WorkFlex integrates with various business travel booking tools, allowing you to seamlessly review and generate compliance checks faster than any other provider. Our travel tool integration can easily be set up with various booking tools out there simply by gathering the necessary travel itinerary information (name, travel dates, start & destination country) from the booking confirmation emails.
With SAP Concur, there are multiple options to directly feed business travel confirmations into the WorkFlex compliance platform. Below are the available integration options:
1. Include us in trip booking confirmation emails (Recommended) 📩
There are two options available to set up auto forwarding of booking confirmation emails to WorkFlex:
Option 1: Include a WorkFlex mailbox that we will generate for you (e.g., [email protected]) in the BCC/CC field of booking confirmation emails, trip details will automatically be forwarded to WorkFlex’s trip detection engine. This allows us to retrieve the necessary information to evaluate the trip and, if needed, create the required compliance checks.
This function must be set up with your Customer Success Manager (CSM) at SAP Concur, as it is not accessible directly through the platform’s settings.
Option 2: As SAP CONCUR has limitations with the number of email addresses within the travel booking confirmation’s email (which are sent to the traveler post booking) BCC/CC fields, there might be a scenario where you are already using this field for other internal purposes.
In this case, you can simply add the WorkFlex mailbox (e.g., [email protected]) in an automatic forward rule directly to the mailbox used in BCC/CC field. This way, the confirmation mail would first be sent to the mailbox you have already specified in SAP Concur. Then the mailbox would automatically forward a copy to your WorkFlex mailbox.
As an alternative, we can also flip this flow around by putting the WorkFlex mailbox into SAP Concur and then forwarding any emails received from TravelPerk back to your original mailbox.
2. SAP Concur Web Services Module 🔗
If you already have the Web Services Module with SAP Concur, our development team can collaborate with your team to help you build a small middleware tool. This tool will extract the necessary trip details for upcoming business trips and send that data directly to WorkFlex via our Open API
As this option requires additional engineering effort from your side, it is important that this is communicated in the onboarding period so that we can support and have the platform up and running as soon as possible.
For more information about our Open API, please follow the link here to our documentation.
3. Third Party Booking Agencies
A number of SAP Concur accounts utilize a third-party booking agent (i.e. AMEX GBT) to fulfill the business trip booking requests. If this is the case, it is important to reach out directly to your specific travel agent and provide them with the details shared above, especially option #1 as they will have ability to include the custom @getworkflex.com email within their booking tool, which will then be forwarded to the WorkFlex for us to proceed with the compliance reviews.
4. Manual & auto forwarding of booking confirmation emails from traveler's Inbox 📧
If both options from above do not work for you, you can also choose to automatically or manually forward emails directly from the traveler's inbox to the WorkFlex mailbox (e.g., [email protected]).
Establish a policy with your employees that they manually forward any booking confirmations from SAP Concur to the WorkFlex mailbox.
Establish a policy where each employee needs to set up a forwarding rule on their own. While this takes only a few minutes, it would still mean additional setup effort required to be done by each employee. Below is a brief step by step guide on how to set up forwarding rules within an email inbox. Please note that each email client (Outlook, Gmail, etc.) may vary slightly from the following instructions.
For some email providers (e.g. Microsoft Exchange), it is also possible to set up a global automatic forwarding rule that can forward all booking confirmation emails received in any employee's mailbox automatically to WorkFlex. This way, employees would not need to do anything manually.
How to set up email forwarding manually 📨
Think of email forwarding like a mail carrier who reads the address on a letter and sends it to another location without you having to do anything. You can tell your email account to do the same with certain emails.
Since different email providers (like Gmail, Outlook, Yahoo) have slightly different steps, here’s the general way to do it:
1. Open your email settings
Go to your email inbox (Gmail, Outlook, etc.).
Look for "Settings" (it usually looks like a little gear ⚙️).
2. Find the "Rules" or "Filters" section
Look for an option called "Rules," "Filters," or "Forwarding."
This is where you can tell your email what to do when certain messages arrive.
3. Create a new rule
Click on "Create Rule" or "New Filter."
Choose what kind of emails should be forwarded (for example, emails from a certain person or with a specific word in the subject).
4. Set up auto-forwarding
Select "Forward to" and enter the email address where these messages should go.
Save your changes.