Keeping Track of Business Travel Expenses Without the Headache

Capture every receipt the moment you get it using a dedicated expense app, and reconcile your spending against your company's policy at the end of each travel day. This prevents the end-of-trip pileup and ensures you get reimbursed accurately and quickly.

1. Set up a digital capture system. Download an expense-tracking app like Expensify, Zoho Expense, or SAP Concur. Immediately after paying for a meal or transport, use the app's camera function to scan the physical receipt. If you receive a digital receipt via email, forward it to the app's designated email address.
2. Categorize as you go. Do not wait until you return home. Every evening, spend 5 minutes checking that every transaction is categorized (e.g., 'Meals,' 'Ground Transport,' 'Hotel'). Attach the tax information if your company requires it.
3. Separate business from personal. Never put personal items on the same receipt as a business expense. If you are sharing a dinner with a client and a personal friend, ask the restaurant to split the check. Use a dedicated corporate card for business expenses to make auditing easier.
4. Save your 'paper' stack. Even if you scan your receipts, keep the physical copies in a small travel folder until the expense report is fully approved and paid. Some companies still require physical originals for items over $25.

What if I lose a receipt?

Most companies allow a 'missing receipt affidavit' for small amounts (usually under $25). For larger amounts, contact the merchant to see if they can email you a duplicate.

Should I use a personal card or a corporate card?

Always use a corporate card if your company provides one. It simplifies tracking and ensures you aren't carrying the financial burden of business costs on your personal credit limit.