Booking Travel - New Expensify

Book business travel directly in New Expensify with access to competitive rates and automatic expense creation.

Before You Book

Ensure you have:

Travel Access

Verify you have travel features enabled for your workspace

Accepted Terms

Review and accept the Spotnana travel terms and conditions

Traveler Profile

Complete your traveler profile with legal name and date of birth

Payment Method

Add a payment method for booking

Booking Flights

Search and book flights through the Expensify travel interface:

Search Flights

Origin and Destination: Enter departure and arrival airports
Dates: Select your travel dates (one-way, round-trip, or multi-city)
Passengers: Specify number of travelers
Class: Choose economy, premium economy, business, or first class

Select Flight

Review flight options:

// Source: src/pages/Travel/FlightTripDetails.tsx
const cabinClassMapping: Record<string, string> = {
    UNKNOWN_CABIN: translate('travel.flightDetails.cabinClasses.unknown'),
    ECONOMY: translate('travel.flightDetails.cabinClasses.economy'),
    PREMIUM_ECONOMY: translate('travel.flightDetails.cabinClasses.premiumEconomy'),
    BUSINESS: translate('travel.flightDetails.cabinClasses.business'),
    FIRST: translate('travel.flightDetails.cabinClasses.first'),
};

Compare prices across airlines
View flight duration and layovers
Check baggage policies
Review cancellation policies

Flight Details

When viewing flight details, you’ll see:

// Source: src/pages/Travel/FlightTripDetails.tsx
const startDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.start.date));
const endDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.end.date));
const flightDuration = reservation.duration ? DateUtils.getFormattedDuration(translate, reservation.duration) : '';
const flightRouteDescription = `${reservation.start.cityName} (${reservation.start.shortName}) ${translate('common.conjunctionTo')} ${reservation.end.cityName} (${reservation.end.shortName})`;

Flight Information:

Flight number and airline
Departure and arrival times
Airport terminals and gates
Seat assignments
Cabin class
Record locator (confirmation number)
Passenger details

Layovers

For connecting flights, layover information is displayed:

// Source: src/pages/Travel/FlightTripDetails.tsx
const prevFlightEndDate = prevReservation?.end.date;
const layover = prevFlightEndDate && DateUtils.getFormattedDurationBetweenDates(
    translate, 
    new Date(prevFlightEndDate), 
    new Date(reservation.start.date)
);

{!!layover && (
    <View style={[styles.flexRow, styles.alignItemsCenter, styles.mh5, styles.mv3, styles.gap2]}>
        <Icon
            src={expensifyIcons.Hourglass}
            height={variables.iconSizeNormal}
            width={variables.iconSizeNormal}
            fill={theme.icon}
        />
        <RenderHTML html={translate('travel.flightDetails.layover', layover)} />
    </View>
)}

Layover duration is calculated automatically between connecting flights to help you plan accordingly.

Complete Booking

Review Details: Verify passenger information and flight details
Select Payment: Choose payment method
Confirm: Complete the booking
Confirmation: Receive booking confirmation via email

Booking Hotels

Search and book hotels for your business travel:

Search Hotels

Location: Enter destination city or hotel name
Check-in/Check-out: Select your stay dates
Guests: Specify number of guests and rooms
Filters: Apply filters (price, amenities, rating, etc.)

Select Hotel

Review hotel options:

Compare prices and locations
View photos and amenities
Check guest reviews and ratings
Review cancellation policies

Hotel Details

When viewing hotel details:

// Source: src/pages/Travel/HotelTripDetails.tsx
const checkInDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.start.date));
const checkOutDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.end.date));

Hotel Information:

Hotel name and address
Check-in and check-out dates
Room type and description
Cancellation policy
Confirmation number
Guest information

Cancellation Policies

Understand hotel cancellation terms:

// Source: src/pages/Travel/HotelTripDetails.tsx
const cancellationMapping: Record<string, string> = {
    [CONST.CANCELLATION_POLICY.UNKNOWN]: translate('travel.hotelDetails.cancellationPolicies.unknown'),
    [CONST.CANCELLATION_POLICY.NON_REFUNDABLE]: translate('travel.hotelDetails.cancellationPolicies.nonRefundable'),
    [CONST.CANCELLATION_POLICY.FREE_CANCELLATION_UNTIL]: translate('travel.hotelDetails.cancellationPolicies.freeCancellationUntil'),
    [CONST.CANCELLATION_POLICY.PARTIALLY_REFUNDABLE]: translate('travel.hotelDetails.cancellationPolicies.partiallyRefundable'),
};

const cancellationText = reservation.cancellationDeadline
    ? `${translate('travel.hotelDetails.cancellationUntil')} ${DateUtils.getFormattedCancellationDate(new Date(reservation.cancellationDeadline))}`
    : cancellationMapping[reservation.cancellationPolicy ?? CONST.CANCELLATION_POLICY.UNKNOWN];

Pay attention to cancellation policies. Non-refundable rates may not be cancellable or changeable without penalty.

