Product Update: Customised (multi level) approval rules with Advanced Approvals

Last Updated on: Mei 6, 2025 at 4:07 am

At TruTrip, we’re always listening to our clients—and one of the most requested features has just landed: a more flexible, powerful approvals system designed to match your internal workflows.

From rule-based logic to multi-level sign-offs, our new Advanced Approvals system gives you the tools to automate and customise travel approvals like never before.

1) Rule-based and multi-level (double) approvals

You can now set up custom rules to ensure that every booking goes to the right approver. An extremely useful feature when you have specific bookings that need to go to different approvers based on certain rules for example when:

• You want any flight, hotel, or any travel booking that costs more than $5000 to require approval from a senior manager instead of the default approver (custom approval rule)
• You want all international (i.e., intercontinental) travel to be approved by the group manager and the CEO. (custom double approval rule)

To make all of this happen, we made a few big changes to existing approval features in the platform.

Firstly, we upgraded the Groups pages (People → Groups) with a brand new approvals tab where you can change the default approvers (previously managers had to be the approvers) and create new custom approval rules.

The new approvals tab under a user group

When creating a custom approval rule, you can define the approvers for bookings based on certain booking criteria such as the price of the flight, the travel distance (domestic/international), billing entity (invoice profile), and many more.

These custom approval rules can either be single (one approver is needed to progress the booking), or double (a second approver is required before a booking can be progressed).

Example of all the custom approval rules you can set per booking

Important things to note about rule-based approvals:

1. Custom approval rules are defined on a group level. Meaning that people outside of a specific group will not follow those specific rules.
2. Double approvals are always sequential (the first approver needs to review the booking first before the second approver is requested to review). This can be changed in the settings.
3. Advanced approvals are only available to customers on a paid subscription to the TruTrip platform.
4. The approval statuses have changed to “pending first approval” or “pending final approval”.

Learn more in the articles below:

• 👉 How to configure Advanced Approvals in your company settings
• 👉 Learn how to set up approval rule
• 👉 How to use multi-level (double) approvals

2) Upgraded approval flow & history log

We simplified the approvals details page by restructuring some of the data that we have available so approvers can quickly understand what’s happening. The big changes that you’ll notice:

1. We made it a bit more clear who the approvers for this booking are, if it requires a second approval, and what those approval statuses are.

2. We have introduced a brand new “Approval details” log which shows a clear history of all approval actions taken, which approvals are still needed, and which policies and approval rules are triggered. Very useful if you need to quickly understand what happened to this booking.

3) Added controls when booking for travellers in other groups

When arranging travel for other team members—especially across departments—it’s important to apply the right policies and approvals.

Previously, bookings followed the booker’s profile, which could cause errors (eg approvals go to the wrong person, inaccurate invoices are issued, etc).

Now, when booking for others, you can manually select,

• Invoice profile (which entity it’s billed to)
• Approval group (which custom approval rules apply)
• Travel policy (which policy applies during search and booking)

This ensures that the correct workflow and financial details are applied based on the traveller(s) and not the booker.

Real-world examples:

• Case 1: Booking for different regions
  A regional office assistant in Malaysia is booking flights for a manager based in Singapore. The Singapore team uses different invoice profiles and requires executive approval for all international trips. With the new popup, the booker can select the Singapore invoice profile and appropriate approval settings to ensure the request routes to the correct approver.
• Case 2: Client billing and project separation
  A booker is arranging travel for a project team where the flights should be billed to a different cost center or entity (e.g., a client-billable project). The pop-up allows the booker to assign the correct invoice profile tied to that client’s billing setup.

Streamline your workflow with our advanced approvals

Head to your Group settings and try out the new Advanced Approvals features—from custom rules to multi-level sign-offs. Whether you’re managing by region, cost, or travel class, you can now tailor the process to match your internal needs.

Learn how to set it up atau reach out to our support team if you’d like help getting started.