Pay Your Consolidated Travel Billing Balance

When Consolidated Travel Billing is enabled, your workspace’s travel charges are grouped as Current travel spend. Depending on how your workspace is billed, you either pay that balance directly or send an invoice for it. Paying or invoicing your current travel spend frees up your travel limit so members can keep booking.

Most workspaces settle automatically on a recurring schedule. If your workspace settles monthly, you can also settle the current balance early from the workspace Travel settings.

Who can pay a Consolidated Travel Billing balance

• Workspace Admins can pay a Consolidated Travel Billing balance.
• The workspace must have Travel and Consolidated Travel Billing enabled.
• The workspace must use a monthly settlement frequency to settle the balance early. Workspaces on a daily settlement frequency settle automatically each day and do not show a manual button.

If Consolidated Travel Billing is not enabled, learn how to enable Consolidated Travel Billing on a workspace.

How to pay your Consolidated Travel Billing balance

1. Click the navigation tabs (on the left on web, on the bottom on mobile).
2. Select Workspaces.
3. Select your workspace.
4. In the workspace settings, click Travel.
5. In the Consolidated Travel Billing section, find Current travel spend.
6. Click Pay balance.
7. In the confirmation window, confirm that you want to pay the balance.

The payment is queued and processed shortly after. Once queued, Current travel spend shows that the payment is queued and will be processed soon.

How to send an invoice for your travel spend when your workspace pays by invoice

If your workspace is set up to pay by invoice, Expensify bills your travel spend through an invoice you pay by wire instead of an automatic bank debit. In that case, the button reads Send invoice now.

1. Click the navigation tabs (on the left on web, on the bottom on mobile).
2. Select Workspaces.
3. Select your workspace.
4. In the workspace settings, click Travel.
5. In the Consolidated Travel Billing section, find Current travel spend.
6. Click Send invoice now.
7. In the confirmation window, confirm that you want to send the invoice.

Expensify creates an invoice for your current travel spend and sends it to you. Your travel limit is freed up once the invoice is paid.

What happens after you settle your current travel spend

• If you paid the balance, Current travel spend shows that the payment is queued and will be processed soon.
• If you sent an invoice, Current travel spend shows that a new invoice for your travel spend will be created and sent to you soon. Once the invoice is sent, it shows the invoiced amount as awaiting payment.
• Your travel limit is freed up once the payment or invoice is paid, so members can continue booking travel.
• An unpaid balance or an unpaid invoice counts as an outstanding balance. You must settle it before you can turn off Consolidated Travel Billing.

FAQ

Why don’t I see the Pay balance button?

The button appears only when there is current travel spend to settle, your workspace uses a monthly settlement frequency, and there is no payment already queued. Workspaces on a daily settlement frequency settle automatically and do not show a manual button.

What’s the difference between Pay balance and Send invoice now?

Both settle your current travel spend. Pay balance queues a payment from your settlement bank account. Send invoice now appears only for workspaces that pay by invoice; it creates an invoice you pay by wire, and your travel limit is freed up once that invoice is paid.

Can I turn off Consolidated Travel Billing with an unpaid invoice?

No. An unpaid invoice counts as an outstanding balance. You must settle it before you can turn off Consolidated Travel Billing. Learn how to enable or disable Consolidated Travel Billing on a workspace.