This article is part of the Commercial Rewards Card free plan guide or Commercial Rewards Card paid plan guide, or both. You can navigate back to each guide with the previous links and take the next onboarding steps.
Note: This content may also apply to general users.
Purpose
This article instructs users on how to get started with TravelBank, including how to create an account, manage employees, and manage expenses and corporate cards.
Audience
This article is directed toward administrators (admins).
Additional resources: Watch our CSM Office Hours: Change Management: Expense video and CSM Office Hours: Card Management, Part 1, video for more information.
Get started
To get started, check for an email from TravelBank asking you to activate your account. If you haven’t received the email, contact implementation@travelbank.com to request another activation message.
Follow the link in the email to complete the setup questions and activate your account.
Manage employees
Add employees
When adding employees for your organization, you can add them individually or in bulk.
For steps on how to add employees either way, review our “Add and edit employees” article.
Best practice tip: When you add or import an employee, it triggers an activation invite to the employee. We recommend setting your employees as “Save for Later,” or if you’re adding employees in bulk, wait to do the import, until you have fully configured your site and are ready for users to access TravelBank.
Add delegates
Once you have added employees to your organization, you can also create host-delegate relationships between them.
To learn more about delegates, review our resources on this topic:
Assign (add) delegate to host (article)
Import delegates using a .csv (article)
Expenses
Once you’ve created your employees and departments, you can start modifying your expense policy configuration.
Add expense categories/accounts
To add General Ledger (GL) accounts (“expense categories” in TravelBank), take the following steps:
From the navigation menu select Company Settings > Expenses > Categories. (If you are integrating your account with QuickBooks Online or NetSuite, you can skip this step. We will automatically bring over your chart of accounts from your accounting software when you complete those integrations.) From this page, you can add or disable expense categories.
To add a category, select Create Category. This brings up an Add Expense Category dialog.
Add a Category Name, which is displayed to your employees for selection from a list, and an External Account ID (optional), which appears in a separate reporting column to map back into your accounting software for reconciliation.
Set the Status toggle to On to make the new expense category visible.
Select Save.
Best practice tip: Create only the expense categories that your employees will use, and set the External Account ID so users can search by either the category name or the account ID.
Custom fields
Expense policy
Review our article on managing your organization’s default expense policy and creating and managing new expense policies.
Export your expense data
TravelBank allows you to export your expense data at any time. Review our articles on this topic:
Reimbursements
TravelBank allows your team to reimburse employees for out-of-pocket expenses at no additional cost. You can schedule reimbursements daily, weekly, twice a month, or monthly.
Be sure to instruct your employees to connect their bank account in order to receive their funds in a timely manner.
Review our reimbursement articles to learn more:
Corporate cards
TravelBank has numerous options for syncing corporate card feeds into our system. (Review our article on corporate card syncing.) If you are on a small business program, such as AMEX Business, Capital One Spark, Chase Ink, , you can use our API sync powered by Plaid to add your card to the system and assign cards to employees to code their transactions. If you choose to integrate your small business card program, contact your assigned implementation specialist to enable this feature for you.
If you are on a corporate or commercial card program, we will work with your bank to set up a card feed directly. Typically this process takes two weeks from when you request a data release letter from your bank to send your card info to TravelBank. You can work with our implementation team to begin this process by contacting your assigned implementation specialist.
Next steps
As a next step, attend an implementation walkthrough to speak with a live implementation specialist who can ensure your setup meets your business needs.
Need help?
If you need help, contact the Client Services team using online chat.
Publish date: NA
Last update: December 29, 2025