Can I Claim Travel Expenses for Business Trips?

Yes, expenses incurred during a valid business trip can be deductible when they are properly documented. Here are the requirements for deducting them correctly.

Flight tickets

For flight tickets to be accepted as a company expense, you must obtain a proper invoice containing your company’s legal details.
The passenger’s name may also appear on the invoice, but the document must include the company’s details. A ticket, booking confirmation, payment receipt, or boarding pass issued only in the traveller’s name is not accepted as a company invoice.

Airlines and other transport providers can usually issue or reissue an invoice with the company’s details when requested. If necessary, contact the provider directly after making the booking to request the correct invoice.

You may still keep your ticket and boarding pass as supporting documentation for the business trip, but they do not replace the company invoice required to deduct the flight expense.

Accommodation costs

The same rule applies to accommodation expenses such as hotels and Airbnb.
For accommodation to be accepted as a company expense, you must obtain a proper invoice containing the company’s legal details. A booking confirmation, receipt, or invoice issued only in the traveller’s personal name is not sufficient.

Hotels and accommodation providers can usually issue an invoice with the company’s details if you request it. If the correct invoice is not provided automatically, you should contact the accommodation provider and ask them to issue or reissue it with your company information.

Non-deductible travel-related expenses and Daily Allowance

During a business trip, you may incur small expenses for which obtaining a proper invoice in the company’s name is not reasonably possible, such as certain public transport tickets, parking fees, meals, coffees, or similar minor expenses.

These tickets or receipts cannot be uploaded and deducted as company invoices if they do not contain the company’s legal details.
However, when the trip qualifies for Daily Allowance, eligible minor travel expenses may be covered through the Daily Allowance instead. The Business Trip must be properly registered and the Daily Allowance requested and approved.

Remember that Daily Allowance only applies to eligible travellers and valid business trips. It does not make local transport or personal expenses separately deductible by the company.

How to declare them with Companio

Before any team member embarks on a business trip, it's important to log the trip in the "Travels" section of Companio 2.0.

Then, follow the corresponding process for the different types of travel expenses:

• Flights, accommodation, car rental and other significant travel costs: upload a proper invoice containing the company’s details.
• Tickets or receipts issued only in the traveller’s name: these are not accepted as company invoices.
• Eligible minor travel expenses without a company invoice: these may be covered through Daily Allowance, where applicable.

Then, in this FAQ, we explain how to declare travel expenses, both deductible (such as transportation, accommodation, the taxi to the airport, etc) and non-deductible (meals, coffees, internet connection, etc).

Remember that in an emergency, you can pay an eligible company expense with your personal card or cash and later declare it as an out-of-pocket expense. However, paying personally does not remove the requirement to obtain a proper invoice containing the company’s details.

Updated on: 14/08/2026