Settling expenses from a business trip
A business trip typically produces several linked requests rather than one. XBuddy lets you chain them together so the whole trip — approval, advance, and final reconciliation — stays traceable as one thread.
Request the trip
Submit a Business trip request with the destination, dates, purpose, and an estimated cost. Once approved, it’s the parent record for everything that follows.
(Optional) Pre-approve the estimated spend
If your policy requires it, submit an Expense request itemizing the expected costs (flights, hotel, transport, meals) for sign-off before you travel.
Request a cash advance
Submit a Cash advance request for the amount you need up front, linked back to the trip. Once approved and paid, you travel with the funds in hand.
Settle the claim after the trip
After the trip, submit a Payment / reimbursement claim with the actual line items and receipts, marked as an advance settlement against the cash advance you received. If actual spend was higher than the advance, the claim reimburses the difference; if lower, it records what’s owed back.
Let it materialize
Once the settlement claim is approved, it materializes into a paid-ready Expense the same way any other expense claim does — with the trip, the advance, and the settlement all linked together in the document trail.
Costs a vendor bills you directly for (a travel agency invoice, for instance) don’t need to go through an employee expense claim at all — record those as a normal vendor bill in Finance instead.