Month end for travel, step by step

1. At booking: allocation

   Each booking takes the traveller's entity and department, plus a project code. Finance can reallocate any line, and every change is logged.

2. During the month: exceptions

   Out-of-policy bookings arrive with their justification and approval. Nothing is found for the first time at month end.

3. Day 1: entity invoices

   One invoice per legal entity, listing each charge with traveller, department, project and our fee shown separately.

4. Day 1–2: export to accounting

   Download the journal file for QuickBooks Online, Xero or NetSuite. If a line is missing a code, the export lists it so you can fix it first.

5. Day 3: monthly report

   Spend against budget, refunds outstanding and received, credits close to expiry, and findings with owners and dates. See the sample.

Employee-paid items go to your expense system (Expensify or SAP Concur) as a file, where your normal reimbursement process takes over.