Automating Travel Reimbursement


Automating Travel Reimbursement

From conferences and meetings to exhibitions and corporate events — the list of reasons for making business travel preparations is endless. However, all of them have one thing in common — the preparation stage. Learn how to speed up a travel reimbursement workflow so you can focus on your business’s goals, rather than paperwork.

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About this course:

This course shows you how to reduce the time and hassle spent on processing travel reimbursement requests. Discover how automation helps streamline a document approval workflow and payment reimbursement process.

By the end of the course, you will be able to set up a smooth, error-free, and fully automated travel reimbursement workflow without any coding skills.

What does this course cover?

This course demonstrates how to create an automated travel reimbursement workflow from scratch or by using ready-made templates. Doing so improves collaboration between employees and managers, simplifies budget controls and travel planning, enhances document routing, and accelerates payment collection.

Why was this course made?

We created this course to allow business users to focus more on the purpose of their trip instead of wasting time on document preparation, data transfers, and getting requests approved.

Who can enroll?

Anyone can enroll in this course to gain practical experience in automating the travel reimbursement process and we recommend doing so while getting to know airSlate better.

The materials for this course include:

  • learning resources to teach you how to automate a travel reimbursement workflow in practice.
  • quiz and assignments to consolidate the received knowledge.

What you will learn

How to create and configure an automated travel reimbursement workflow within minutes
How to improve collaboration with instant notifications and reminders
How to speed up payment reimbursement processing
How to eliminate data loss and errors associated with manual processes
Duration 30 minutes
Certificate A sharable achievement is included
Subject Travel reimbursement workflow
Level Intermediate
Language English
Price FREE



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All you need to digitally transform your business

The airSlate Academy combines everything you need to digitally transform your business, including legally binding eSignatures, advanced PDF editing, and automated workflows.
Familiarize yourself with eSignatures, their implementation, business value, and learn how to create legally binding eSignature workflows for your business.
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Automation Architect
Learn how to make any process in your workflow run like clockwork. Automate each step using Bots and triggers and perform integrations with popular CRMs like Salesforce or MS Dynamics 365.
Business Process Analyst
Identify which processes in your workflow can be automated. Learn key metrics to propel your business forward and increase your return on investment (ROI).
Custom Bot Developer
Learn how to design and develop airSlate Bots — a powerful robotic process automation tool that can be customized using airSlate.
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Become an airSlate Partner

Students who complete the airSlate Academy courses are welcome to become partners. Get the necessary skills for building automated processes, helping airSlate newbies, and generating revenue.

Learn more about airSlate partnership benefits

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How to eliminate bottlenecks in your travel reimbursement process

The travel reimbursement process can be tricky because its sole purpose is to compensate or even cover an employee’s business travel expenses. How is it tricky? Well, to start, anything that involves money is going to be sensitive.

Employees don’t want to lose out where they think their employer should pay and employers don’t want to pay more than they absolutely have to. It’s essential that the procedure your team has to go through to complete a travel reimbursement application is one that promotes clarity, consciousness, and accurate data.

Any type of error on either side leads to delay, the potential for over/underpaying, and frustration on both sides. Get your workflow up to par by exploring the airSlate Academy. Take its courses and configure a cost-effective, automated workflow.

The travel reimbursement process consists of three steps: filling out a form, approval, and transferring funds to the employee. It seems simple enough, but for those who work with these forms daily, know the processes are littered with bottlenecks.

Simply going paperless isn’t going to help much. Even once paper is eliminated, you still need to deal with:

Lost emails. An email can accidentally end up in the spam folder, making it so that no one will notice it. Lost emails create delays and damage communication.

Multiple forms. Instead of a well-organized travel reimbursement form template, employees have to fill out three or more applications, making the process difficult to manage and scale.

Manual data entry. Handling multiple requests manually is an error-prone process. If anything gets mistyped, there’s a high possibility that someone is losing money.

Human factor. Last but not least, the process is slow because of a million distractions. People aren’t robots. Employees can forget to add a ticket to the travel consent form, the finance department can miss emails, and so on. The human factor leads to many delays and a lot of the times failed trips.

How does the Academy help create an errorless workflow starting with a simple travel authorization form template

Getting rid of the stumbling blocks isn’t easy. The airSlate Academy’s Travel Reimbursement Course comes in handy offering a free 3-part training program — theoretical, practical, and quiz. The program aims to analyze each drawback of your process in detail and provide ways to fix it.

