Organize all your travel-related expenses, advances, and documents in one place by creating a trip in Eloope.
What is a trip?
A trip groups everything related to a single business travel event (expenses, cash advances, receipts, and travel documents) into one record. Instead of tracking flights, hotels, and meals as separate expenses, you bundle them under a trip for a complete picture of your travel spending.
Trips make it easier for you and your approver to review travel costs. They also help your finance team track travel budgets and enforce travel policies.
Trip types
Eloope supports several trip types to match how your organization travels:
- Single-destination: Travel to one location and back (e.g., a client meeting in Chicago).
- Multi-destination: Travel that includes multiple stops (e.g., visiting offices in London, Paris, and Berlin).
- Conference: Attending a conference, summit, or industry event.
- Recurring: Regular trips you take on a set schedule (e.g., a monthly visit to a regional office).
Your admin may configure additional trip types specific to your organization.
Create a new trip
- Navigate to Trips in the left sidebar.
- Click New Trip in the top-right corner.
- Fill in the trip details (see below).
- Click Create Trip.
Trip fields
Every trip requires the following information:
- Trip Name: A descriptive title (e.g., "Q1 Sales Kickoff: Austin").
- Destination(s): Where you are traveling. Add multiple destinations for multi-stop trips.
- Start Date: When your trip begins.
- End Date: When your trip ends.
- Purpose: The business reason for the trip.
- Estimated Budget: Your projected total spend for the trip.
Domestic vs international trips
When you add a destination, Eloope automatically classifies the trip as domestic or international based on your organization's home country. International trips may trigger additional policy rules, such as per-diem rates, visa requirements, or advance booking thresholds.
Note: If your trip includes both domestic and international destinations, it is classified as international.
Link expenses and advances
You can connect expenses and cash advances to a trip at any time:
- From the trip: Open your trip and click Add Expense or Link Advance to attach items.
- From an expense: When creating or editing an expense, select the trip from the Trip dropdown field.
- From a cash advance: Choose the trip when you request a new advance.
Linked items appear on the trip detail page, giving you a real-time view of actual spending against your estimated budget.
Trip statuses
Every trip moves through a series of statuses:
| Status | Meaning |
|---|---|
| Draft | Created but not yet submitted. You can edit all fields freely. |
| Submitted | Sent for approval. Waiting for your manager's review. |
| Approved | Your manager approved the trip. You can now request advances and incur expenses. |
| Active | The trip is currently in progress (between start and end dates). |
| Closed | The trip is complete and all expenses have been settled. No further changes allowed. |
Note: You can only edit or delete trips that are in Draft status. Once a trip is submitted, changes require recalling the trip first.