Role-Based Programme
RB1728

AI-Powered Travel & Expense Coordination

Smarter Business Travel, Expense Processing & Administrative Control

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Duration
4 Hours
Level
Awareness
Delivery
Instructor-Led
Format
Awareness Session

Programme Objectives

  • Understand how AI can support Travel and Expense Coordination across trip planning, travel communication, expense documentation, reconciliation, and reporting.
  • Explore practical prompting techniques for itineraries, travel requests, traveller communication, expense summaries, and follow-ups.
  • Apply AI to extract and organise information from travel documents, receipts, invoices, and expense records.
  • Identify opportunities to improve coordination speed, documentation accuracy, policy adherence, and administrative productivity.
  • Recognise confidentiality, financial accuracy, travel-policy compliance, approvals, and human-review requirements when using AI.

Tools covered

Generative AI AssistantsAI-Assisted Travel ResearchDocument IntelligenceOCR & Data ExtractionSpreadsheet AnalysisAI-Assisted CommunicationExpense TrackingBasic Workflow Automation

Who should attend

  • Travel Coordinators
  • Travel Desk Executives
  • Administration Executives
  • Expense Coordination Executives
  • Corporate Travel Professionals
  • Administrative Coordinators
  • Executive Assistants
  • Office Administrators
  • Corporate Services Executives
  • Finance Coordination Professionals
  • Travel & Expense Analysts
  • Employee Services Professionals
  • Administration & Facilities Team Leads

Prerequisites & Participant Readiness

  • Basic understanding of business travel or expense-coordination activities
  • Familiarity with travel requests, bookings, receipts, invoices, or reimbursement processes is helpful
  • Basic computer and spreadsheet skills
  • No AI or programming knowledge required
  • No previous Generative AI experience required

TOC Modules

Concepts
  • Understanding Generative AI and its relevance to business travel and expense administration
  • Identifying AI applications across trip planning, communication, document processing, and expense tracking
  • Understanding AI assistance versus policy, finance, and approval responsibility
  • Recognising repetitive and information-heavy Travel & Expense activities suitable for AI support
Practical activities
  • Mapping common Travel & Expense activities to potential AI applications
  • Comparing a manual coordination task with an AI-assisted approach

Scenarios

Business Travel Request to Final Itinerary

Travel Requirement → AI-Assisted Travel Plan → Approval Request → Booking Information → Itinerary → Traveller Communication

Participants use AI to organise a sample business-trip requirement, prepare an approval-ready travel summary, structure the itinerary, and create professional traveller communication.

Business Trip Expenses to Reimbursement Review

Receipts & Invoices → AI Data Extraction → Expense Categorisation → Policy Check → Exceptions → Expense Summary → Review

Participants use AI to extract and organise information from sample expense documents, identify missing or unusual items, and prepare a structured expense summary for administrative and Finance review.

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