🌐 Web app | 👤 Admin
Yokoy helps you consolidate and report all travel expenses effortlessly by automatically fetching travel expense data, trips and invoices from TravelPerk. This provides you with complete visibility of all travel expenses and frees you from the need to switch between tools.
💡 Tip
Check out our interactive TravelPerk integration tour.
Who can use this integration?
The integration is available to all Premium and Pro users of TravelPerk.
How can this integration help you?
The integration between TravelPerk and Yokoy automatically fetches travel expenses and trips, and allows you to effortlessly manage and report travel expenses in Yokoy.
Whenever you book a train or a flight or a hotel as part of a trip, Yokoy automatically creates an expense.
The invoice generated for each TravelPerk booking are automatically sent to Yokoy and assigned to the employee or the travel manager.
Yokoy automatically creates a trip based on the TravelPerk trip, assigns the corresponding TravelPerk expenses, and generates any per diems or mileage claims, if configured.
Users can then submit a trip expense report that includes both travel expenses and other expenses such as expense receipts, mileage expenses, and per diems.
With this integration, the Finance department can gain a complete overview of expenses reported for a trip and it reduces time spent between tools, therefore, avoid potential duplicates and human errors.
✏️ Note
Bookings, trips and invoices are imported and assigned to the employee of the company. Hence, the employee or the traveler must use the same email address in TravelPerk and Yokoy.
Integrating TravelPerk with Yokoy
Users are required to have Admin access in both the tools to set up the integration successfully. You need to configure the integration in both TravelPerk and Yokoy accounts:
✏️ 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 Admin > Integration and enable Yokoy integration.
You are redirected to Yokoy for confirmation.
Yokoy integration setup
As a Yokoy admin, you can perform the configuration to enable the TravelPerk integration.
✏️ 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.
Yokoy also allows customers to add additional custom fields to TravelPerk expenses.
Frequently Asked Questions (FAQ)
1. Can I import a TravelPerk trip into Yokoy?
Yes, Yokoy can automatically create a trip for employees based on the flight, rail, or car rental details of the trip in TravelPerk. Yokoy can also automatically generate any per diems or mileage expenses for the imported trip as required. Travel expenses (hotel, flights, rail ticket invoices, etc.) are imported from TravelPerk and displayed as draft expenses in the trip in Yokoy. Yokoy is unable to create trips from hotel-only bookings.
2. How does Yokoy match expenses with the user?
Yokoy uses a user‘s email address to assign expenses. That‘s why it‘s important that the TravelPerk user and the Yokoy user has the same email address.
3. Can I import past TravelPerk invoices to Yokoy?
Yokoy can automatically import any new invoices after the integration. To import past invoices, please get in touch with the Yokoy team.
4. Can I match TravelPerk invoices paid with company cards?
Yes. invoices are automatically categorized in Yokoy, imported as single expenses and matched with the corresponding transaction. Yokoy supports two payment methods,
via Travel Provider: Invoices are paid in TravelPerk either by direct debit or bank transfer and are mapped and matched according to the setup.
via Company cards: You can match TravelPerk invoices that are paid with company cards with corresponding card transactions in Yokoy.
❗️Warning
To ensure successful import, it is currently required that all expenses within the same company have the same payment method, either a company card or a travel provider.
5. Can I book a trip for multiple employees in TravelPerk and import to Yokoy?
Yes, you can book a trip for multiple employees in TravelPerk and import to Yokoy.
In such cases, Yokoy creates a trip for each person included as part of the trip. How the travel expenses are subsequently assigned depends on your specific configuration.
6. Does the travel expense go to the traveller or the booker/travel manager in Yokoy?
Yokoy automatically fetches the invoice from TravelPerk and imports it as an expense. Once imported, the expense is assigned to the booker in Yokoy. If the booker is not found in Yokoy, the expense is assigned to the traveller found as an employee in Yokoy. In most cases, both booker and traveller are the same person.
Alternatively, if the expenses are set to be “Paid by Travel Provider”, the expense is assigned to the traveller; if the traveller is not found in Yokoy, then the expense is assigned to the booker.
If neither the booker nor the traveller is found in Yokoy, the invoice is not imported automatically.
7. What information is automatically synced from TravelPerk to Yokoy?
Invoices that are in the final status in TravelPerk are imported automatically to Yokoy. 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 your 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 choose to create trips automatically from your TravelPerk trips, changes made in the TravelPerk itinerary are not reflected in your Yokoy trips.
To successfully import and assign invoices automatically to a specific employee, the employee must be present on both the platforms with the same email address. If not, one of the import strategies mentioned occurs.
8. How does Yokoy handle FlexiPerk credit?
FlexiPerk credit is a refund given as credit that can be used for future trips booked using the same payment profile (card payments). Credits are applied to TravelPerk account within 7 days and do not expire. Customers can use this credit against future trips.
When Yokoy receives the invoice for a trip that has FlexiPerk credit, the FlexiPerk credit has already been deducted from the invoice total amount. Yokoy only receives the invoice amount less FlexiPerk credit. This allows you to correctly match to the card transaction, which already contemplates this deduction.
For example, if you book a trip to Munich for 500 EUR. At the last minute, you need to cancel this trip and TravelPerk refunds the trip in FlexiPerk credit of 500 EUR. You book another trip, this time to Amsterdam for 700 EUR. TravelPerk applies 500 EUR FlexiPerk credit as Paid with credit and only charges the customer’s card 200 EUR. Yokoy receives an invoice for 200 EUR and a card transaction of 200 EUR.
✏️ Note
FlexiPerk credit amounts are not displayed in Yokoy, only in the invoice PDF under the concept “Paid with credit“.