Manage Trip Reports and Advances

You can perform actions like edit or delete the advances and reports associated with a trip, request advances for trips, and more.

Request Advances for Your Trips

If you want an advance for your trip or require an additional amount during your trip, you can request an advance from your approved trip request.

Prerequisite: If advance approval is enabled in your organization, you can request advance and wait for approval from your approvers.

To request advance in your trip request:

Go to Trips on the left sidebar.
Click the approved trip for which you want to request advance.
Navigate to the Advances tab.
Click Request Advance.
In the pop-up, enter the necessary details and click Request Advance. An advance will be created and will be sent to your approvers for approval.

Record Advances for Your Trips

If advance approval is not enabled in your organization, you can directly record the advance you receive from your organization in your approved trip request.

To record an advance in your trip request:

Go to Trips on the left side bar.
Click the approved trip for which you want to record advance.
Navigate to the Advances tab.
Click Record Advance.
In the pop-up, enter the necessary details and click Record Advance. An advance will be created and will be listed under the Advances tab.

Note: You can also record advances from the Advances module.

Edit Advance Applied to the Trip

If you want to edit the advance associated with the trip, you can do it by following the steps mentioned below:

Note: If approval is enabled for the advances in your organization, you can only edit the advances that are in Recalled or Rejected statuses.

Go to Trips on the left side bar.
Click the trip associated with the advance you want to edit.
Navigate to the Advances tab.
Click the advance you want to edit.
Make the required changes and click Save.

Remove/Delete Advances from the Trip

You cannot remove the advances associated with your trip requests. However, you can delete them first, and it will be automatically removed from the trip as well. Once deleted, you cannot retrieve them.

Note: You cannot delete the advances in Approved status.

To delete advances from your trip:

Navigate to Trips on the left sidebar.
Click the trip from which you want to delete the advance.
Navigate to the Advances tab.
Click the advance you want to delete.
Click the Delete icon at the bottom right corner of the advance.
In the pop-up, click Delete again to confirm the action. Your advance will be deleted and will be removed from the trip request.

Report Trip Expenses for Completed Trip

Once you return from your trip, you can create a new report from your approved trip request and include the expenses incurred in your trip.

To create a new report from your approved trip request:

Go to Trips on the left side bar.
Click the approved trip for which you want to add a new report.
Navigate to the Associated Reports tab.
Click + New Report.
In the pop-up, enter the necessary details like report name, business purpose, etc., and click Save. A new report will be created. Click the new report that you’ve created and you will be redirected to the Reports module from where you can add expenses.
If you’ve already recorded the trip expenses, you can add them to a report by clicking Add Unreported Expenses. Select the required expenses and click Add Expenses.
To add a new expense, click + New Expense or click the Autoscan Receipts dropdown and choose if you want to add expense receipts from your computer or cloud.
Once you add all the trip expenses, click Submit at the top right corner to submit the report for approval.
In the pop-up, select your approver and enter the email address of whom you want to cc the report. Click Submit. Your report will be submitted for approval.

Note: You can also create a report from the Reports module and associate it to your trip request.

Edit Report Associated with the Trip

If you want to edit the report associated with the trip, you can do it by following the steps mentioned below:

Note: You cannot edit the reports in Awaiting Approval, Approved, or Reimbursed statuses.

Navigate to Trips on the left sidebar.
Click the trip associated with the report you want to edit.
Navigate to the Associated Reports tab.
Click the report you want to edit. You will be redirected to the Reports module.
Click the Edit icon on the top right of the page.
In the pop-up, make the necessary changes and click Save.

Remove/Delete Report from a Trip

You cannot directly remove the reports associated with your trip requests. However, you can delete them first, and it will be automatically removed from the trip as well. Once you delete the report, you cannot retrieve it.

Note: You cannot delete the reports in Awaiting Approval, Approved, and Reimbursed statuses.

To delete the report associated with your trip:

Navigate to Trips on the left sidebar.
Click the trip for which you want to delete the report.
Navigate to the Associated Reports tab.
Click the report you want to delete. You will be redirected to the Reports module.
Click the More icon at the top right corner of the report.
Select Delete.
In the pop-up, click Delete again to confirm the action. Your report will be deleted and will be removed from the trip request.