When organizations plan group trips or need to claim reimbursements later, having complete receipts often matters more than the price. Incorrect invoice types, wrong company names, or inaccurate item descriptions can all prevent your organization from processing the expense.
These issues can all be resolved before your trip—just make sure to clearly communicate your requirements in advance.
I. Common Ticket Types and Use Cases
Travel agencies typically issue invoices for travel services, with team fees often billed as a single lump sum. Flight and train tickets are issued as itineraries or e-tickets per carrier rules, while hotel charges are invoiced separately based on accommodation. Whether charter buses, tickets, and meals can be invoiced individually depends on the supplier.
Please specify whether you need a special VAT invoice or a general VAT invoice, along with the tax rate and project name, when confirming your order. Reissuing invoices afterward involves voiding and red-letter invoicing, which is a lengthy process and may not be possible if it crosses into a new month.
- Travel service fee: issued per transaction or by item
- Transportation: Flight itineraries and railway e-tickets
- Accommodation: Hotel invoice
- Tickets and meals: subject to supplier's ability to issue invoices
II. What information is required for invoicing?
Company name and Taxpayer ID are required. For VAT special invoices, address, phone number, and bank account details are also needed. Some organizations require the invoice remarks to include travel dates or headcount; please note these requirements in advance.
For split payments among multiple people, issuing individual invoices significantly increases workload. We recommend billing the entire amount to the team and attaching an itemized expense breakdown as an internal receipt. This breakdown, issued and stamped by the travel agency, is generally accepted by corporate finance departments.
3. How to Keep Proof During Transit
Personal out-of-pocket expenses are most easily overlooked: scenic area shuttle buses, extra meals on the spot, and horseback riding fees charged by herders. Many of these are paid in cash or via QR code at the time, making reimbursement difficult later. Always request a receipt when paying, take a photo for your records, and log the expense in your notes app the same day.
Keep receipts for fuel, parking, and tolls during self-driving trips, especially when using company vehicles.
4. Handling Cross-Month and Cross-Year Scenarios
Invoices are issued in the following month, which may affect current reimbursements. If your organization has a monthly closing cycle, clarify the requirement for "invoicing within the current month" in advance or specify the invoicing timeline in the contract.
Year-end travel (departing late December, returning early January): Be aware that some organizations require expenses to be booked in the same fiscal year. Invoices dated across years may not be accepted. Confirm with Finance in advance and split settlements if necessary.
V. Common Reasons for Reimbursement Rejections
Common errors include incorrect invoice title, misplaced tax ID, project name mismatching actual details, missing itinerary breakdown, and amount discrepancies with the contract. Review each item against the contract and confirmation form before submission.
If using an e-invoice, be aware of the risk of duplicate reimbursement: the system will reject invoices entered more than once. Maintain a ledger to record invoice numbers by trip; this is more efficient than searching afterward.
The expense-sharing sheet for team travel can be used as an internal attachment, specifying each person's share to facilitate unit-level accounting. Relevant procedures and document requirements mayContact support to confirm current arrangementsConfirm itinerary in advanceSubmit Custom Itinerary Request。
If your organization requires line-item breakdowns by project, you can include a summary invoice along with a stamped detailed statement in the contract. Clearly list amounts for transportation, accommodation, tickets, and services. Most finance teams accept this approach—it's simpler than issuing multiple small invoices.
For personal out-of-pocket expenses on meals and parking, keep the receipts and payment screenshots; invoices are not required. For self-drive trips, fuel costs should be calculated based on mileage and gas receipts for clarity. See below for estimation methods on expense breakdowns.Fee Statement; For unit procurement inquiries, please contact:Contact support to confirm current arrangementsDescription.
Specific ticket types, invoice dates, and project names are subject to the actual signed contract and financial requirements. We recommend including all reimbursement requirements in the remarks at the time of booking. Please prepare materials according to your organization's procurement process.View Contact Info & Business HoursPage communication. Please see the itinerary and passenger count confirmation.Submit Custom Itinerary Request。
