Getting started for Admins

This guide will help you set up your company's account on TravelPerk, including adding your company details, adding travelers and setting up payment profiles, approval processes and travel policies. 

 

Step 1: Complete your company details

Add your company address and VAT number

  1. Go to Account settings
  2. Under Companies, you’ll see a default with your company name
  3. Click the 3 dots and then Edit details
  4. Add your company’s details and click Save

If your organization has more than one legal entity, you’ll need to add a new company for each entity to your account.

This will help you manage people and payments for each legal entity and ensure your trips are invoiced correctly. To learn more, see Understanding the account structure on TravelPerk.

 

Add your language and currency preferences

  1. Under Account, select Preferences
  2. Click Edit
  3. Update your language and currency preferences

All travelers can change their preferences on their personal profile. 

Tip: For live chat and email support in English, German or Spanish, travelers need to change their language on TravelPerk. For instructions, see Change the language on TravelPerk or the TravelPerk app.

 

Step 2: Set up a payment profile

To pay for your trips on TravelPerk, you’ll need to add a payment profile to your company’s account. Payment profiles provide us with information about:

  • How you want to pay
  • Which currency you'll pay in
  • When you want to be invoiced and pay
  • Which legal entity we'll invoice

A company can have multiple payment profiles, but each profile can only belong to one company.

Travelers can be assigned to a specific payment profile or you can choose Flexible invoicing so they can choose from any profile. 

 

Paying for trips on TravelPerk

Most companies use a credit/debit card to pay for their trips. To add a credit/debit card, follow the steps on Create a new payment profile.

Premium and Pro customers can set up direct/AHC debit, top-up payments by contacting their Account Manager.

You can be invoiced and pay instantly, weekly, bi-weekly or monthly. 

For more information, see Paying for trips on TravelPerk and Change the invoice frequency.

 

Step 3: Add your travelers

You can add new travelers to your company’s TravelPerk account:

 

Step 4:  Set up travel policies or approval processes

Premium and Pro customers can manage travel spending by creating and assigning travel policies and approval processes. You can assign these to all employees and/or specific travelers or groups. 

Travel policies

You can restrict the maximum cost, cabin classes, star ratings and booking deadlines for flights, hotels, trains and cars.

To create a travel policy, follow the steps on Create or edit a travel policy.

 

Approval processes

Decide if you want trips approved by someone in your company before we book them.

To set up an approval process, follow the steps on Set up an approval process.

Tip: To set up automatic approvals that send approval requests directly to a traveler's manager, see Assign a Line Manager as an approver.

If an approver is going to be out of the office, they can choose who will manage approval requests while they're away. For instructions, see Turn on out-of-office approvals.

 

Step 5: Start managing your company's travel for work

Here are some helpful articles to get you started managing all your company's travel for work in one place:

 

What's next?

If you need help with anything, check out our Help Center or reach out to your Account Manager. If you don't have an Account Manager, you can email sales@travelperk.com. 

Flight canceled? Need help with a booking? Our Customer Care team is here 24/7 to handle it, whatever the timezone. 

 

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