Travel expense reconciliation

Matching actual travel costs against bookings, invoices and the budget. It confirms that what was booked, what was invoiced by the supplier or TMC, and what appears in the expense report all agree with each other. Reconciliation helps catch billing errors, duplicate charges or discrepancies before they go unnoticed.

Reconciliation usually involves comparing several sources of data: booking records from the travel platform or TMC, supplier and provider invoices, corporate card statements and employee expense reports. Each transaction should be matched to a trip and cost centre, with any differences investigated — for example, a hotel invoice that is higher than the booked rate, a refund that was never credited or an expense claimed twice through different channels.

Manual reconciliation is time-consuming, especially when documents come from many suppliers in different formats and currencies. It is also one of the main reasons month-end closing takes longer than it should. The more travel spend is booked and paid through a single channel, and the more structured the data, the easier reconciliation becomes. Integration with the accounting system allows much of the matching to happen automatically.

Tumodo simplifies reconciliation by bringing bookings, payments and documents together. Each service booked on the platform is linked to a trip, invoice and accounting documents, which can be downloaded in PDF or XLS, exchanged via EDI or transferred to accounting systems such as SAP and Oracle. In the Finance section, documents can be found by employee name, ticket number or trip number, and financial reports show all debits and credits for any period.