Hotel Folio
Hotel Folio is an additional service for Emburse Professional that uses Emburse AI to detect hotel and lodging receipts and split them into expense lines based on their line items. This automation reduces the manual work required to split hotel receipts and submit expenses.
Contact your Emburse account representative to activate Hotel Folio for your organization.
Add a Hotel Receipt to an Expense Report
- Upload the hotel receipt to your Wallet. The receipt displays as one Wallet item. See Uploading Receipts for details.
- Add the receipt to an expense report in one of these ways:
- Create a report from the homepage. See Creating a New Expense Report.
- Add the receipt from the Wallet page. See Manually Adding Expenses from Your Emburse Professional Wallet to an Expense Report.
- Let ReportExecutive include the receipt. See Using ReportExecutive.
- On a draft report, find the receipt in the Mini-Wallet and select Add.
- Open the draft expense report and review the split lines.
Review the Split Lines
Emburse Professional treats the uploaded hotel receipt as the parent line and each itemized expense as a child line.
Each child line receives these values from the receipt:
- Date
- Amount
- Currency
- Category
Each child line inherits these values from the original parent expense line:
- Vendor
- Location
- Reimbursable status
The Reason field displays the line-item text from the receipt.
Because the parent expense is a container for the child expenses, the parent line in the Expenses list displays 0.00 in the Amount and Reimbursable Amount fields. The total amounts for the hotel folio display below the Expenses list.
Hotel Folio Split Conditions
This table shows which actions split a hotel receipt and which actions leave it as one expense line.
| Situation | Result |
|---|---|
| ReportExecutive includes the hotel receipt. | The receipt splits. |
| You create a report from the homepage or the Wallet page. | The receipt splits. |
| On a draft report, you select Add for a hotel receipt in the Mini-Wallet. | The receipt splits. |
| You edit an existing expense line and select the hotel receipt from the Mini-Wallet in the Draft report. | The receipt does not split. |
| You attach the hotel receipt with the Link Receipts Wizard. | The receipt does not split. |
| You change the receipt amount before you add the receipt to a report. | The receipt does not split. |
| The receipt amount does not equal the amount on the linked expense. | The receipt does not split. |
Recommended Expense Categories
We recommend that each user have access to the categories below. Hotel Folio can then assign line items, reducing manual effort. Your organization can also create additional categories.
| Expense Type | Expense Category Name |
|---|---|
| Meals | Meals - Breakfast |
| Meals | Meals - Lunch |
| Meals | Meals - Dinner |
| Lodging | Lodging - Room Rate |
| Lodging | Lodging - Tax |
| Lodging | Lodging - Fee |
| Cash Expense | Snacks |
| Cash Expense | Entertainment |
| Cash Expense | Laundry |
| Cash Expense | Tips and Gratuities |
| Cash Expense | Parking |
| Cash Expense | Postage and Shipping |
| Cash Expense | Events and Conferences |
| Cash Expense | Taxi and Ground Transportation |
| Cash Expense | Gifts and Souvenirs |
| Cash Expense | Fuel |
| Cash Expense | Internet, Wi-Fi, or Telephone |
Merge Rules and Manual Splits
Emburse Professional applies receipt and card merge rules before it splits a hotel receipt. See Using Merge Items in the Emburse Professional Wallet.
To split an expense manually, see Splitting an Expense.