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Yokoy automatically creates trips directly from your TravelPerk booking and imports the corresponding expense so you can process all your trip-related expenses.
You can choose to submit travel expenses (i.e. flight and pre paid hotel bookings) in advance or wait until you have completed your trip to submit all trip expenses together.
Depending on your company’s setup, travel expenses are approved in the same way as other expenses. If you choose to submit a travel expense in advance of your trip, managers and approvers see these expenses as single expenses and are notified that they belong to a trip.
✏️ Note
Currently, even though the trip may have already been approved in TravelPerk, all travel expenses (e.g. hotel bookings, flights, etc.) are imported as draft expenses and are subject to the company’s approval process in Yokoy unless the workflow has been customized to skip this step for travel expenses.
Submit travel expenses only
If a trip contains travel expenses, you can choose to submit those travel expenses in advance of the trip for accounting purposes. In other words, if the trip end date is in the future, only the selected travel expenses are sent for approval, review, and export. However, these travel expenses are still displayed and tracked as part of the trip, rather than processing them as separate expenses.
While the travel expense that has been submitted may have a status such as In approval/In review/Ready to export or Exported, the other trip expenses have a Draft (or Ready) status until the trip is submitted.
For example, Alex Smith books a flight to Barcelona in June 2025, traveling on 22 to 24 July. Finance & Accounting requests that the flight booking be processed in the month of June rather than waiting until July. Alex submits the flight expense only, leaving the trip open, so he can add other expenses such as transport costs and per diems. Finance & Accounting can see that the travel expense belongs to the Zurich trip to be made in July, but can process the flight expense accordingly. After Alex’s trip in July, they can see all expenses related to that trip, including the flight, calculating the total cost of the trip.
Only TravelPerk travel expenses can be submitted in advance. Other expenses such as per diems should be submitted after the trip takes place.
Submit the entire trip
You can choose to submit the trip and all expenses that are contained in the trip, whether they are travel expenses or other expenses such as per diems, receipt-based, etc. This means that the travel expense as well as any other expenses that may be included in the trip are sent for approval, review, and export. The trip’s overall status takes lowest status, i.e. if one of the expenses is In review, but all the rest are Ready for export, then the trip is considered to be In review.