Complete Booking

Review Details: Verify hotel and guest information
Select Payment: Choose payment method
Special Requests: Add any special requests (late check-in, room preferences, etc.)
Confirm: Complete the booking
Confirmation: Receive booking confirmation and hotel details

Booking Rental Cars

Rent cars for your business travel:

Search Rental Cars

Pick-up Location: Enter pick-up location (airport or address)
Drop-off Location: Choose drop-off location (same or different)
Dates and Times: Select pick-up and drop-off dates/times
Filters: Filter by car type, transmission, company, etc.

Select Rental Car

Compare rental car options:

View car types and sizes
Compare prices across providers
Check mileage limits
Review insurance options

Rental Car Details

When viewing rental car details:

// Source: src/pages/Travel/CarTripDetails.tsx
const pickUpDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.start.date));
const dropOffDate = DateUtils.getFormattedTransportDateAndHour(new Date(reservation.end.date));

let cancellationText = reservation.cancellationPolicy;
if (reservation.cancellationDeadline) {
    cancellationText = `${translate('travel.carDetails.cancellationUntil')} ${DateUtils.getFormattedCancellationDate(new Date(reservation.cancellationDeadline))}`;
}

if (reservation.cancellationPolicy === null && reservation.cancellationDeadline === null) {
    cancellationText = translate('travel.carDetails.freeCancellation');
}

Rental Car Information:

Rental company and vehicle type
Pick-up date, time, and location
Drop-off date, time, and location
Car type and features
Cancellation policy
Confirmation number
Driver information

Complete Booking

Review Details: Verify rental and driver information
Add Driver Info: Provide driver’s license information
Select Payment: Choose payment method
Insurance: Select insurance coverage options
Confirm: Complete the booking
Confirmation: Receive rental confirmation and voucher

Policy Compliance

When booking travel, the interface indicates policy compliance:

In Policy: Booking meets all workspace travel policies
Out of Policy: Booking exceeds policy limits (may require approval)
Reason Required: Explanation needed for out-of-policy bookings

Out-of-policy bookings may require additional approval from your manager or finance team.

Passenger Information

For all bookings, provide accurate passenger/guest information:

Legal name (as it appears on ID)
Date of birth
Contact information (email, phone)
Known Traveler Number (TSA PreCheck, Global Entry)
Frequent flyer numbers
Special assistance needs

Payment Options

Choose from available payment methods:

Company Card: Use workspace-linked company credit card
Personal Card: Use personal card for later reimbursement
Expensify Card: Use Expensify Card for automatic expense tracking

Booking Confirmation

After booking, you’ll receive:

Email Confirmation: Detailed booking confirmation via email
Trip Added: Booking appears in “My Trips”
Expense Created: Expense automatically added to a report
Receipt Attached: Booking details attached as receipt

Managing Bookings

After booking:

View trip details in My Trips
Modify or cancel bookings (subject to policies)
Add trip notes or preferences
Share itinerary with colleagues
Check in for flights
Access boarding passes and vouchers

Group Travel

For booking travel for multiple people:

Add all travelers to the booking
Ensure each traveler has a complete profile
Provide payment information
Individual confirmations sent to each traveler
Expenses created for each booking

International Travel

For international travel:

Verify passport information is current
Check visa requirements for destination
Review travel advisories
Consider travel insurance
Ensure mobile phone service or international plan

Best Practices

Book Early: Better rates and availability for advance bookings
Compare Options: Review multiple options before booking
Check Policies: Understand cancellation and change policies
Verify Details: Double-check all dates, times, and names
Save Confirmations: Keep booking confirmations accessible
Policy Compliance: Stay within company travel policies
Loyalty Programs: Add frequent flyer and hotel loyalty numbers

Troubleshooting

Booking Errors

If booking fails:

Verify payment method is valid
Check that all required fields are complete
Ensure dates are in the future
Try a different payment method
Contact Concierge for assistance

Price Changes

If price changes during booking:

Prices may fluctuate based on availability
Complete booking quickly to lock in rate
Check if there are cheaper alternatives

Policy Violations

If booking is out of policy:

Provide business justification
Contact manager for pre-approval
Consider alternative options within policy
Be prepared for additional approval steps

Support

For booking assistance:

Contact Expensify Concierge during the booking process
Review trip details in the My Trips page
Email confirmations include support contact information
Check Spotnana support for provider-specific questions

​Before You Book

​Booking Flights

​Search Flights

​Select Flight

​Flight Details

​Layovers

​Complete Booking

​Booking Hotels

​Search Hotels

​Select Hotel

​Hotel Details

​Cancellation Policies

​Complete Booking

​Booking Rental Cars

​Search Rental Cars

​Select Rental Car

​Rental Car Details

​Complete Booking

​Policy Compliance

​Passenger Information

​Payment Options

​Booking Confirmation

​Managing Bookings

​Group Travel

​International Travel

​Best Practices

​Troubleshooting

​Support

Before You Book

Booking Flights

Search Flights

Select Flight

Flight Details

Layovers

Complete Booking

Booking Hotels

Search Hotels

Select Hotel

Hotel Details

Cancellation Policies

Complete Booking

Booking Rental Cars

Search Rental Cars

Select Rental Car

Rental Car Details

Complete Booking

Policy Compliance

Passenger Information

Payment Options

Booking Confirmation

Managing Bookings

Group Travel

International Travel

Best Practices

Troubleshooting

Support