Sanderwell Travel & Expense automates the reimbursement math other tools leave manual—above all the home-commute mileage deduction—codes every trip to your chart of accounts, and routes approvals on department and account. Switch on the rules your policy actually has, and leave the rest off.
Not an inconvenience. Every one of these produces a finding, and every one of them is a rule a computer should be applying instead of a person.
Travel policies routinely require subtracting a traveler's normal home-to-station commute when they depart from home. Travelers forget, spreadsheets do not enforce it, and general-purpose expense tools leave it entirely manual.
Staff look up GSA rates by ZIP, apply the 75% first- and last-day rule, deduct hosted meals, and cap lodging at the room rate. Every step is a place to get it wrong, and every correction goes back through the finance office.
Email routing has no dollar thresholds, no record of who approved what and when, and no way to delegate when an approver is out for two weeks in July.
The traveler guesses at the account, then accounts payable re-keys it into the ERP. The errors bounce back, and the same trip is handled three times.
Your travel policy is entered once, as rules. After that the software applies them to every form, every time, without depending on anyone remembering.
The one thing nobody else automates. Each traveler has a work schedule and saved work locations, and a configurable commute policy decides how the deduction applies—workdays only, lesser-of-home-or-station, and so on. The subtraction happens on the form, before it is submitted, and is visible on the claim rather than buried in a note.
CONUS rate lookup by ZIP, first- and last-day proration, hosted-meal deductions, a lodging cap applied to the room rate with tax on top, and a fixed incidental amount. Per-diem rule sets let in-state and out-of-state travel follow different rules without maintaining two processes.
Account segments are defined the way your ledger is—fund, organization, account, program, activity, location—so a trip is coded at entry in the same structure accounts payable posts it in. Segment values control who can charge what, and drive which per-diem rules apply.
Sequential approval workflow with dollar thresholds, a pending-approvals queue, and date-range delegation when an approver is away. Approve-before and claim-after are distinct forms, with the claim checked for variance against the approved baseline.
A single PDF, or a batch ZIP, bundling the form, its approval history, its status history, and the log of who viewed personal information on it. Receipts are uploaded against the specific expense line they support, malware-scanned, and merged into one documentation PDF. Every export is itself logged.
Travelers describe the trip in plain language—drove to a one-day meeting at the regional office on June 3, $8 for parking—and Sanderwell returns a filled-in draft. The traveler reviews and edits every field before anything is submitted.
The draft is a starting point, not a calculation. Mileage, per diem, and account coding are computed by the rules your policy configures, exactly as they are on a form keyed by hand. An auditor sees numbers produced the same way either time.
Off until you turn it on, per organization. Where your AI policy requires the request stay inside your own cloud tenant, it can be configured to run there. What we do with the text you enter.
Procurement is rarely the hard part. IT security, the ADA coordinator, and the controller are.
The enterprise travel suites are good software. They are also built for a multinational with corporate cards, negotiated airline contracts, and a travel department—and they are priced and configured for that company. An employer with a few hundred travelers a year ends up paying for a platform it will use a tenth of, and still doing the commute deduction by hand, because a global product has no reason to model one organization's travel rules.
We solve a smaller problem completely. Travel and expense is the whole product rather than a module sitting beside procurement and payroll, so your rules live in configuration instead of in a customization—setup is measured in weeks, the configuration is one your finance office can read, and the exports still land in the books you already keep.
Which rules apply is your decision. Per diem, the commute deduction, conference-hotel exemptions, receipt requirements, and account segments are each switched on per organization and off by default. An agency running GSA rates and a private employer paying a flat mileage rate configure the same product differently rather than buying different ones.
A demo is worth more when it is configured to your policy rather than ours. Tell us what your organization runs on and we will set it up that way before we show you anything.