Travel. Claims. Control.

Business travel and expense control, made simple.

Expentrips helps teams request trips, capture receipts, submit expense reports, approve reimbursements, and control company spending — from one secure workspace.

Login See features
  • Trip Requests
  • Expense Reports
  • AI Receipt Processing
  • Policy Control
  • Per Diems
  • Reimbursements

The product

One workspace for the whole travel and expense flow.

Expentrips covers the end-to-end loop: pre-trip request and approval, receipt capture on the road, expense reports with optional AI extraction, supervisor and finance review, per diem calculation, policy enforcement, reimbursement, and the analytics to see where the money went.

Trip requests with itinerary and budget lines.
Expense reports with line items and attachments.
Approvals for Supervisors and Finance.
Reimbursements with partial-pay support.
Policies that block or warn at submit time.
Per diems calculated from dates and destination.
Analytics across users, categories, and periods.

Features

Built for the way travel and expenses actually happen.

Trip Requests

Employees request business travel before they go: dates, purpose, itinerary, and notes. Supervisor approval kicks the trip off; the request becomes the basis for the expense report.

Expense Reports

Group exact expenses after travel. Reports can be created from an approved trip request or stand alone. Supervisor → Finance approval flow; partially reimbursed reports stay visible until closed.

Receipt Capture & AI Processing

Upload receipt images or PDFs. When Azure Document Intelligence is configured, Expentrips extracts merchant, amount, date, currency, and suggests a category. The user always reviews and saves.

Policies & Compliance

Configure receipt-required rules, category caps, and blocking or warning policies. Employees and approvers see policy warnings inline; finance sees them at review time. No silent overrides.

Per Diems

Admin-managed per diem policies auto-calculate allowances from travel dates and destination. Employees can review and adjust with a reason; approvers and finance see calculated vs submitted side by side.

Approvals

Employee → Supervisor for trip requests. Expense reports continue to Finance for reimbursement. Completed approvals stay visible so audit and history are never a guessing game.

Reimbursements

Finance reviews and reimburses. Partial reimbursement is supported when individual lines need a different decision, and the employee can see the per-line difference and the reason.

Notifications

In-app and email notifications cover every approval transition, plus an optional sound alert. Notification links are domain-aware so the same notification works in dev, staging, and production.

Analytics

Spending insights for admins and finance: by category, by user, by department, by period. Dashboard cards on every role so the day starts with what needs attention.

Multi-Tenant SaaS Foundation

Platform-level login at the account host with a separate database per tenant. SuperAdmins manage workspaces; tenant data stays isolated by design. Connection strings never leave the server.

Workflow

From request to reimbursement, end to end.

A single happy-path the whole team can follow without spreadsheets.

  1. 1
    Request trip

    Employee files dates, destination, purpose, and a budget estimate.

  2. 2
    Supervisor approves

    Trip request gets a green light before any spending happens.

  3. 3
    Travel and collect receipts

    Capture receipts on the road; upload images or PDFs.

  4. 4
    Create expense report

    Group expenses against the approved trip — or stand-alone.

  5. 5
    Policy checks & per diems

    Warnings and per-diem calculations surface at submit time.

  6. 6
    Supervisor & Finance approve

    Two-step approval. Partial reimbursement supported per line.

  7. 7
    Reimbursement completed

    Employee sees the outcome; finance has the audit trail.

Roles

Made for the people who actually do the work.

Employee

Files trip requests, uploads receipts, submits expense reports, sees policy warnings and per-diem suggestions, and tracks reimbursements.

Supervisor

Approves or rejects trip requests and expense reports for their team. Sees policy warnings inline at review time.

Finance

Reviews expense reports after supervisor sign-off and processes reimbursements, including partial pay-outs with line-level reasoning.

Tenant Admin

Manages users, departments, categories, currencies, policies, per-diem rules, and audit log for their own workspace.

Platform SuperAdmin

Belongs to the Expentrips owner. Provisions workspaces, manages tenants, and supports customers — never browses tenant business data.

Security and control

Designed with tenant isolation and role-based access in mind.

A pragmatic security posture that's appropriate for an internal travel and expense tool.

Database per tenant

Every workspace has its own SQL database. Cross-tenant data leaks via missing WHERE clauses are architecturally impossible — the connection only ever targets one tenant's data.

Role-based access

Employee, Supervisor, Finance, Admin, and Platform SuperAdmin each get the surface they need and nothing more. Policy enforcement runs server-side at submit and approval time.

Secrets stay server-side

Connection strings, API keys, and webhook secrets are never sent to the browser. The encrypted tenant connection strings are decrypted only inside the API process.

Audit and provisioning logs

Approvals, role changes, policy edits, exports, and tenant lifecycle events are appended to durable audit trails. Tenant admins see their own; the platform side keeps its own provisioning log.

Protected file access

Receipt downloads stream through the API after authorization checks. Physical paths are never returned to the browser; uploads are scoped per tenant on disk.

Policy enforcement

Receipt-required, category caps, blocking and warning rules — all evaluated server-side at submit time. The user can't bypass a warning silently; the approver always sees the same flags.

AI and integrations

Bring your own keys — only what you need.

Integrations are optional. When credentials are configured, the relevant features turn on; otherwise Expentrips degrades gracefully.

Azure Document Intelligence

Configure the endpoint and key to enable AI receipt processing. Extracted fields are suggestions; the user reviews before saving.

Google Places (optional)

Power city and merchant autocomplete with the Places API. If no key is configured, Expentrips falls back to a small built-in seed list.

SMTP email

Approval, reset, and audit notifications go out via your SMTP server. Templates are part of the product, addresses are part of your config.

Integration-ready by design

Clear provider abstractions for receipt processing, email, and location search make adding a new vendor a small, contained change.

FAQ

Common questions

What is Expentrips?

Expentrips is a business travel and expense management tool. Employees request trips, capture receipts, and submit expense reports; supervisors and finance approve and reimburse; admins configure policies, per diems, and categories.

Can employees upload receipts?

Yes — images and PDFs. When Azure Document Intelligence is configured, Expentrips can read the receipt and suggest merchant, amount, date, currency, and category. The user always reviews and saves.

Does it support approval workflows?

Trip requests run a one-step Supervisor approval. Expense reports run a two-step Supervisor → Finance flow with optional partial reimbursement. Completed approvals stay visible for audit.

Are per diems supported?

Yes. Admins configure per-diem policies; the system calculates allowances from travel dates and destination. Employees can adjust with a reason; approvers compare calculated vs submitted side by side.

Can policies block or warn expenses?

Both. Blocking policies prevent submission. Warning policies surface a flag to the employee and to every approver downstream, so decisions are always documented.

Is it multi-tenant?

Yes. Each workspace lives in its own SQL database; a central platform database tracks identities and memberships. A Platform SuperAdmin can provision and manage workspaces but does not browse tenant business data.

Where do users log in?

At app.expentrips.com. The login is shared across all workspaces a user belongs to; after sign-in the user picks the workspace to open.

Ready to control business travel and expenses?

Sign in to your workspace or request a guided walkthrough.

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