-weekly, monthly. These invoices contain multiple line items that are created as separate travel expenses.
Travel expenses that have been paid by card in TravelPerk do not have to be matched with card transaction in Yokoy. Each expense is automatically categorized according to category mapping configuration.
🚧 Caution
Flexible invoicing, which allows any TravelPerk user to select another company to invoice or a payment profile from another company during checkout, is not supported. To integrate with Yokoy, flexible invoicing must be disabled.