Xpense

Travel and expense management for professional services firms

People who travel for work every week raise the trip in Xpense, book the flight within policy, and file their expenses from the mobile app or by WhatsApp chat.

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Book a trip within policy Raising a trip request, searching flights with the policy check, approval, ticketing and cancellation. Shown with demo data.
Professional services

What is hard when people travel every week, and what Xpense does

Trips booked week after week

The flight is booked inside the trip request, and each fare is checked against your travel policy.

Receipts that pile up

Receipts are read automatically, with duplicate detection.

Filing away from the desk

Expenses can be filed from the mobile app or by WhatsApp chat.

Available

A prepaid card for business spend

The AeonX Prepaid Card is available, issued and managed from Xpense.

How it runs

How a working trip runs in Xpense

The booking lives inside the trip request. After approval the ticket is issued and stays on the trip.

  1. Trip request

    The traveller raises the trip, with policy applied.

  2. Search

    One-way or round-trip, a fare calendar, cabin class and preferences.

  3. Policy badge

    Each fare is marked in policy or needs approval.

  4. Approval

    The trip goes through your approval levels.

  5. Ticket

    The ticket is issued.

  6. Expenses

    Claims follow from the app or WhatsApp.

Travel

The booking starts in the trip request

The traveller raises the trip and adds the flight to it. The fare rules can be opened before a fare is chosen.

  • A booking is cancelled from the same screen, with the charges shown first.
  • A person with the permission can book on behalf of a colleague.
  • Xpense portal with demo data: the trips list with destination, purpose and status
    The trips list in the portal, with demo data.
Expenses

Expenses filed in the app or by WhatsApp chat

An employee files an expense in the mobile app, or types what they spent in a WhatsApp chat. If they send a photo of the receipt, it is read for them.

  • Still from an Xpense product video, with demo data: an expense form in the app beside a WhatsApp chat that logs the same expense
    Filing in the app or on WhatsApp.

A flight in the Xpense app

The city picker, the search and the flight on the trip request, as they look in the Xpense app.

  • Xpense app: choosing the departure and arrival cities for a flight
    Choosing the cities.
  • Xpense app: a flight search in progress for a one-traveller trip
    The flight search.
  • Xpense app: the flight card on a trip request, with one-way and round-trip, dates and preferences
    The flight on the trip request, shown with demo data.

The parts of Xpense that matter here

International trips

International trips can be booked, including trips with several passengers.

Available

Domestic hotels

Hotel booking is available for domestic stays.

Paid from the travel wallet

Corporate tickets are paid from the company's travel wallet in Xpense.

A mobile app

The Xpense app runs on Android and iOS.

Trips by chat

Trips can be created by WhatsApp chat as well as expenses.

Policy check at submission

A rule-based policy check runs on every claim at submission.

Approval requests on WhatsApp

The approval request arrives on WhatsApp with a link that opens it in Xpense.

Available

Pay by UPI

Scan and pay from the Xpense app, using the card balance.

Available

Card controls

A member can freeze the card or report it lost.

Receipts

The receipt is read, and the employee checks it

The employee checks the fields that were read and submits the claim. A receipt that matches one already submitted is flagged.

  • Still from an Xpense product video, with demo data: a new expense with the fields read from the receipt, ready to submit
    The employee checks what was read, then submits.
AeonX Prepaid Card

Card payments in Xpense

What is paid with the AeonX Prepaid Card comes into Xpense for expense reporting.

  • Each payment appears in Xpense.
  • The member can attach the receipt.
  • A payment can be tagged to a trip.
An illustration of the card, with demo data.
Who uses what

What each team gets

CFO

Approvals through your own levels, and a finance dashboard.

CFO page

Questions

Can a booking be cancelled?

Yes. The traveller cancels from the same screen. The cancellation charges are shown before they confirm.

Can hotels be booked in Xpense?

Domestic hotel booking is available in Xpense.

How does a traveller know a fare is within policy?

Each fare shows whether it is in policy or needs approval. The traveller can open the fare rules before choosing.

How do employees file an expense?

From the mobile app, from the web, or by chatting on WhatsApp. On WhatsApp they can type what they spent or send a photo of the receipt.

Does Xpense read receipts?

Yes. Receipts are read automatically using OCR. The employee checks what was read and submits the claim.

What is the AeonX Prepaid Card?

It is a prepaid card for employee business spend. The card is issued and managed from Xpense.

All questions

See Xpense on your own travel and expense process.

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