Operations
Business Travel
Travel requests are approved and the travel desk records bookings with documents; on return, an expense request is created from what the employee paid.
Business Travel
How It Works
Travel request
Employees enter the purpose, destination, dates, budget and travel type and pick their approver.
Travel desk
The desk claims the approved request and records flight, hotel and car bookings with documents.
Close and expense
On return, the employee closes the trip; an expense request is created from bookings they paid.
Features
What You Can Do
- Enter purpose, city and country, dates, estimated budget, cabin class and travel type.
- Approved requests land in the travel desk's queue, where a desk member claims them.
- Record flight, hotel and car bookings, with the company or the employee as payer.
- Attach documents to bookings.
- The desk completes the work or sends it back with a reason; the employee edits and resubmits.
- Add the trip to a calendar with an ICS file.
- With Expenses enabled, closing a trip creates one expense request from bookings the employee paid.
- With Expenses enabled, weekly reminders go out for 30 days for trips not closed after return.
- Resolution times, travel types and a travel dashboard are included.
Common Questions
In Kolekto's Business Travel module, the employee closes the trip after the return date; if the Expense Requests module is enabled, the flight, hotel and car bookings recorded as paid by the employee are grouped by type and currency into one expense request. The employee picks the expense category when closing, the request goes through the usual expense approval, and it is never created twice for the same trip.
In Kolekto's Business Travel module, the travel desk claims the approved request and adds flight, hotel and car bookings to the trip with provider, booking reference, dates, amount, currency and payer (company or employee), uploading tickets and accommodation documents to each booking. Booking dates cannot fall outside the trip dates, and the employee is notified when the desk adds a booking.
Each organization designs its own approval flows in Process Management: approval, task, notification and escalation steps are laid out per request type in the drag-and-drop designer, with no limit on the number of levels. Approvers are derived from the org chart: the reporting line, the department head, a title holder or a permission chain. If an approver is on leave, their delegate, their manager or a backup approver steps in; an overdue step is escalated by its SLA rule. Every step shows in the progress indicator and in the user activity log.
Pending approvals, resolved requests and new assignments are delivered both in-app and by email. Employees track the stage of their request from their panel.
Kolekto runs in the browser and is fully responsive; use it from phone, tablet or desktop with no installation. Employees open leave requests from their phone, managers approve from theirs.
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