Your company's approval rules determine whether your booking needs to be approved by one person, by several people in succession (your manager, then the finance department, etc.), or by no one at all. In this case, an information email may be sent to someone in your company once the booking is made.
How do approval rules apply to bookings on Swile Travel?
For all your train, flight, and hotel bookings, the travel policy defines whether:
- All your booking requests will require approval.
- Only those above a certain budget will require approval.
- No requests will require approval: you have full autonomy to book your trips.
What happens during a booking on Swile Travel?
Before you send your request, you'll see the approval steps and, if applicable, the email address that will be notified at the end.
You’ll also be able to see the prices for your booking throughout your search. For example, a room outside of policy is marked with a small red shield.
💡 Budget to follow
The displayed budget is for guidance only. You can still submit a booking request at a price considered above your budget. The request will then be sent for approval to the person in charge in your company.
To confirm your booking, you’ll need to:
- Add the reason for travel. This code appears on the invoice we send to your company to help your colleagues in accounting.
- Choose the billing entity, only if your company has several, as well as the reason for travel for this booking.
You’ll need to provide this information just before confirming your request.
Note: this is a dynamic display depending on the fields your company has made mandatory.
Payment will be made by your company. So, you don’t need to submit expense claims.
What happens after a booking on Swile Travel?
According to the travel policy set by one of your managers:
- If your booking request doesn’t require approval, you’ll receive a booking confirmation email within seconds or minutes after clicking Confirm and pay.
- If your request requires approval: the first approver receives an email. If they approve, the request moves to the next approver. The booking is only made after the final approval; you’ll then receive your confirmation. If it’s rejected at any stage, the process stops: you’ll need to make a new booking.
Your booking will then be pending:
A booking can also be approved by an administrator if your approver isn’t available. If they don’t also have the approver role, they won’t receive a notification, but they can go to Administration > Bookings, select the relevant booking, and approve it.
⚠️ Late approval
If the approver whose turn it is hasn’t approved your request within 24 hours, give them a nudge. The waiting times add up at each stage.
Prices and availability can change very quickly, especially if you’re booking close to your travel date. Once the request is approved, the booking will be made and you’ll receive your confirmation email.
How does invoicing work for a booking on Swile Travel?
Invoices are only sent to administrators.
If your company has chosen invoicing per service, an invoice covering your bookings as well as those of your colleagues on Swile Travel is automatically sent to your company.
If you need the invoice for a specific booking, we can send it to you.
You can only request invoices that relate to you. If one of your colleagues needs an invoice, only that colleague or your company can request it.
Comments
0 comments