Integrating Bookings from Egencia into Expensya
Egencia is a travel agency specializing in business travel with its own travel booking tool.
Expensya and Egencia have partnered to integrate bookings made in Egencia in real-time into Expensya, automatically creating a mission order.
The purpose of synchronizing bookings is to have visibility of the total cost of the trip, including expenses in the expense report and travel expenses within the same mission order, with the ability to link a mission order to expenses.
What is a mission order?
A mission order is a "trip" created automatically in Expensya when the user books their trip in Egencia. It consists of one or more bookings (such as a flight ticket, hotel, car rental). Bookings are linked to a mission order.
Mission orders can be viewed in the Expensya tab "Requests" > "Mission Orders."
The mission order contains:
- A label
- Travel dates
- Destination
- Custom fields (if applicable)
- Description
- Associated bookings
The mission order assumes that the manager approves the trip in Egencia, and therefore, the mission order is created in Expensya without the need for revalidation. Subsequently, the traveler can add expenses incurred during the trip to the mission order.
How to link expenses to a mission order?
The mission order field appears on the expense form when its date falls within the defined start and end date of an existing mission order associated with the collaborator.
In the expense form, the collaborator must associate their expense with a proposed travel order to allocate the expense to the total cost of the trip.
The mission order field can be mandatory or optional.
A user can link multiple expenses to a mission order.
How to view bookings in relation to misson orders in Expensya?
A booking corresponds to a trip in Egencia on a defined segment (e.g., a flight ticket, hotel, car rental). Bookings are linked to a mission order.
Bookings can be seen in the Expensya tab "Requests" > "Bookings." From this list of bookings, a button redirects the Expensya user to Egencia.
In the event of a booking cancellation in Egencia, the booking status changes to "canceled" in Expensya.
In summary, the process works as follows:
- The user makes one or more bookings on Egencia for a trip.
- Bookings are automatically and in real-time sent to Expensya.
- A mission order containing these bookings is created in Expensya.
- The user can assign their expenses to a mission order if the expense date aligns with the mission order's start and end dates.
