Every booking you make in TruTrip is shaped by three things: your policy, your approval rules, and your invoice profile. Before you search or book, you can now review — and if needed, change — all three.
- Policy — decides whether your booking needs approval, and which flights or hotels you're allowed to book.
- Approvals — decides who needs to approve your booking, if approval is required.
- Invoice profile — decides which entity is billed for the booking, and sets the currency you'll book in.
1. How your policy, approvals, and invoice profile are selected
When you start a search, TruTrip automatically applies a policy, approval rule, and invoice profile to your booking — based on the travellers you've added.
- The default always follows the first traveller you add to the search. If you're booking for yourself and someone else, whichever setup belongs to the first person listed is applied by default.
- You can change this before booking. Click the policy, approval, or invoice profile shown to see the full details, or to switch to a different available option.
- A "Change" option only appears if there's more than one choice available between you and your traveller(s). If everyone shares the same setup, there's nothing to switch between.
View of the selected Policies, Approvals, and Invoice Profile. | How to change the selected Policy, Approvals, and Invoice profile |
2. Reviewing what's applied during booking and at checkout
During booking, you can review your policy, approval, and invoice profile again on the search results page. Click on the any of these three icons to view the full details of the selected policies, approvals, and invoice profile.
At checkout, the approver assigned to your booking is shown before you confirm. Keep in mind this can vary from booking to booking: depending on your company's approval setup, things like the fare type you select or certain custom fields on the booking can change who your approver is. If the approver shown looks different from what you expected, it's worth double-checking these details before submitting.
3. What happens after you submit your booking
You'll get a notification. Once submitted, both you and your approver receive an email letting you know the booking is awaiting approval.
You'll be notified of the outcome. If your booking is approved or rejected, you'll get a popup notification and an email. If it's rejected, your card isn't charged, and you'll need to submit a new booking that complies with your policy.
Booking approved email example. | Booking rejected email example. |
If more than one approval is required, your booking won't be issued until every required approver has signed off. For example, if your booking needs approval from your manager and then a second approver, it's only confirmed and ticketed once both have approved — you'll be notified once the final approval comes through.
4. FAQ
What if I don't have a policy assigned to me?
You'll see a banner letting you know no policy applies. You can still proceed with your booking as normal.
Can I choose my own approver?
No — your approver is determined by your company's approval setup, not by you. If you think the wrong person is listed, check with your travel admin.
Why don't I see a "Change" option for my policy or invoice profile?
This only appears when there's more than one option available to choose from. If you and your traveller(s) share the same setup, there's nothing to change.
Why does my approver look different from a previous, similar booking?
Some approval rules take fare type, custom fields, or other booking details into account, so the assigned approver can change depending on what you're booking.
What happens if my booking needs two approvals?
Both approvers need to sign off before your booking is confirmed. You'll be notified once the final approval is given.
Who gets notified if my booking is rejected?
Both you and the traveller (if different from the booker) will be notified.