{"id":1977,"date":"2014-01-14T15:13:11","date_gmt":"2014-01-14T15:13:11","guid":{"rendered":"https:\/\/www.cmwlab.com\/blog\/?p=1977"},"modified":"2014-01-14T15:13:11","modified_gmt":"2014-01-14T15:13:11","slug":"travel-expense-reports","status":"publish","type":"post","link":"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/","title":{"rendered":"Travel &#038; Expense Reports"},"content":{"rendered":"<p align=\"justify\">You might have watched an episode of a TV series, where a guy has travelled through the US and sold vacuum cleaners to housewives. He rang the doorbell and offered to clean one of the rooms in the house just to demonstrate his product \u2013 early fifties.<\/p>\n<p><!--more--><\/p>\n\n\n<p align=\"justify\">Can you imagine how many salesmen work in the \u2018Texas Vacuum Cleaners\u2019 company and how this company pays them for their business trips and expenses? Even if there are 30 salesmen constantly travelling throughout the US \u2013 they are producing so much paper \u2013 receipts for hotels, restaurants, gasoline, auto repairs, etc. And that\u2019s even without actual sales reports. How can a company deal with this paper flow? Today is the 21st century and I can hardly imagine how they could have made it in the fifties. Yet we can tell you how to deal with travel expenses processing in the modern world.<\/p>\n\n\r\n<a href=\"https:\/\/www.cmwlab.com\/platform\/try\/\" onclick=\"ga('send', 'event', 'abtest', 'platform-banner-click');\"><img decoding=\"async\" id=\"pl-banner\" src=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2023\/03\/cmw-platform-banner.png\" class=\"img-fluid my-5\" alt=\"CMW Platform banner\" title=\"CMW Platform banner\"><\/a>\n\n<div id=\"ez-toc-container\" class=\"ez-toc-v2_0_28 counter-hierarchy counter-decimal ez-toc-grey\">\n<div class=\"ez-toc-title-container\">\n<p class=\"ez-toc-title\">Table of Contents<\/p>\n<span class=\"ez-toc-title-toggle\"><a href=\"#\" class=\"ez-toc-pull-right ez-toc-btn ez-toc-btn-xs ez-toc-btn-default ez-toc-toggle\" style=\"display: none;\"><label for=\"item\" aria-label=\"Table of Content\"><i class=\"ez-toc-glyphicon ez-toc-icon-toggle\"><\/i><\/label><input type=\"checkbox\" id=\"item\"><\/a><\/span><\/div>\n<nav><ul class=\"ez-toc-list ez-toc-list-level-1\"><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-1\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#Less_paperwork\" title=\"Less paperwork\">Less paperwork<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-2\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#Travel_expense_tracking_software\" title=\"Travel expense tracking software\">Travel expense tracking software<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-3\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#Comindware_Tracker_for_travel_request_tracking\" title=\"Comindware Tracker for travel request tracking\">Comindware Tracker for travel request tracking<\/a><\/li><li class=\"ez-toc-page-1 ez-toc-heading-level-2\"><a class=\"ez-toc-link ez-toc-heading-4\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#How_travel_expense_management_changes_life\" title=\"How travel expense management changes life \">How travel expense management changes life <\/a><ul class=\"ez-toc-list-level-3\"><li class=\"ez-toc-heading-level-3\"><a class=\"ez-toc-link ez-toc-heading-5\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#The_main_benefit\" title=\"The main benefit\">The main benefit<\/a><\/li><\/ul><\/li><\/ul><\/nav><\/div>\n<h2><span class=\"ez-toc-section\" id=\"Less_paperwork\"><\/span>Less paperwork<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n<p align=\"justify\">First of all \u2013 you try to minimize paper flow when you\u2019re sending someone to a business trip or accepting an expense report from this person. Papers are tending to get lost, get ripped or simply get spoiled by the sauce from a hamburger (shame on you, Josh, stop eating them near my table, again!). Of course, you must get expense confirmations from your employees, but try to convert these to electronic format as far as possible.<\/p>\n\n<h2><span class=\"ez-toc-section\" id=\"Travel_expense_tracking_software\"><\/span>Travel expense tracking software<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n<p align=\"justify\">Second, use specialized software for <strong>tracking travel requests<\/strong> and <strong>expense reports<\/strong>. Do not try to use your email clients or Microsoft Excel for storing data and managing information. Someone can just lose an email or it can be marked as spam. And spreadsheet software does not allow you to collaborate and track all changes to the report. Who has changed this row and why? You will never get this information from a shared spreadsheet \u2013 it simply doesn\u2019t offer you this functionality.