Enable Consolidated Travel Billing on a Workspace

Consolidated Travel Billing lets your company centrally pay for employee travel booked through Expensify Travel.

When enabled:

• Employees can book travel without paying out of pocket.
• Travel charges are billed to your Workspace.
• The total balance is settled on a recurring schedule.

This helps simplify travel spend, improve visibility, and reduce reimbursement overhead.

Who can enable Consolidated Travel Billing

• Workspace Admins can enable and manage Consolidated Travel Billing.
• The Workspace must have Travel enabled.
• A verified business bank account (VBBA) is required for settlement.

If a bank account is not set up, you’ll be prompted to add one during setup.

How to enable Consolidated Travel Billing in a Workspace

1. Click the navigation tabs (on the left on web, on the bottom on mobile).
2. Select Workspaces.
3. Select your Workspace.
4. In the Workspace settings, click Travel.
5. In the Consolidated Travel Billing section, switch the toggle to enabled.
6. If your company already has a Consolidated Travel Billing feed, a list of the feeds you can join appears. Select a feed to join it, or select Set up a new travel feed to create one for this Workspace.
7. If prompted, select or add a bank account for settlement.
8. Confirm your setup.

If Travel does not appear in the workspace, a Workspace Admin will first need to enable it. Learn how to enable Travel on a Workspace.

How to join an existing Consolidated Travel Billing feed

If another Workspace at your company already has Consolidated Travel Billing set up, this Workspace can join that feed instead of creating its own. When you switch the toggle on, Expensify shows the feeds you can join.

• Select a feed to put this Workspace’s travel spend on the same monthly bill. The Workspace uses that feed’s existing settlement account, so you are not asked to add a bank account.
• Select Set up a new travel feed to create a separate feed for this Workspace instead. You are then asked for a settlement bank account, and this Workspace is billed on its own.

Only feeds that you administer and that already have a settlement method set up appear in the list. If no feed is available, you go straight to the settlement bank account setup.

What happens after you enable Consolidated Travel Billing

• Travel cards are automatically created for travel-enabled members.
• Employees can book travel using Expensify Travel without using personal funds.
• Travel expenses are imported to individual traveler accounts.
• All charges are grouped into a Consolidated Travel Billing statement.
• Your Workspace is billed based on the selected settlement frequency (for example, monthly).
• The Travel toggle in More features is locked, so Travel stays on while Consolidated Travel Billing is enabled. To turn off Travel, switch off Consolidated Travel Billing first.

If a settlement fails:

• Travel cards are temporarily suspended.
• You’ll receive instructions to fix the issue.
• Access is restored once payment is successful.

FAQ

Can members book travel without a company card?

Yes. Consolidated Travel Billing removes the need for individual corporate cards. Members book travel using the centrally managed billing setup.

Why can’t I enable Consolidated Travel Billing?

You may not be able to enable it if:

• You are not a Workspace Admin.
• Travel is not enabled for your Workspace.
• A verified business bank account is not connected.

Can two Workspaces share one Consolidated Travel Billing feed?

Yes. If your company already has a Consolidated Travel Billing feed, you can select it when you switch the toggle on, and both Workspaces’ travel spend appears on the same monthly bill.

Why don’t I see any feeds to join?

Feeds only appear if you are an admin on them and they already have a settlement method set up. If no feed matches, Expensify takes you straight to the settlement bank account setup so you can create a new travel feed.

Can I turn off Consolidated Travel Billing?

Yes, but only if your balance is fully paid. If there is an outstanding balance, you must settle it before disabling the feature.

Where can I see travel charges?

All charges appear in your Consolidated Travel Billing statement, which includes trip details, travelers, and booking information. They will also be added to the individual traveler’s Expensify account.