Any member with guest booking permission can book travel for a guest, aka someone who doesn’t have an Expensify account.

How to access the travel tool

In New Expensify: Click the green + button in the bottom-left corner of your screen, then select Book travel.
In Classic Expensify: Click Travel in the left-hand menu, then select Book or manage travel.

Need to enable travel still? Reach out to your Account Manager or Concierge to schedule a travel demo and get it enabled for your account.

How to get access

Before arranging travel for another traveler, a Travel Admin must assign you the Travel Arranger role.

To set the Travel Arranger role for another travel member:

Head to Expensify Travel.
Click on Program > Users > search and select the name of the user who needs to arrange travel.
Click the Configuration tab and then click the toggle for Allow employee to book for guests.

Click Book for Guest at the bottom of the booking tool.
Choose a travel type:
- Flights
- Hotels
- Cars
- Rail
Enter the relevant trip details for the selected travel type.
Browse and select the desired travel accommodations.
On the checkout page, enter the guest’s information in the Traveler information section.
Apply the booking to an existing trip or create a new one.
Confirm the payment method and finalize the booking.

Bookings may require approval based on your company’s travel policy.
The guest will receive a confirmation email with their travel details.
Receipts will be added to your Expensify account and SmartScanned for reporting.
If the payment card is connected to your Expensify account, the receipt will auto-merge with the imported expense.

No. Guest travelers don’t need an account to receive or use their travel reservation.

Yes. The booking appears in your Expensify account, and receipts are automatically added to an expense report.