Most of your staff never file a travel claim, and some of the people you reimburse do not work for you at all. Charging for either is how enterprise travel suites get expensive, so we do not do it.
One license per organization, covering the platform itself: your tenant, your configuration, your account structure, and the shared identity and administration layer. Billed annually, on a fiscal year set to match yours.
Counted on the people who sign in and file for themselves. The count is taken once, at the start of your term, and fixed for its length—so the figure quoted to you is the figure that goes on the purchase order.
Single sign-on against Microsoft Entra ID, a custom domain for your tenant, and a managed mail sender for outbound notifications. Each is priced separately because many organizations already run their own, and there is no reason to charge them for it twice.
You budget a year ahead, against a purchase order, for an amount that has to be right before the year begins. So our side of that is simple: no invoice from us that you did not agree to before your fiscal year started.
Your traveler count is taken at the start of the term and does not move during it. Nothing is measured in arrears, and there is no true-up invoice at the end of the year to reconcile against a purchase order that has already been closed.
A hiring push in February or a new grant in March does not change what you owe. Travelers added mid-term cost nothing until the term ends, which means nobody has to ask permission to put a new employee on the system.
Interview candidates, guest speakers, board members, students. A travel administrator creates them and files on their behalf; they never receive an account, so they are never counted. Unlimited, at no cost, however many you have in a year.
A dean who approves forty forms and never travels is not a traveler, and is not billed as one. The same goes for accounts payable, auditors, and system administrators. If they do not file for themselves, they do not count.
We recount, and we tell you the number at least 90 days beforehand—in time for it to go into the next budget rather than land on top of one already approved. Because that moment is one you are already rebuilding a budget for, a change there is a planned line item rather than a surprise.
Volume thresholds work like tax brackets, not like tiers. Crossing one prices the travelers above it at the better rate and never reprices the ones below it. There is no count at which adding a single traveler produces a step change in what you pay: one more traveler costs one more traveler.
There is one product. These are not a higher tier, and they are not a professional services line item.
Commute deduction, per-diem rule sets, approval workflow, account segments, booking queue, receipt handling, and the audit packet. No feature is held back for an enterprise tier.
We configure your travel policy, account structure, and approval routing with you. Setup is part of buying the product, not a separate engagement.
WCAG 2.1 AA across the application. Not an accessibility add-on, and not a remediation project scheduled after go-live.
Product updates, GSA rate changes, and support are part of the subscription. There is no upgrade fee and no version you have to stay behind on.
Tell us roughly how many people file their own travel forms in a year and which of the add-ons you need, and we will put a number in writing. If you are early enough that you do not know yet, that is a normal place to start a conversation—working it out is part of what we do with you.
On variability. We aim to be completely transparent with our partners. A quote covers the common scenarios; any additional cost we would pass through to you is set out in the service agreement and reviewed with you out loud before anything is signed.