\n<\/p>\n\n<h2><span class=\"ez-toc-section\" id=\"Comindware_Tracker_for_travel_request_tracking\"><\/span>Comindware Tracker for travel request tracking<span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n<p align=\"justify\">\nAnd finally\u2026 \u2013 use workflow management system like <a href=\"https:\/\/www.cmwlab.com\/workflow-software\/\">Comindware Tracker<\/a> for tracking your travel requests and expense reports. With Comindware Tracker, you can start tracking your travel requests and expense reports within several minutes after installation. Create the <a href=\"https:\/\/www.cmwlab.com\/financial-management-software\/\">Finance Management Solution<\/a> by clicking the \u201cMenu\u201d tab and deploying the solution using the \u201cOne-click Solution Setup\u201d button. You will see \u201cExpense Reports\u201d and \u201cTravel requests\u201d applications in the main UI.<\/p>\n\n<h2><span class=\"ez-toc-section\" id=\"How_travel_expense_management_changes_life\"><\/span>How travel expense management changes life <span class=\"ez-toc-section-end\"><\/span><\/h2>\n\n<p align=\"justify\">A small example \u2013 salesman Bill Jordan is going on a business trip through Austin, Round Rock and Georgetown. Bill opens Comindware Tracker and using the \u201cNew Travel Request\u201d button creates an object called \u201cTexas business trip\u201d. He needs to rent a car and book rooms in 3 hotels, so he fills in those fields and describes what exactly he needs in the \u201cPurpose\u201d tab. After that, using \u201cNext Step \u2013 Submit Request for Approval\u201d, he transfers his request to his manager, Amy Lee. Amy receives notification to her email client and approves the request by simply clicking the \u201cNext Step &#8211; Approve\u201d button in the object form (which is instantly accessible from the link in the email). Of course, Amy can start a conversation with Bill, using the \u201cDiscussion\u201d tab or she can ask for more info about his travel request. Another possible option is to reject the request. But let\u2019s think positively \u2013 Amy has approved the request and it is auto delegated to her secretary, Gwenn Littlebrow. Gwenn calls the hotels and books the rooms. Also she rents a car for Bill. Some advance money is issued to Bill and this fact is also tracked in the Comindware Tracker\u2019 object by filling in special fields.<\/p>\n\n<img decoding=\"async\" data-id=\"4280\"  src=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2014\/01\/travel-requests-workflow.png\" alt=\"Travel &amp; Expense Reports\" width=\"600\" alt=\"travel requests workflow\" class=\"alignleft size-full wp-image-4280\" srcset=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2014\/01\/travel-requests-workflow.png 586w, https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2014\/01\/travel-requests-workflow-300x256.png 300w\" sizes=\"(max-width: 586px) 100vw, 586px\" \/>\n<section class=\"text-center post__button\">\n    <a href=\"https:\/\/www.cmwlab.com\/workflow-software\/try\/\" class=\"btn btn-green btn-lg\">\n\n            Get a 30-day trial!\n\n    <\/a>\n<\/section>\n\n<h3><span class=\"ez-toc-section\" id=\"The_main_benefit\"><\/span>The main benefit<span class=\"ez-toc-section-end\"><\/span><\/h3>\n\n<p align=\"justify\">The main benefit of using Comindware Tracker for tracking your travel requests and expense reports is that at each moment in time, everyone knows \u2013 what they are responsible for. Bill knows that he has to fill in the expense reports \u2013 he has received a notification about it in his email client. Amy monitors her inbox in the Comindware Tracker interface and she knows that she has to approve or reject these reports. Post-approval, these requests are delegated to Gwenn so Amy can forget about them \u2013 they will just disappear of her inbox. Gwenn is notified about the required actions via email or simply sees that new tasks have appeared in her inbox. At every moment in time, only the people responsible for their part of the task are involved in the process \u2013 the others continue working! This is great!<\/p>\n\n<br \/>\n<p align=\"justify\">Standard applications, deployed with the <a href=\"https:\/\/www.cmwlab.com\/financial-management-software\/\">Finance Management solution<\/a> are specially designed with a condition: if an expense amount is more than $1000, then it must be approved by the CFO of the company. This is just an example of how it works in real life. You can delete this condition or redesign the process to fit your company needs with little time and effort, or <a href=\"https:\/\/www.cmwlab.com\/company\/contact-us\/\">we can help<\/a> you with it. It is so simple with our convenient Comindware Workflow Designer!<\/p>\n\n<section class=\"text-center post__button\">\n    <a href=\"https:\/\/www.cmwlab.com\/workflow-software\/try\/\" class=\"btn btn-green btn-lg\">\n\n            Get a 30-day trial!