With Payhawk's Travel AI Agent, you can view or update your upcoming business trips by interacting directly with the Agent in the Payhawk Web Portal, Mobile App, and Slack (if enabled). You'll also receive real-time updates on any changes to your bookings and can request modifications when needed.
Viewing trips by asking the Travel AI Agent
You can view your existing trips by asking the Travel AI Agent questions about your bookings at any time in the Payhawk Web Portal and in the Payhawk Mobile App.
By default, the Agent responds with information about upcoming or pending trips. If you need details about a past trip, make sure to specify that it occurred in the past – for example, when requesting information about a trip from two months ago.
These follow-up conversations are context-aware and take into account your previous interactions with the Agent.
Viewing trips in the Trips app
You can view all the trip requests you've submitted in the Trips app.
In the Payhawk Web Portal, go to the Trips app.
Navigate to the All tab.
Select the desired trip request by clicking on it. To view the itinerary details, click on Show details. You can also see an overview of the trips request, providing information about whether the booked flights and hotels, and allowances provided are within the defined policy.
Viewing trips in the Payhawk Mobile App
You can view all your trips, both past and upcoming, directly from the AI Office in the Payhawk Mobile App:
In the Payhawk Mobile App, tap on the AI Office icon.
From the bottom navigation of the AI Office, tap on Trips.
Navigate to the desired tab:
The Upcoming tab shows your upcoming and pending trips.
The Past tab shows your past trips.
Tap on the desired trip to view its status, allowance, payment card, and day-by-day itinerary with the booked flights and hotels. From this screen, you can also update the trip by chatting with the Travel AI Agent.
You can also open your trips from the Upcoming trips section on the Dashboard screen of the Payhawk Mobile App by tapping on See all.
Viewing trips activity
In the Trips app, you can also view your trips activity.
In the Payhawk Web Portal, go to the Trips app.
Navigate to the All tab.
Select the desired trip request by clicking on it.
Navigate to its Activity section:
From the drop-down menu, select the Comments option to load all comments for this trip request.
From the drop-down menu, select the Workflow option to view the workflow of this trip request.
From the drop-down menu, select the Request changes option to view the changes that were made to this trip request.
Updating trips
As an Employee, you can update your trip requests in a conversational manner with the Travel AI Agent directly in the Payhawk Web Portal, Mobile App, and in Slack (if enabled), before the trip request has been approved.
You can make changes to your upcoming trips also directly with the airline or hotel, even if you have booked the trip in Payhawk.
If the trip request has been reviewed, but not yet approved, you can still edit and resubmit it for your Payhawk administrator to review the request again.
Changing a flight before approval
You can change a flight you have submitted for approval as part of your trip request by asking the Travel AI Agent. The AI Agent will reopen the flight picker on the destination you are changing, so that you can select the new flight in the same way you selected the original one. The new flight will replace the old one and will not be added to the trip.
If you have submitted separate tickets per destination:
The destination you are not changing stays as it is when the same flight and fare are still available.
When the unchanged flight is shown, it is highlighted as a default one, and you can pick a different flight instead.
When the original flight or fare is no longer offered, nothing is preselected for you.
If your new flight can be combined with the flight you kept, Payhawk will book one ticket for the whole trip and charge you once instead of twice.
If you have submitted a single combined ticket:
You go through the full flight selection and choose a flight for each.
When your new selections still form a single ticket, you are charged once for the whole trip instead of once per destination.
The trip-edit confirmation appears after you have selected a flight and a fare for every destination. If the trip changed while you were editing it, the AI Agent will ask you to start again from the current state of the trip.
To change a flight after the trip has been booked, see the article on changing and cancelling travel bookings.
Notes on updating trips
The Travel AI Agent keeps you informed with email notifications about real-time changes to your bookings such as flight cancellations, delays, or modifications.
If you need live assistance with your upcoming trip, the following apply:
If you need to make changes to your flight or accommodation through the Travel AI Agent more than 48 hours before the flight or before the check-in for the accommodation, and your request doesn't include adding ancillaries, such as frequent flyer number, seat, or meal, you will be directed to the Payhawk Support. Baggage can be added during the initial booking process. To add or modify baggage after booking, contact Payhawk Support. In some cases, arranging this directly with the airline may be necessary.
For example, if your flight is scheduled for Friday at 10:00 AM and you have a request on Wednesday morning through the Travel AI Agent, the Payhawk Support will assist you with the update.
If you need to update a flight or accommodation less than 48 hours before the flight or before the check-in for the accommodation, it's recommended to contact the airline or hotel directly for the quickest resolution.