Any member with guest booking permission can book travel for someone who doesn’t have an Expensify account. This guide explains how to get permission and how to complete a guest booking.

Where to find Expensify Travel

Tap the green ➕ Create button at the bottom of your screen, then choose Book travel.

If you don’t see Book travel, ask a Workspace Admin to enable Expensify Travel on the workspace.

How to get permission to book travel for a guest

To book travel for a guest, a Travel Admin must assign you the Travel Arranger role and enable guest booking.

To give a member guest booking permissions:

1. Head to Expensify Travel.
2. Click Program > Users, then search and select the name of the member.
3. Click the Configuration tab.
4. Toggle on Allow employee to book for guests.

How to book travel for a guest

1. Click Book for Guest at the bottom of the booking tool.
2. Choose a travel type:
   • Flights
   • Hotels
   • Cars
   • Rail
3. Enter the relevant trip details for the selected travel type.
4. Browse and select the desired travel accommodations.
5. On the checkout page, enter the guest’s information in the Traveler information section.
6. Apply the booking to an existing trip or create a new one.
7. Confirm the payment method and finalize the booking.

What happens after booking with Expensify Travel

• Bookings may require approval based on your company’s travel policy.
• The guest will receive a confirmation email with their travel details.
• Receipts will be added to your Expensify account and SmartScanned for reporting.
• If the payment card is connected to your Expensify account, the receipt will auto-merge with the imported expense.

FAQ

Does the guest need to have an Expensify account?

No. Guest travelers don’t need an account to receive or use their travel reservation.

Will the guest travel booking show up in my reports?

Yes. The booking appears in your Expensify account, and receipts are automatically added to an expense report.

Who approves guest travel bookings?

Guest travel follows the same approval workflow as the member who made the booking. If your company requires approval for flights, hotels, or other travel types, those steps will still apply.