Finance and reporting
Travel your finance team can close the month on.
Invoices per legal entity with every line and fee, journal files your finance system can import, and spend by program, grant and traveler. Refunds and unused ticket credits are tracked instead of forgotten.
Fiscal year to date
Travel by program
Money in
What finance gets
Invoices per entity
An invoice per legal entity and period, with every line and fee. Every fee itemized on the option and on the invoice. Nothing hidden in the fare.
Journal exports
File-based exports as journal files a finance system such as QuickBooks Online, Xero or NetSuite can import.
Spend, net of refunds
By entity, department, project, supplier and traveler, with silentVIP's fees shown separately.
Refunds tracked
Each refund followed from requested to received. Every refund tracked with an expected date, and chased if it's late.
Unused ticket credits
Credits from cancelled flights are tracked and applied to new bookings.
Records kept
Trip and billing records kept 7 years; traveler profiles deleted 90 days after a traveler leaves.
Reporting
Reports for every audience
| Who asks | What they want |
|---|---|
| Finance | Spend by entity, department, project, supplier and traveler; code coverage; refunds and credits outstanding. |
| Program leads | Actual spend against their department budget for the period. |
| Funders | Spend charged to a grant's project code, itemized. |
| Board | Travel spend and the exceptions report for the year. |
| Auditors | The approval history, invoice lines and any reallocation for a sampled trip, and the exceptions report with justification and approver. |
Year end
Functional expenses, already sorted
US tax-exempt organizations that file Form 990 report functional expenses, including travel, in Part IX, by program services, management and general, and fundraising. When every charge carries a department code for the program, sorting travel by function starts from a report.
Emissions
Travel emissions, with honest coverage
Many funders now ask about the footprint of travel. silentVIP reports emissions for what it books.
Covered: Flights booked through silentVIP with a route, hotel nights and rail. Car rentals, taxis and travel booked elsewhere are not included.
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