Create a Trip

You can create a trip and book tickets or reservations online by yourself. Here’s how you can do it:

Note: The Online booking feature is available only for users using the US edition of Zoho Expenses.

Go to Trips on the left sidebar.
Click + New Trip. Enter the basic details of your trip.

Basic Information:

Travel Type: Specify if the travel is Domestic or International.
Trip Name: Provide a name for your trip request.
Destination Country: Select the country you will be traveling to and where most of your stay will be.
Is Visa required?: Mention whether the destination city requires a visa or not. This field will be displayed if it is an International trip, and you can mark this option only when the company helps the employees with the visa acquiring process.
Business Purpose: Many organizations mandate that the purpose of the trip is mentioned in the request. Use this field to mention the reason for the trip.
Customer: If you are embarking on the trip for a particular customer, select that customer from the dropdown.
Project: Select the project for which you will be traveling.
Billable: If this trip is billable to the selected project or customer, mark this option.
Budget amount: Your organization may ask for the budget for your trip beforehand. If your trip has a stipulated budget associated with it, enter it here. Also, you can change the currency for the budget amount depending on the country you are traveling to.
Click Save and Continue. The trip will be created.

Book Itineraries

Once you’ve created a trip with your basic details, you can proceed to plan your itineraries on the trip details page. In the Itinerary tab, click the itinerary you want to add to your trip.

Note: Currently, online booking is available only for flights and hotels.

Flight Booking

Mention the relevant details in the search form:

One Way: If you’re not sure about your return date and you want to book a one-way ticket to the destination city, choose this option.
Round Trip: Select this option if you’re traveling to your destination city and returning back from the same city.
Multi-city: Choose this option if you have to take a side trip to another city for business purposes while you’re on the trip. You can book to and from tickets to your destination city and also, for the side trip you will be taking.
Depart from: Select the place of departure.
Arrive at: Select the place of arrival.
Departure and Return Dates:
- Select only the date of departure if it’s a one way or multi-city trip.
- Select both departure and return dates for a round trip.
Show direct flights only: If you want to search only direct flights, check this option.
Cabin Classes: Select if you prefer Economy, Premium Economy, Business or First Class.
Click Search.
In the next page, you can add the following filters to refine your search if necessary.
Policy compliant flights: Check this option to view only flights that comply with your organization’s travel policy.
Number of stops: Select the preferred number of stops.
Cabin Class: Select if you prefer Economy, Premium Economy, Business or First Class.
Airlines: Select the preferred airline you want to travel with.
Layover Duration: Use the slider to choose the minimum and maximum layover duration you prefer.
Time: Select the preferred time for departure and arrival from the respective locations.
Fastest: Apply this filter to display the fastest flights available.
All available flight options and fares will be displayed. Select your preferred flight and fare to continue.

Note: Flights that do not comply with your travel policy will be labeled Out of Policy. You can still book flights with a warning violation, but flights with a blocking violation cannot be booked.

Insight: Click View Flight Details on the flight option to view all its details.

Click your preferred fare option such as Basic, Fare, Standard, etc. The details of the fare will be displayed. Compare the fare attributes such as baggage allowance, cancellation policy, and date change fees across the options to choose the one that best suits your needs.
Click Select. You will be redirected to the checkout page.

Checkout

In the checkout page, you can review your booking details, verify or add traveler information, loyalty programs, and passport details, manage add-ons, and then complete the booking by making the payment.

Booking Summary

You can review your booking, read the Date Change and Cancellation Policy, and click Continue.

Traveler Details

If you have already added your details in the Travel Profile, you can verify them. Otherwise, fill in the details and click Continue.
Click Edit to edit the saved traveler details. Make the necessary changes, mark Save the personal details in your travel profile if required, and click Save.

Loyalty Programs

If your airline offers a loyalty program, you can click Add New Program, select the Program Name, enter the Program Number, and Save it.

Note: If a loyalty program is already saved in your travel profile, the details will be auto-populated.

Passport Details

Note: If a passport is already saved in your travel profile, marked as primary or if you hold only one passport, the details will be auto-populated.

