An employee messages the manager in the chat: "I need a business trip to Kazan for three days." The manager replies "ok." Accounting finds out about it when the employee brings receipts after the trip. Hotel booking — on personal card, tickets — at inflated price, advance report — on a napkin. We solve this problem: we configure a business trip approval process in Bitrix24 that brings order from day one. Request, approval, cost estimation, documents, calendar blocking — all automated.
Manual approval takes 3 times longer than automated via business process. According to our data, companies save up to 40% of employee time on trip processing after implementation. Exact savings depend on volume — with 50 trips per month, the benefit can amount to tens of thousands of rubles per month by reducing downtime and errors.
How to set up a business trip approval process?
The trip is processed via a business process (BP) based on lists or smart processes in Bitrix24. Typical route:
- Request — employee fills a form: city, dates, purpose of trip, preliminary budget.
- Approval by manager — the immediate manager approves or rejects. If the amount exceeds a threshold — additional approval with financial director.
- Budget confirmation — accounting checks the budget, confirms limits.
- Booking — office manager or employee books tickets and hotel.
- Trip — employee is on travel, dates blocked in the calendar.
- Advance report — employee attaches receipts and documents after return.
At each stage, the participant receives a notification and a task. If approval is not received within N days — escalation triggers.
Request form: what fields are needed
Request fields for a business trip are customized to your rules. Example standard configuration:
| Field | Type | Required |
|---|---|---|
| Destination city | String | Yes |
| Start date | Date | Yes |
| End date | Date | Yes |
| Purpose of trip | Text | Yes |
| Transport (air/train/car) | List | Yes |
| Estimated ticket cost | Number | Yes |
| Estimated accommodation cost | Number | Yes |
| Daily allowance (calculated automatically) | Number | Auto-calculated |
| Total budget | Number | Auto-calculated |
| Comment | Text | No |
Daily allowance is calculated automatically: number of days × daily allowance rate (configurable in BP parameters). Total = tickets + accommodation + daily allowance.
Document generation: assignment order and job assignment
Upon approved request, the business process generates:
- Order to send on a business trip — based on template (form T-9 or free)
- Job assignment — purpose and expected result
- Travel certificate — if required by internal rules
Documents are generated from DOCX templates via the Bitrix24 document generator and attached to the request. The employee and accounting receive copies.
Why is calendar blocking important?
After trip approval:
- A "Business Trip: [City]" event is created in the employee's calendar for the entire period.
- The event is visible to the manager and colleagues — when planning meetings.
- If synced with Google Calendar or Outlook — the event is transmitted there.
This eliminates overlaps: no one schedules a meeting during the trip.
How to fill out the advance report?
After return, the employee fills out the advance report in the same business process:
- Attaches scans/photos of receipts, tickets, hotel invoices
- Indicates actual expenses by category
- Accounting checks, verifies against budget, approves
The difference between advance and actual expenses is calculated automatically — to be paid extra or refunded.
What's included in the setup: deliverables
We provide a complete package:
- Business process for approval: route, participants, deadlines, escalation
- Request form with automatic budget calculation
- Document templates: order, job assignment
- Calendar blocking upon approval
- Advance report form with document attachment
- Notifications at each process stage
- Documentation and short training for employees
- Functionality guarantee after implementation
Timeline and cost: guidelines
Basic setup takes 2 to 5 days. Cost is calculated individually after analyzing your requirements. We work turnkey: from design to testing with real data.
Why choose us: experience and expertise
We have been customizing Bitrix24 for over 5 years. Completed more than 100 projects on business process automation. Certified by 1C-Bitrix. Support integration with 1C, CRM, payment systems. With us, you get a working solution without surprises.
Example savings calculation
With 50 trips per month and average saving of 2 hours per trip, you get 100 hours of saved employee time per month. That is equivalent to 0.6 of a specialist's salary.Ready to evaluate your project? Contact us for a consultation.