Payments & expenses
Every booking already coded
Each charge carries its legal entity, department and project code from the moment it's booked. Finance gets invoices per entity, refunds and credits tracked to the cent, and files their systems can import.
Walk-through
From booking to the ledger
Payment methods
How each booking is paid
Company billed
We pay the supplier and invoice your entity monthly. Most programmes put air, rail and hotels here.
Company card
A company card on file is charged by the supplier. The charge is still allocated and reported.
Employee paid
Paid by the traveller, for example hotel incidentals. Listed separately so they can be reimbursed through your expense system.
Who does what
What happens inside silentVIP, and what happens in your systems
Inside silentVIP
- Allocating each charge to an entity, department and project
- Invoices per legal entity and period
- Tracking refunds from requested to received
- Tracking unused ticket credits and applying them to new bookings
- Producing journal and expense files, and checking them for missing data first
In your own systems
- Paying our invoices
- Importing journal files into QuickBooks Online, Xero, NetSuite or your general ledger
- Reimbursing employee-paid items through Expensify, SAP Concur or payroll
- Approving expense reports
Credits and refunds are covered in detail under credit and refund recovery.
Examples
What finance receives
Redacted examples with fictional data.
| Line | Allocation | Amount |
|---|---|---|
| Air · JFK–LHR–JFK · A. Rivera | UK Ltd · Sales · CLIENT-NORTH | $1,182.00 |
| Hotel · London, 3 nights · A. Rivera | UK Ltd · Sales · CLIENT-NORTH | $894.00 |
| Rail · London–Manchester · J. Okafor | UK Ltd · Delivery · PRJ-114 | $146.00 |
| Service fees (3 bookings) | UK Ltd | $56.00 |
| Total | $2,278.00 |
| Refund | Status | Expected | Received |
|---|---|---|---|
| Hotel cancelled · Chicago | Received | $412.00 | $412.00 |
| Air schedule change · AUS–SFO | Processing | $238.00 | $0.00 |
| Rail · Boston–NYC | Requested | $89.00 | $0.00 |
| Date | Account | Entity | Dept | Project | Debit |
|---|---|---|---|---|---|
| 2026-09-30 | 6410 Travel – Air | UK | SAL | CLIENT-NORTH | 1182.00 |
| 2026-09-30 | 6420 Travel – Hotel | UK | SAL | CLIENT-NORTH | 894.00 |
| 2026-09-30 | 6430 Travel – Fees | UK | 56.00 |
Evidence
What customers report
Example stories shown until approved customer stories are supplied. They describe no real company.
Questions
Practical answers
Can we have separate invoices for each legal entity?
Do you issue corporate cards?
What if a booking is coded to the wrong department?
Which accounting systems can import your files?
Do you hold traveller payment cards?
See a month end on silentVIP
We'll take a fictional company from bookings to invoices and a journal export.