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Egencia integration

  • Updated

The goal of the Egencia integration is to reduce the time spent managing business travel and eliminate manual work with the automatic creation of expenses and trips after bookings.

In case you are interested in using Egencia and don’t have an account yet, please get in touch with the Rydoo team.

 

Workato Flow Logic (21).jpg

 

What does the integration do?

Our direct integration between Rydoo and Egencia offers Real-time synchronization.

You will be able to select from three syncing options based on your requirements:

  1. Sync trips and expenses from Egencia to Rydoo
  2. Sync trips from Egencia to Rydoo
  3. Sync expenses from Egencia to Rydoo

All bookings made in Egencia will be sent to Rydoo, and expenses and/or trips will be created automatically.

 

Scope of the integration

For Expenses:

  • Merchant: Already defined as Egencia to facilitate your reports.
  • Amount and Currency
  • Expense Date: the date the booking was incurred
  • Expenses in To Submit status
  • Payment method as 'Paid in Travel platform' (non-reimbursable)
  • Comment: Egencia | Provider name

 

For Trips:

  • Trip Name: Egencia: "From" - "To"
  • Trip Identifier
  • Comment field: Product type Departure city and Arrival city
  • "From"
  • "To"
  • Trip start date
  • Trip end date

    The Rydoo trip is only created for travelers. A booker who books for others but does not travel will not see a Trip in their Rydoo account.
    Trips are only created after Flight or Train booking in Egencia.

 

Where should we set up the booking approval flow?
We advise to set up full booking approval logic and rules in Egencia directly. Rydoo in this case will only receive and process approved bookings.

 

How does Rydoo know which employee’s account to create the expense for?

The expense will be created in Rydoo that matches the traveler's email address from Egencia.

 

What payment method will be assigned to the expenses?

By default, all expenses coming from Egencia will have the “Paid in Travel platform” payment method and will be set to non-reimbursable. Be aware that it is still possible to manually change this.

What happens if I cancel my booking?

In case of a booking cancellation, we will create a negative expense in Rydoo to zero out the balance of the initial expense created. 

 

What is the advantage of trips in Rydoo?

For every traveler, a trip will be created in Rydoo. Trips allow for a clear overview of all expenses made during a trip. On top of that it also you can also create per diems if needed. 

 

Which Egencia plan do I need to be on in order to use the integration?

You will not need to have API access included in your plan. You can contact Egencia & Rydoo to enable the integration for you.

 

What about my past Egencia bookings?

The bookings will only be synched when the integration is enabled. Past bookings will not be synced.

 

 

Best practices for admins

  1. Enable Trips in Rydoo — if you haven’t already. You can do this by going to Admin > Advanced settings > App settings and enabling the “Activate Trips” toggle

     

  2. We strongly advise against using Trip approval in Rydoo in combination with the Egencia integration.
    The trips have already been approved and paid for in Egencia, so an extra layer of approval only adds an unnecessary hurdle.
    You can check if it’s enabled for your account by navigating to Admin > Approval Flow and checking if "Trips" is NOT included in Modules. 

     

  3. Add an expense rule that auto-approves all expenses with the “Paid in travel platform” payment method, this way the trip that was already approved in Egencia doesn’t have to be approved again in Rydoo.

     

  4. Let every employee book their own trip. This way it’s possible to group and allocate ALL costs from a trip to exactly one employee. In case the booker books for multiple trips the expenses will all be attached to him/her. It is then still possible to split the expense amongst the other travelers by @-ing them in the comment section.

     

 

How to connect Rydoo & Egencia?

  1.  Contact your Rydoo Customer Success Manager or if you do not have an assigned CSM reach out via connect@rydoo.com
  2. Contact your Egencia Account Manager requesting to enable Rydoo integration.

 

How to get started as a user?

  1. Make a book in Egencia (create a new trip or assign it to an existing one)

  2. Go to your Rydoo account.

  3. Click on “Expenses" on the left and select “All” to check the synced bookings.

  4. Select the expense with Egencia merchant.

  5. Tap and choose the best Group and Category for that expense.

Screenshot 2023-10-30 at 16.19.19.png

For every trip created in Egencia that includes a flight or train booking, a trip is automatically created in Rydoo:

  1. Click on the “Trips” tab in the navigation bar. (If Trips isn’t enabled in Rydoo, you can ask your admin to do so by going to Settings > Advanced settings and toggling the “Activate trips” box)

  2. Click on the Trip with the following Trip Name: Egencia: "From" - "To" that matches your latest booking

  3. On this page, you can see all costs related to this trip. All employees can also add this Trip to all future expenses made during the trip.

  4. If your company uses Per diems you can also add them at the bottom of the page. 

Screenshot 2023-10-30 at 16.17.31.png

 

If you have any questions, please let us know via connect@rydoo.com or talk with your Customer Success Manager.