Decide before booking, not after
Structured travel intake meets budget check, policy gate, and approval routing — before a single ticket is booked. Stop the 'denied after booking' trap, the surprise over-policy invoice, and the carbon-blind itinerary.
By the numbers
The use case
Your sales team and project managers book 200 trips a month across 12 countries. The current process: book the trip on the corporate card, fight the expense report after, get the 'this should have been a train' email from the sustainability lead three weeks later, watch the controller flag 18% of trips as out-of-policy at month-end. Median rework: 4 emails per trip. Median scope-3 reporting: a spreadsheet shrug.
The Travel Pre-Approval form makes the gate proper. 19 typed fields across 5 sections — destination, budget envelope, business case, policy class, sustainability mode, scope-3 carbon estimate. Submission triggers the Intake Guided Buying workflow: manager approves the envelope, the TMC only accepts matching bookings, scope-3 data lands in your CSRD register automatically. Pre-approved trips happen smoothly. Out-of-policy gets the exception path, not the silent surprise. And the carbon footprint is reported, not guessed.
For who
Capabilities
The form locks in a budget envelope before any ticket is bought. Manager approves the envelope, not a fait accompli — and out-of-budget bookings can't slip through because the booking tool only accepts pre-approved trips. End of 'denied after booking' surprises.
Cabin class, hotel star, advance booking window, total budget cap — all checked inline against your travel policy as the form is filled. Out-of-policy requests get flagged with a one-tap exception path, not blocked. Manager sees the exception with full context, not a vague 'this is over the limit.'
Train below 6 hours is the default suggestion in EU travel policies. The form auto-calculates carbon impact based on destination + mode, surfaces the lower-carbon alternative ('train Paris–Berlin: 8h, −85% CO2e vs flight'), and tracks scope-3 emissions for your CSRD/ESG reporting.
Submission triggers the Intake Guided Buying workflow: manager approval based on trip cost and cost-center hierarchy, sustainability lead review if carbon exceeds threshold, finance routing for high-cost trips. No human handoff between form and approval.
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