Book hotels easily using Expensify’s integrated travel tool. This guide covers how to search for hotels, filter options, complete your booking, and view your travel details in New Expensify.

How to access the travel tool

From the left-hand menu, select Reports > Trips.
Click the green + button in the bottom-left corner, then choose Book travel.

If you don’t see this option, reach out to your Account Manager or Concierge to schedule a travel demo and enable the feature for your account.

How to search and book a hotel

1. Click the Hotel tab in the booking tool.
2. Enter the search details:
   • Destination
   • Check-in and check-out dates
   • Rate type
   • Number of rooms and travelers
3. Click Search Hotels.
   • Use filters to sort by price, brand, star rating, payment type, or amenities.
4. Click View Rooms to see available options.
   • Use filters again to narrow your choice.
   • If a red Out of policy alert appears, click the red exclamation icon to view the reason.
5. Click Select on your preferred room.
6. On the checkout screen, review:
   • Hotel details
   • Traveler information
   • Loyalty programs
   • Payment method
7. Select an existing trip or create a new one for the booking.
8. Confirm your payment method and click Book Hotel.

What happens next

• Your company’s travel policy may require approval before the reservation is finalized.
• You’ll receive a confirmation email after booking.
• The hotel receipt will automatically be added to your Expensify account.
  • Note: If your hotel booking is post-paid, then you’ll need to upload your final hotel bill to your Expensify account instead.
• If your payment card is connected to Expensify, the receipt will merge with the imported expense.

FAQ

Can I choose specific hotel brands?

Yes! Use filters to narrow down results by brand, price, or amenities.

Can I pay at the hotel?

Yes. Use the Payment Type filter to choose a payment option that works best for your needs.

What if my plans change?

You can cancel or modify your booking if the hotel’s policy allows it.
Cancellation policies are shown during booking. Changes made via support incur a $25 booking change fee.

Manage bookings by going to Reports > Trips > My Trips.

Where will my hotel receipt appear?

It will be SmartScanned and added to your next report automatically.

Can I add a loyalty number or special request?

Yes! Most hotels allow loyalty numbers or special requests during checkout.
You can also store loyalty numbers under Account > Profile > Loyalty, so they auto-fill at checkout.

Where can I view my hotel itinerary while on the go?

When a traveler books a trip in Expensify Travel, a trip itinerary is automatically created in New Expensify. To view your trip:

1. Open the Expensify mobile app.
2. Tap Inbox.
3. Find a thread named after your upcoming trip.