Travel admins can configure custom email notification rules to keep key stakeholders informed of travel activity, including approvals and itinerary changes.

How to access Expensify Travel

• 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.

Who can configure email notifications?

Only users with the Travel Admin role can manage travel-related email settings.

How to configure notification rules

1. Open Expensify Travel.
2. Click Program in the top navigation bar.
3. Go to Company > Configuration > Email notifications.
4. Click Add rule to begin.

For each rule:

• Enter a Rule name
• Select one or more notification actions to trigger emails:
  • Booking confirmations
  • Booking changes
  • Flight updates
  • Reminders
  • Approval requests
  • Approval updates
• Optionally, add one or more “if” conditions for the rule to apply
  • Example: “If origin country is England”
• Enter one or more email addresses in the CC or BCC fields
  • You can include individuals or email aliases
• Click Confirm to save

Approver Settings

Under the Approver Settings tab of Email notifications, you’ll find two toggles that control default email behavior for travel approvers:

• Default approval request notifications
  Enable or disable emails to approvers when a booking requires review.

• Default approval updates notifications
  Enable or disable emails when a booking they reviewed is approved or denied.

These settings can help manage inbox volume or ensure backup approvers stay informed.

FAQ

Can I send notifications to shared email addresses or aliases?

Yes. You can use shared inboxes, email aliases, or distribution lists in the CC or BCC fields.

Can I create multiple rules with different conditions?

Absolutely. Each rule can have different triggers and filters. You can create as many rules as needed.

Do approvers still receive notifications if their settings are turned off?

No. If the toggle for approval notifications is disabled, those approvers won’t receive email alerts unless included in a separate notification rule.