How can I add optional billing fields for bookings?

Optional Billing Fields collect more data about each trip to make your billing and analysis easy.

If your company has multiple travels for different clients, projects or reasons, Optional Billing Fields let you collect data about each trip so you can see trips and spending with that detail in your Travel Reports. Common Fields include trip reason (like training, client meeting, internal meeting), whether a trip is billable to a client, and the client, project or cost center for billing.

Note that while Employee ID fields can be pre-set in profiles in My Team, Optional Billing Fields cannot be pre-set: a traveler’s Department or Employee ID in Employee ID Fields probably doesn’t change very often, but a traveler may travel for a different trip reason, client or project for each booking (learn more about Employee ID Fields here).

Here's how to add Optional Billing Fields:

Step 1: Click on Company Settings on your a2b dashboard.

amtrav-company_settings-screenshot-desktop-step1-v1-01Step 2: Scroll down to the Optional Billing Fields section and click +Add New Optional Billing Field.

amtrav-company_settings-optional_billing_fields-screenshot-desktop-step2-v1-01Step 3: Add the Field Name and then select whether the traveler’s choices for each field should be chosen from a drop-down menu (“Provide pre-set options”) or if bookers can enter their own text (“Accept free-form text input”), and whether answers are mandatory or not. If answers are pre-set, you’ll need to enter the pre-set options here too by entering each option and clicking Add. 

The field is now saved and will show up right on the Booking page right before the traveler books their trip.

amtrav-company_settings-optional_billing_fields-screenshot-desktop-step3-v1-01

Note that Optional Billing Fields can also be set for each travel policy within the Travel Policy section of a2b, as described in Step 7 of the "Configure my company's travel policy" article.

amtrav-company_settings-optional_billing_fields-screenshot-desktop-step4-v1-01

Note: The maximum amount of combined Optional Billing Fields and Employee ID Fields supported is six.

 

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