When going on a business trip, typically multiple different expenses occur. You can combine all these expenses in a single trip expense report for easier processing. A trip in Yokoy is a collection of various types of expenses that occurred on a business trip over a period of time.
When submitters create a business trip in Yokoy, per diems and mileage allowances can be automatically generated from the departure and arrival locations, if set up. Submitters can then manually add other expenses with or without receipts. Alternatively, submitters can create mileage and per diem allowances separately and then add them to a trip.
Managers see all expenses grouped together by date and can choose to approve the entire trip with all expenses or can approve each expense separately.
Finance users can filter expenses by trips in the Review page to view an overview of expenses included as part of the trip, as well as additional information about the trip (including any custom fields) in trip information. They can review the entire trip or review individual expenses before sending them for export.
With trips, you can:
Export trips as a single concept, rather than individual expenses
Trips are enabled and configured at a company-level. Depending on the role, trips are accessed as follows:
Submitters: Submitter > Trip expenses
Managers: Manager > Approvals, Trip expenses tab
Finance users: Finance > Review, Trips dropdown selector
💡Tip
Learn how to create a trip expense report.
All trip details are displayed in the trip overview and trip information tabs.
Trip overview
The trip overview has a calendar view that shows expenses in chronological order.
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The trip overview contains several action buttons:
In the web app, these action buttons are located above the calendar view and in mobile, in the actions menu (three dots icon) in the top right corner. Depending on the role (submitter, manager or finance user), the key action button varies: submit, approve, or review.
Overview sorting
You can change how expenses are displayed using the Group by sort option.
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Web (click to open in a new tab) | Mobile |
By default, expenses are grouped by date. However, users can choose to display expenses by:
Expense type (mileage, per diems, no receipt expenses, etc.)
Category (lunch, dinner, accommodation, etc.)
Expense status (Draft, Ready, In approval, etc.)
Matching status
This makes it easier for you to swiftly identify the total amount spent on specific expense categories, resulting in a more efficient review process. For example, a reviewer can now easily find out the total amount spent on lunch on a given trip by grouping expenses by the Lunch category and instantly view the consolidated amount.
Pre-trip and post-trip expenses
The overview also indicates expenses incurred before or after a trip. This associates expenses such as flight bookings made before the trip date, and parking charges made after the trip dates with a trip, allowing you to easily differentiate between different stages of the journey.
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Trip itinerary
You can view the entire itinerary for a trip. Where your company has set up border crossings, the times between border crossings are indicated in the itinerary. In the web app, you click the View itinerary button. The mobile app has a dedicated tab Itinerary.
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Download PDF and attachments
You can download a PDF document with detailed trip information such as the legal entity details, employee details, trip name, trip ID, itinerary, and the costs of each day and total. You can download all attachments of your expenses (e.g. your uploaded receipts) at once.
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Delete multiple expenses or a trip
You can select multiple expenses and delete them all at once. This streamlines the deletion process and saves time for users managing a large number of expenses.
Submitters can delete an entire trip as appropriate by selecting Delete when in the trip view in the web app or swiping left on a trip in the Trips tab in the mobile app.
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Approve, review or send back multiple expenses
Managers and Finance reviewers can now select multiple expenses and choose to approve, review or send them back simultaneously. When reviewing or approving, you can add an optional comment that is applied to all the expenses being reviewed. When sending back expenses, you can attach a comment to each individual expense. This feature is particularly useful when additional information or corrections are required for certain expenses. The comment ensures clear communication between approvers and submitters, reducing delays in the approval process.
Trip information
The trip information tab contains additional information about the trip, such as the trip ID, employee details, cost objects for the trip, and any custom fields your company may have set up to track crucial trip-related details.
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🚧 Caution
Custom field labels and values are not localized to other languages. For example, if you set up a custom field for trips with a label Trip reason, the field label always appears as Trip reason even if the user has selected German in their user profile.