The theoretical part is intended for a deeper understanding of business processes and how to automate them. This is done by evaluating common use cases.

The practical part provides an opportunity to quickly and conveniently learn how to work with airSlate and automate routine work, saving more resources for other more important tasks. airSlate is an end-to-end solution that helps you turn obsolete processes into a smooth workflow. Say goodbye to error-prone, time-consuming, and costly processes.

The quiz puts the record straight and helps you consolidate the knowledge received from the course. After passing the exam, you’ll receive a certificate confirming your skills.

While taking this course, you’ll learn how to:
  • Automate the Travel Reimbursement Workflow
  • Create a reusable travel reimbursement form template
  • Configure no-code automation Bots to pre-fill and export data between different CRM systems
  • Set transparent budget limits
  • Generate invoices automatically
  • Route documents between recipients and separate systems of record

Everything you need to know about travel reimbursement automation is in this course. Besides, the course gives a step-by-step guide on how to implement innovations into your business using airSlate.

The travel reimbursement form and what it consists of

Let’s dig a little deeper into the travel reimbursement form and find out what’s needed to properly fill one out.

Every travel reimbursement form template should include:
  • Personal Information. Use pre-fill Bots to transfer employees names, emails, and numbers from the general database, and avoid typos.
  • Date. Configurable field access permissions help eliminate future misunderstandings.
  • Purpose of the trip. Make sure applicants have clear blocks for adding the purpose of the trip and a clear description of what is funded by the company and what is not.
  • Additional requests. For booking a hotel or transferring from the airport, money is also needed. Ask workers in advance what they might need.
  • Estimated trip cost. Using the e-form, you can set a limit for each person.

Moreover, airSlate provides your form with required fields meaning employees can’t submit the form to the manager without first satisfying those fields, e.g., attaching tickets. A comprehensive form is key to a successful workflow.

Master all airSlate’s automation tools and implement them into each of your business processes. Enroll and get your complete guide to building a fast, reliable, and effortless workflow in any industry.

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Questions & answers

Here is a list of the most common customer questions. If you can’t find an answer to your question, please don’t hesitate to reach out to us.
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A travel reimbursement form allows a company to track business travel expenses and control how employees are sent on business trips. Travel policies vary from company to company. The only thing that should be common in all workflows is transparency. When it comes to money, there’s no room for glossing over the facts. Make sure the expenses the company has to cover and what the employee has to pay for is clear and written out.

Travel reimbursement is compensation paid for employee out-of-pocket expenses during a business trip. For example, if an employee paid for their taxi, tickets, or hotel, they should fill out a travel reimbursement form to get their money back. Some companies pay in advance, while others reimburse expenses after the trip.

Before any business trip, an employee has to complete a travel reimbursement form. They indicate all the information regarding the trip in their form, including dates, car rental, accommodation, and so on. Approvers can adjust this form to reduce costs. This approach helps your company control expenses.

Filling out a travel reimbursement form depends on your company's policy. Maybe all you have to do is write the total amount you spent on a piece of paper and hand it in. In other cases, you might need to specify every expense that incurred during the trip. Don't forget to attach all receipts to confirm your expenses.

Filling out a trip advance request form is much more difficult than just putting together all the expenses after the trip. But if you need it then be meticulous and include all expenses. Count everything from buying tickets to the price of services. Your goal is not to cut costs but minimize unforeseen expenses.

Just fill out the travel reimbursement form. Provide your full name and state your position in the company. Start listing expenses and add receipts. Send out your email to your manager or other approver.

A travel request management system is a system that handles work-related trips. The system manages travel reimbursement, ticket and hotel reservation, and so on. Also, the solution can generate invoices and payroll automatically.

The process consists of 4 stages (submitting a request, requesting approval, creating an invoice, and compensating). Each of these stages can be automated and optimized with airSlate. For example, you can create a reusable form for your company, create a Flow for form sequential routing, and automatically generate an invoice. Sounds too complicated? Then take the airSlate Academy’s course for step-by-step help.

Business trips are an integral part of any company's development. No matter how convenient it is to do business online and sign contracts electronically, some cases require face-to-face meetings. Business travel software such as airSlate helps you keep such trips under control by simplifying your administrative tasks and allowing you to focus on goals.

Using a no-code solution for integration like airSlate, you can attach a travel reimbursement form to any third-party service. Set up a Bot to export data from travel reimbursement form to Salesforce, NetSuite, etc. After the form is complete, your records are updated automatically.