\n\n    <\/a>\n<\/section>\n\n<section class=\"author bg-light border\">\n\t<section class=\"row p-3 p-sm-5 align-items-center\">\n        <aside class=\"col-sm-3 col-4\">\n            <img decoding=\"async\" class=\"author__img img-fluid rounded-circle\" title=\"Anastasia Chumakova\" alt=\"Anastasia Chumakova\" src=\"\/blog\/wp-content\/uploads\/2012\/11\/anastasiya-chumakova.jpg\" alt=\"Anastasia Chumakova\">\n        <\/aside>\n        <article class=\"col-sm-9 col\">\n            <p class=\"author__text\">Anastasia Chumakova is <em>Product Marketing Analyst<\/em> and <a href=\"https:\/\/www.cmwlab.com\/workflow-automation\/\">Workflow Automation<\/a> Expert at Comindware.<br\/>She currently explores online process management product development trends, contributes to <a href=\"https:\/\/www.cmwlab.com\/\">www.cmwlab.com<\/a> and provides tips for better use of Comindware Tracker and online work management solutions.<\/p>\n        <\/article>\n    <\/section>\n<\/section>","protected":false},"excerpt":{"rendered":"<p>You might have watched an episode of a TV series, where a guy has travelled through the US and sold vacuum cleaners to housewives. He rang the doorbell and offered to clean one of the rooms in the house just to demonstrate his product \u2013 early fifties.<\/p>\n","protected":false},"author":14,"featured_media":4668,"comment_status":"open","ping_status":"open","sticky":false,"template":"","format":"standard","meta":{"footnotes":""},"categories":[18,19],"tags":[],"class_list":["post-1977","post","type-post","status-publish","format-standard","has-post-thumbnail","hentry","category-popular-topics","category-solutions"],"yoast_head":"<!-- This site is optimized with the Yoast SEO plugin v19.14 - https:\/\/yoast.com\/wordpress\/plugins\/seo\/ -->\n<title>Travel &amp; Expense Reports<\/title>\n<meta name=\"description\" content=\"Use specialized software for tracking travel requests and expense reports. Do not try to use your email clients or Microsoft Excel for storing information.\" \/>\n<meta name=\"robots\" content=\"index, follow, max-snippet:-1, max-image-preview:large, max-video-preview:-1\" \/>\n<link rel=\"canonical\" href=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\" \/>\n<meta property=\"og:locale\" content=\"en_US\" \/>\n<meta property=\"og:type\" content=\"article\" \/>\n<meta property=\"og:title\" content=\"Travel &amp; Expense Reports\" \/>\n<meta property=\"og:description\" content=\"Use specialized software for tracking travel requests and expense reports. Do not try to use your email clients or Microsoft Excel for storing information.\" \/>\n<meta property=\"og:url\" content=\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\" \/>\n<meta property=\"og:site_name\" content=\"CMW Lab Blog\" \/>\n<meta property=\"article:publisher\" content=\"https:\/\/www.facebook.com\/cmwlabinc\" \/>\n<meta property=\"article:published_time\" content=\"2014-01-14T15:13:11+00:00\" \/>\n<meta property=\"og:image\" content=\"https:\/\/www.cmwlab.com\/blog\/wp-content\/uploads\/2018\/09\/travel-requests-workflow.png\" \/>\n\t<meta property=\"og:image:width\" content=\"586\" \/>\n\t<meta property=\"og:image:height\" content=\"501\" \/>\n\t<meta property=\"og:image:type\" content=\"image\/png\" \/>\n<meta name=\"author\" content=\"pavel\" \/>\n<meta name=\"twitter:card\" content=\"summary_large_image\" \/>\n<meta name=\"twitter:creator\" content=\"@CMW_Lab\" \/>\n<meta name=\"twitter:site\" content=\"@CMW_Lab\" \/>\n<meta name=\"twitter:label1\" content=\"Written by\" \/>\n\t<meta name=\"twitter:data1\" content=\"pavel\" \/>\n\t<meta name=\"twitter:label2\" content=\"Est. reading time\" \/>\n\t<meta name=\"twitter:data2\" content=\"4 minutes\" \/>\n<script type=\"application\/ld+json\" class=\"yoast-schema-graph\">{\"@context\":\"https:\/\/schema.org\",\"@graph\":[{\"@type\":\"Article\",\"@id\":\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#article\",\"isPartOf\":{\"@id\":\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\"},\"author\":{\"name\":\"pavel\",\"@id\":\"https:\/\/www.cmwlab.com\/blog\/#\/schema\/person\/0c97126460369ee897d55fdee829bdcb\"},\"headline\":\"Travel &#038; Expense Reports\",\"datePublished\":\"2014-01-14T15:13:11+00:00\",\"dateModified\":\"2014-01-14T15:13:11+00:00\",\"mainEntityOfPage\":{\"@id\":\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\"},\"wordCount\":830,\"commentCount\":0,\"publisher\":{\"@id\":\"https:\/\/www.cmwlab.com\/blog\/#organization\"},\"articleSection\":[\"Popular Topics\",\"Solutions\"],\"inLanguage\":\"en-US\",\"potentialAction\":[{\"@type\":\"CommentAction\",\"name\":\"Comment\",\"target\":[\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/#respond\"]}]},{\"@type\":\"WebPage\",\"@id\":\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\",\"url\":\"https:\/\/www.cmwlab.com\/blog\/travel-expense-reports\/\",\"name\":\"Travel & Expense Reports\",\"isPartOf\":{\"@id\":\"https:\/\/www.cmwlab.com\/blog\/#website\"},\"datePublished\":\"2014-01-14T15:13:11+00:00\",\"dateModified\":\"2014-01-14T15:13:11+00:00\",\"description\":\"Use specialized software for tracking travel requests and expense reports. 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