If you hold multiple passports and have not marked a passport as primary, click Select Passport in the right corner to select the passport you want to add to this booking from the dropdown. Otherwise, you can add your passport details and click Save and Continue.

Add-ons

In this section, you can add extra baggage and select your preferred seat for the flight.

Note: Extra baggage and seat selection will be available only based on the airline’s policy.

Click Extra Baggage, if you would like to add any extra baggage.
Based on the airline policy, you can add extra baggage.
Click Confirm.
Click Seat Selection to select your own seat on the flight.
Select the preferred seat and click Confirm.
Click Save and Continue. If you want to skip this section, click Skip.

Payment Method

You can add your card details for booking. Here’s how:

Click Add New Card.
Enter the Card Number, Expiration Date, Security Code, and the Name on Card.
Fill out Billing Address.
Mark Save this card for future bookings if you want to save the card details in your Travel Profile.
Click Add Card.

You can also add a card from My Settings. Here’s how:

Navigate to My Settings.
Switch to the Travel Details tab.
Click Payments.
Click + Add New Card.
Fill in the necessary details.
Click Add Card.

If you have added multiple cards, you can select the card using which you would like to make the payment.

Once done, click Book Now.

Hotel Booking

Mention the relevant details in the search form:

Location: Mention the location at which you will require a hotel.
Check-In Date and Check-out Date: Mention the date you will check-in and check-out of the hotel.
Click Search.
In the next page, you can add the following filters to refine your search if necessary.
Sort By: Click the Sort by dropdown in the top right corner to sort hotels by Price, Star Rating, Review Score.
Policy compliant hotels: Check this option to view only hotels that comply with your organization’s travel policy.
Search Radius (Miles): Enter the distance around the location within which hotels will be searched.
Hotel Name: Enter the name of the hotel.
Price Range: Enter or use the slider to select the price range within which you want to search a hotel.
Star Rating: Select the star rating of the hotel.
Hotel Amenities: Select the amenities you’d require at the hotel.
Click View Rooms to see available room options for the preferred hotel.
Under Available Rooms, you can filter your hotel room based on the Payment Preference, Cancellation, Complimentary Breakfast, Policy Compliance.
- Payment Preference: Whether you want to pay at the hotel, make a partial or full payment at the time of booking.
- Free cancellation: Mark Free Cancellation to view rooms that do not charge any cancellation charges.
- Complimentary Breakfast: Mark Complimentary Breakfast, if you’d like to have complimentary breakfast at the hotel.
- Policy Compliant Rates: Mark Policy Compliant Rates if you would like to filter rooms that are compliant with the travel policy.
Click Book Now for the hotel room you prefer.

Note: Hotels that do not comply with your travel policy will be labeled Out of Policy. You can still book hotels with a warning violation, but hotels with a blocking violation cannot be booked.

If you have already added your details in Travel Profile, you can verify them. Otherwise, fill in the details and click Continue.
Click Edit to edit the existing traveler details. Make the necessary changes, mark Save the personal details in your travel profile if required, and click Save.

Loyalty Programs

Notes:

Enter the loyalty program information only if applicable.
Once you save your loyalty program details, they’ll be saved in your travel profile.

Click Add Details next to Loyalty Programs.
Enter the Program Number.
Click Save.

Special Request

If you have any special request to be sent to the hotel, you can add them under Special Requests. The request will be shared with the hotel, and the hotel will try to accommodate as best as possible.
Click Save and Continue. Otherwise, click Skip.

Payment Method

You can add your card details for booking. Here’s how:

Click Add New Card.
Enter the Card Number, Expiration Date, Security Code, and the Name on Card.
Fill out Billing Address.
Mark Save this card for future bookings if you want to save the card details in Travel Profile.
Click Add Card.

You can also add a card from My Settings. Here’s how:

Navigate to My Settings.
Switch to the Travel Details tab.
Click Payments.
Click + Add New Card.
Fill in the necessary details.
Click Add Card.

If you have added multiple cards, you can select the card using which you would like to make the payment.

Once done, click Book Now.

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