This guide explains how employees and invited guests can use Expensify to book travel for company events.

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.

Booking travel as an employee

Click on Travel from your Expensify account, select Trips > My Trips.

1. Click the Upcoming Event.
2. For each travel type (flights, hotels, car rentals), select Start booking.
3. Follow the prompts in each booking flow.
   • Event dates are highlighted in green.
   • Event start times may restrict available flights or rentals—try adjusting your search if needed.
4. If an organizer provided a central billing card, select it under Payment method at checkout.

Booking travel as a guest

Guests will receive an email invitation from Expensify. If you’re unsure which email address was used, confirm with the event organizer.

1. Open the invitation email and select Book my trip.
2. Enter your email address and click Next.
3. Enter the verification code sent to your inbox, then click Log in.
4. You’ll be redirected to your Trips page.
5. For each travel type (flights, hotels, car rentals), select Start booking.
   • Event dates are highlighted in green.
   • Event start times may restrict available options—broaden your search if needed.
6. If an organizer provided a central billing card, select it under Payment method at checkout.

FAQ

What if I don’t see the event in my Trips page?

Confirm with your event organizer that you’ve been invited. Employees should also check that they’re logged in with their company email address.

Can someone else book my travel for me?

Yes. Event organizers or designated travel arrangers can book on your behalf.

How do I know if a central billing card is available?

If one is provided, you’ll see it listed under Payment method during checkout. Otherwise, use your own payment method.

What if I need to change or cancel my booking?

Go to your My Trips page, select the event trip, and manage the booking there. Change and cancellation options vary by airline, hotel, or rental provider.

Can I book outside the event dates?

Yes, but organizers may only cover costs during official event dates. Check with your organizer before extending your trip.