With Nexonia and Egencia, employees can book travel on Egencia and have that data flow smoothly overnight to Nexonia. The integration will transfer approved Egencia trip itineraries into Nexonia automatically. The itinerary items then auto-populate expense items in Nexonia for the traveller.
This article will include an overview of the integration as well as cover information you will require for the set-up.
Nexonia's integration with Egencia will integrate approved trip itineraries into Nexonia to populate expense reports with booking data. Expense items will be created based on configured defaults, such as the category and whether it's employee or company paid. Itinerary details will be mapped into the item memo, but values can be mapped into custom fields if preferred.
Note: no receipt or itinerary attachment is provided via the integration. Attachments can be imported by the user to their expense report once it's been created via the integration - the most convenient method is to forward any itinerary documentation via email to email@example.com.
Trip expenses can be linked to receipt attachments, and merged with credit card transactions if they're also integrated into Nexonia.
The trips are matched from the Egencia traveller's email to the Nexonia user's email - this is how the integration knows whose trip belongs in which user account.
The typical workflow would be that the booked travel will be drafted into the Nexonia expense report and once travel is completed, the traveller can complete the report - attach receipts, add additional out of pocket or company paid expenses - and then submit for expense approval.
Click here to learn more about How to Use Nexonia's Travel Integration with Egencia
Demonstration of Nexonia's Egencia Integration
- User Experience
- What values are defaulted and mapped from Egencia itineraries.
- How Egencia expenses are used - merged with credit cards, linked with receipts.
- Review of the Egencia integration settings - defaults, mapping.
Implementation Requirements for an Egencia Feed Integration
An administrator will be able to set up an Egencia integration themselves on your Nexonia account. You will require your Egencia Company ID - you'll want to engage your Egencia Implementation Consultant for this value.
Once you have that, contact firstname.lastname@example.org to initiate the Egencia integration process.
Nexonia Configuration for the Egencia Integration
As part of the implementation, you'll need to plan which of your Nexonia expense categories should be associated with particular types of Egencia trip expenses.
Egencia Expense Types
- Option to include booking fees in Airfare
The integration can set all of the integrated expenses as Company Paid or Employee Paid, or this can be set based on the category's setting. For example, if only Airfare is Company Paid, it could be linked to a specific expense category with that default.
There are additional integration values that can be configured, but note that these settings apply to all items integrated from Egencia.
Expense Report Date - defaults to the date the itinerary was imported into Nexonia, but options include:
- From Date
- Until Date
- Itinerary Creation Date
Expense Item Date - defaults to the date the itinerary item was imported into Nexonia, but options include:
- From Date
- Until Date
- Create Date
- Issue Date
- Travel Start Date
- Travel End Date
Custom Fields - custom fields can be create in Nexonia, and integrated itinerary values can be mapped to these fields.
How Can I Get Started?
Contact email@example.com - your account executive can give you details on the pricing for an Egencia integration and begin the process.