BUSINESS TRIP MODULE
Travel Smarter.
Settle Faster.
Manage every step of the business trip, from travel request to final settlement, in one place.
OCR
Receipt Scanning
∞
Multi-Currency
Auto
Payroll Settlement
Complete Journey
Every Step of the Trip.
One System.
From the first approval click to the last reimbursement. Completely automated, always connected.
Real-Time OCR Receipt Capture
Capture receipts instantly with mobile OCR. Merchant, amount, date, and category details are extracted automatically.
Mobile • Instant
Multi-Currency Policies
Set travel allowances by destination country. Expenses are validated using live exchange rates and policy rules automatically.
Any Currency
Ticketing & Booking Engine
Manage flights, hotels, and transport within one system. Integrated booking workflows keep every travel detail connected.
Integrated Booking
Smart Notifications
Automated alerts, emails, and reminders keep employees informed of approvals, bookings, updates, and trip-related actions.
Push · Email · In-App
Dynamic Travel Policies
Configure travel rules by destination, grade, department, and trip duration. Policies are applied automatically to each request.
Rule Engine
Travel Companion Management
Manage family, guest, or business companions with dedicated policies, booking controls, and approval requirements.
Companion Policy
Custom Trip Request Forms
Submit travel requests through configurable forms covering destination, transport, companions, preferences, and funding.
Web · Mobile
Advance Payment & Extra Funds
Request trip advances within policy limits. Approved amounts are tracked automatically and settled after travel.
Pre & Post Trip
Automated Financial Settlement
Generate settlement reports automatically after travel, matching expenses, advances, and payroll deductions accurately.
Post-Trip
TICKETING & BOOKING
A Dedicated Dashboard for Every Booking Officer
Booking officers get a clear, centralized view of everything that needs to be arranged, including flights, hotels, and transportation, across all active employee trips.
- View all pending bookings by type: flight, accommodation, transport.
- Status updates: Pending → Booked.
- Attach booking confirmations and tickets back to the trip.
TRAVEL POLICIES
Dynamic Rules.
Zero Guesswork.
Build nuanced policies across destinations, grades, departments, and durations. The system enforces them automatically, no manual checking required.
Destination
Job Grade
City
Duration
Trip Type
Any Combination
NOTIFICATIONS
Stay Informed at Every Stage
Push notifications, in-system alerts, and emails are triggered automatically for every key event throughout the trip lifecycle.
OCR RECEIPT MANAGEMENT
Receipts on the Go.
Zero Paper.
Open the app, snap the receipt, and our OCR engine does the rest in under a second. Expense categories, amounts, and currencies are automatically parsed and attached to the trip.
- Snap and submit receipts instantly, no paper collection needed.
- OCR auto-extracts vendor, amount, date, and expense category.
- Submit in any currency, converted via live exchange rate.
- Reconcile all trip-related expenses, including per diems, advances, and approved receipts in one settlement flow.
Instant OCR capture
Any currency accepted
FINANCIAL SETTLEMENT
Close Every Trip Cleanly.
When the employee returns, a settlement report is automatically generated. Advances, approved expenses, and all receipts are reconciled in one screen, then routed to finance and payroll for approval and processing.
- Advance payment deducted automatically from total spend.
- Actual receipts reconciled against per diem allowance.
- Finance approval workflow before payment is processed.
- Reimbursements are processed through payroll, either within or outside the salary cycle.
Multi-Currency
READY TO SIMPLIFY BUSINESS TRAVEL?
Every trip, handled.
From the first travel request to the final payroll settlement, KayanHR manages every mile so your team doesn't have to.