Book hotels in Expensify using the built-in travel tool, available in both Classic and New Expensify.

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 search and book a hotel

1. Click the Hotel tab in the booking tool.
2. Enter the search parameters:
   • Destination
   • Check-in and check-out dates
   • Rate type
   • Number of rooms and travelers
3. Click Search Hotels to view available options.
4. Use filters to sort by price, hotel brand, star rating, payment type, or amenities.
5. Click View Rooms to browse room options.
   • Review the rooms available and leverage the filters to find the right room for you.
   • Note: If you see a red Out of policy notice, click the red exclamation to view the reason.
6. Click Select on your preferred room.
7. Review hotel details, traveler info, loyalty programs, and payment method on the checkout screen.
8. Select an existing trip or create a new one for the booking.
9. Confirm your payment method and click Book Hotel.

What happens next

• Your booking may require approval depending on your company’s travel policy.
• You’ll receive a confirmation email once your reservation is complete.
• The booking receipt will be automatically added to your Expensify account for easier expense tracking.
• If the payment card used is importing into your Expensify account, the receipt will automatically 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. You will want to use the payment type filter to select the payment option most suitable for your needs.

What if my plans change?

You can cancel or modify the booking if the hotel’s policy allows it. The cancellation policy is displayed during booking. Any changes made through support will include a $25 booking change fee.

You can manage your bookings by clicking 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 let you enter loyalty numbers or special requests during checkout. You can also store loyalty numbers under My Profile > Loyalty for air, hotel, car, and rail programs, so it auto-populates during checkout.