🌐 Web | 👤 Admin with Integration settings permission
You can set up Yokoy to automatically create trips from a TravelPerk trip, meaning travelers don’t have to manually create a trip in Yokoy for expense submission. This allows travelers to group travel expenses with other trip expenses such as taxis, meals, etc.
Creating trips from TravelPerk bookings
When the booking of your flights (and hotels) in TravelPerk is confirmed, a new trip is created in Yokoy. If you have set up your TravelPerk account to approve bookings, Yokoy trips are only created once the trip has been approved.
Yokoy trips are created in draft status in real time and assigned to the person or the people stated as travelers in the booking. Where the TravelPerk trip includes several travelers, a trip is created for each traveler identified in Yokoy.
If your company allows submitters to manage travel expenses, then the travel expenses are also imported into the trip so that submitters can view them. Submitters can choose to submit travel expenses in advance of their trip (i.e. flight expenses, prepaid hotel bookings) or submit the entire trip after their trip.
If travel expenses are managed by the Travel admin role, then the travel expenses are not imported into the trip. Yokoy creates an empty trip for the submitter.
✏️ Note
If you have configured the TravelPerk integration to assign any invoices to the traveller rather than the travel admin, and there are multiple travelers listed in the trip, then travel expenses are imported for the first traveler.
If you have set up the company to automatically generate per diems for trips, when a trip is created in Yokoy based on the TravelPerk trip, Yokoy automatically generates the corresponding per diems for each day of the trip.
Configuring the TravelPerk integration to create trips
You determine whether trips are created in Yokoy at company (legal entity) level in the TravelPerk integration.
To enable this feature:
Go to Admin > Integrations.
Select the Travel providers tab.
In the TravelPerk card, select the Create trips checkbox.
✏️ Note
If you don’t see the Create trips checkbox in the integration settings, as a TravelPerk admin, you need to re-authenticate first (since higher authentication is required to access trips in TravelPerk. To do this, click Re-connect with provider, and then the checkbox should appear.
Managing trips created automatically from TravelPerk bookings
Since Yokoy trips are created in draft status, submitters are responsible for including any additional expenses required (i.e. taxi receipts, meals, etc.) before submitting the trip for approval.
🚧 Caution
Any updates in the TravelPerk trip are not reflected in Yokoy. For example, if you cancel a trip in TravelPerk, you need to manually delete the trip in Yokoy. Similarly, if you change the booking dates or add extra charges, you need to manually adjust the trip in Yokoy.
If submitters accidentally delete the trip in Yokoy, they need to create the trip manually and attach the travel expenses again. When you delete a trip, only automatically generated expenses (i.e. per diem and mileage) are deleted. Other expenses such as travel expenses are treated as single expenses and can be manually added to the trip again.
While the travel admin can reassign travel expenses imported from TravelPerk to other users, trips cannot be reassigned. The trip must be deleted.