Payments & expenses
Every booking already coded
Each charge carries its legal entity, department and project code from the moment it's booked. Finance gets invoices per entity, refunds and credits tracked to the cent, and files their systems can import.
Walk-through
From booking to the ledger
Payment methods
How each booking is paid
Company billed
We pay the supplier and invoice your entity monthly. Most programs put air, rail and hotels here.
Company card
A company card on file is charged by the supplier. The charge is still allocated and reported.
Employee paid
Paid by the traveler, for example hotel incidentals. Listed separately so they can be reimbursed through your expense system.
Who does what
What happens inside silentVIP, and what happens in your systems
Inside silentVIP
- Allocating each charge to an entity, department and project
- Invoices per legal entity and period
- Tracking refunds from requested to received
- Tracking unused ticket credits and applying them to new bookings
- Producing journal and expense files, and checking them for missing data first
In your own systems
- Paying our invoices
- Importing journal files into QuickBooks Online, Xero, NetSuite or your general ledger
- Reimbursing employee-paid items through Expensify, SAP Concur or payroll
- Approving expense reports
Credits and refunds are covered in detail under credit and refund recovery.
Examples
What finance receives
Redacted examples with fictional data.
| Line | Allocation | Amount |
|---|---|---|
| Air · JFK–LHR–JFK · A. Rivera | US Inc. · Sales · CLIENT-NORTH | $1,182.00 |
| Hotel · London, 3 nights · A. Rivera | US Inc. · Sales · CLIENT-NORTH | $894.00 |
| Rail · New York–Washington · J. Okafor | US Inc. · Delivery · PRJ-114 | $146.00 |
| Service fees (3 bookings at Program fees: flight $22, hotel and rail $12 each) | US Inc. | $46.00 |
| Total | $2,268.00 |
| Refund | Status | Expected | Received |
|---|---|---|---|
| Hotel canceled · Chicago | Received | $412.00 | $412.00 |
| Air schedule change · AUS–SFO | Processing | $238.00 | $0.00 |
| Rail · Boston–NYC | Requested | $89.00 | $0.00 |
| Date | Account | Entity | Dept | Project | Debit |
|---|---|---|---|---|---|
| 2026-09-30 | 6410 Travel – Air | UK | SAL | CLIENT-NORTH | 1182.00 |
| 2026-09-30 | 6420 Travel – Hotel | UK | SAL | CLIENT-NORTH | 894.00 |
| 2026-09-30 | 6430 Travel – Fees | UK | 56.00 |
Evidence
What you can measure from week one
Every figure below comes from your own bookings in the portal, from the first trip. No benchmarks, no borrowed case studies.
Policy compliance
The share of bookings in policy, every exception with its justification, and who approved it.
Budget against spend
Spend by department, project, supplier and traveler for any period, set against each department's budget.
Allocation coverage
The share of spend carrying an entity, department and project code, so month-end gaps show before close.
Money owed back
Refunds requested, processing and received, with outstanding and recovered kept separate.
Unused ticket credits
Every open credit by traveler and airline, with its expiry, until it's used.
Emissions
Estimated CO2e per booking using the UK government's published factors, exportable to CSV.
See all of it on our fictional demo company in the sample monthly report.
Questions
What buyers ask about payments & expenses
Can we have separate invoices for each legal entity?
Do you issue corporate cards?
What if a booking is coded to the wrong department?
Which accounting systems can import your files?
Do you hold traveler payment cards?
See a month end on silentVIP
We'll take a fictional company from bookings to invoices and a journal export.
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