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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
  • Category: Egencia Flight, Egencia Train, Egencia Hotel
  • Expense Group: The Group that the user belongs to in Rydoo
  • Receipts/Invoices (Coming soon! Not yet available)

 

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 a FLIGHT or TRAIN booking in Egencia.

 

Where should we set up the booking approval flow?
We advise setting 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 match the bookers'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 change this manually.

 

What happens if I cancel my booking?
In case of a booking cancellation, the Rydoo expense will need to be adjusted manually to reflect later the amount minus the credit note that the provider will refund. 

As in many cases, a refund will be issued in the form of a voucher or refunded many days later, the integration will not be able to manage these changes.

 

What are the advantages of trips to 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 to use the integration?
Egencia will not charge for the integration.
You can contact your Egencia account manager and Rydoo Customer Success Manager to enable the integration for you.


Are invoices synced to Rydoo?
We are currently unable to synchronize invoices from Egencia to Rydoo due to a limitation on Egencia's API. We are actively collaborating with Egencia to resolve this and enable this functionality in the future. In the meantime, invoices will be made available in Egencia and sent to users via email once they are released by Egencia. These invoices can then be manually downloaded and attached to your Rydoo expense."

Are booking Fees synced to Rydoo as well? 
Yes. Fees are added to the Booking price. In Rydoo, the amount of the expense will reflect the sum of the booking price + Fee's.

What about my past Egencia bookings?
The bookings will only be synced when the integration is enabled. Past bookings will not be synced.

 

Disclaimer for clients with a Bank feed or Rydoo Cards

Please note that using Rydoo cards as a payment method in Egencia, along with the Rydoo integration, will lead to duplicate expenses in your account. Therefore, it is recommended to use a different payment method — such as a different credit card or select central billing — to avoid such issues. Additionally, if your account has a bank feed with automatically created expenses from transactions, you will encounter the same problem.

 

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.

     

 

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. Rydoo will provide you with a unique URL.
  3. Contact your Egencia Account Manager, provide Egencia the URL received from Rydoo, requesting to enable Rydoo integration.

 

How to get started as a user?

  1. Make a booking 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.

     

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 the 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. 


 

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