From a6e75566bf14e69af1c2a00f9f9eb6633a7e434c Mon Sep 17 00:00:00 2001
From: Ted Harris <ted@expensify.com>
Date: Wed, 2 Jul 2025 00:15:48 +0100
Subject: [PATCH 1/2] Update travel docs for dynamic itinerary generation
 improvements

- Remove references to trip expense reports being created automatically
- Clarify that travel expenses follow workspace scheduled submit rules
- Add context that trip itineraries remain accurate regardless of expense handling
- Update analytics documentation to reflect trip-level data source
- Add FAQ explaining improved expense handling
- Enhance approval documentation with itinerary accuracy assurance

These changes support the 'Harden dynamic itinerary generation' project
by updating documentation to reflect the new backend architecture where
trip data is stored in rNVPs rather than being derived from expenses.
---
 .../expensify-classic/travel/Approve-travel-expenses.md      | 4 +++-
 .../expensify-classic/travel/Book-With-Expensify-Travel.md   | 2 +-
 .../travel/Edit-or-cancel-travel-arrangements.md             | 2 ++
 .../expensify-classic/travel/Track-Travel-Analytics.md       | 2 +-
 .../articles/new-expensify/travel/Approve-travel-expenses.md | 4 +++-
 .../new-expensify/travel/Book-with-Expensify-Travel.md       | 2 +-
 .../travel/Edit-or-cancel-travel-arrangements.md             | 4 ++--
 docs/articles/new-expensify/travel/Track-Travel-Analytics.md | 2 +-
 docs/articles/new-expensify/travel/Travel-Approval-Types.md  | 2 +-
 help/travel.md                                               | 5 ++++-
 10 files changed, 19 insertions(+), 10 deletions(-)

diff --git a/docs/articles/expensify-classic/travel/Approve-travel-expenses.md b/docs/articles/expensify-classic/travel/Approve-travel-expenses.md
index 1637ae2c1ac6..ccfe5340001f 100644
--- a/docs/articles/expensify-classic/travel/Approve-travel-expenses.md
+++ b/docs/articles/expensify-classic/travel/Approve-travel-expenses.md
@@ -3,7 +3,9 @@ title: Approve travel expenses
 description: Determine how travel expenses are approved
 ---
 
-Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel. 
+Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel.
+
+Trip itineraries are maintained with complete booking information, ensuring accurate trip details are always available regardless of how individual expenses are handled. 
  
 - **Soft Approval**: Bookings are automatically approved as long as a manager does not decline them within 24 hours. However, this also means that if a manager does not decline the expenses, the arrangements will be booked even if they are out of policy. If a booking is declined, it is refunded based on the voiding/refund terms of the service provider.
 - **Hard Approval**: Bookings are automatically canceled/voided and refunded if a manager does not approve them within 24 hours. 
diff --git a/docs/articles/expensify-classic/travel/Book-With-Expensify-Travel.md b/docs/articles/expensify-classic/travel/Book-With-Expensify-Travel.md
index a81616e998fe..91651bc64372 100644
--- a/docs/articles/expensify-classic/travel/Book-With-Expensify-Travel.md
+++ b/docs/articles/expensify-classic/travel/Book-With-Expensify-Travel.md
@@ -34,7 +34,7 @@ To book travel from the Expensify web app,
 
 The traveler is emailed an itinerary of the booking. Additionally,  
 - Their travel details are added to a Trip chat room under their primary workspace. 
-- An expense report for the trip is created.
+- Travel expenses are automatically added to expense reports following your workspace's scheduled submit rules.
 - If booked with an Expensify Card, the trip is automatically reconciled.
 
 {% include info.html %}
diff --git a/docs/articles/expensify-classic/travel/Edit-or-cancel-travel-arrangements.md b/docs/articles/expensify-classic/travel/Edit-or-cancel-travel-arrangements.md
index d7d232aa2036..852fded26c0a 100644
--- a/docs/articles/expensify-classic/travel/Edit-or-cancel-travel-arrangements.md
+++ b/docs/articles/expensify-classic/travel/Edit-or-cancel-travel-arrangements.md
@@ -3,6 +3,8 @@ title: Edit or cancel travel arrangements
 description: Modify travel arrangements booked with Expensify Travel
 ---
 
+Your trip itinerary is maintained with the latest booking information and can be accessed any time through your trip room.
+
 To edit or cancel a travel arrangement,
 1. Click Travel in the left menu.  
 2. Click Book or Manage Travel.  
diff --git a/docs/articles/expensify-classic/travel/Track-Travel-Analytics.md b/docs/articles/expensify-classic/travel/Track-Travel-Analytics.md
index 59cddbba43dd..ed1f0a259b29 100644
--- a/docs/articles/expensify-classic/travel/Track-Travel-Analytics.md
+++ b/docs/articles/expensify-classic/travel/Track-Travel-Analytics.md
@@ -3,7 +3,7 @@ title: Track Travel Analytics
 description: Get insight into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. 
 ---
 
-Expensify Travel provides insights into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. These analytics help Workspace Admins:
+Expensify Travel provides comprehensive insights into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. Analytics are based on complete trip-level data that remains accurate regardless of individual expense handling. These analytics help Workspace Admins:
 
 - See global employee locations with a real-time employee location map
 - Analyze travel spend based on details such as trip, traveler, or carrier
diff --git a/docs/articles/new-expensify/travel/Approve-travel-expenses.md b/docs/articles/new-expensify/travel/Approve-travel-expenses.md
index 71a59632a048..d147fa6a032f 100644
--- a/docs/articles/new-expensify/travel/Approve-travel-expenses.md
+++ b/docs/articles/new-expensify/travel/Approve-travel-expenses.md
@@ -3,7 +3,9 @@ title: Approve travel expenses
 description: Determine how travel expenses are approved
 ---
 
-Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel. 
+Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel.
+
+Trip itineraries are maintained with complete booking information, ensuring accurate trip details are always available regardless of how individual expenses are handled. 
  
 - **Soft Approval**: Bookings are automatically approved as long as a manager does not decline them within 24 hours. However, this also means that if a manager does not decline the expenses, the arrangements will be booked even if they are out of policy. If a booking is declined, it is refunded based on the voiding/refund terms of the service provider.
 - **Hard Approval**: Bookings are automatically canceled/voided and refunded if a manager does not approve them within 24 hours. 
diff --git a/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md b/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md
index c87c97565984..cc796f2bf220 100644
--- a/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md
+++ b/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md
@@ -49,5 +49,5 @@ Contact your Account manager or salesteam@expensify.com to get a demo of travel
 
 The traveler is emailed an itinerary of the booking. Additionally,  
 - Their travel details are added to a Trip chat room under their primary workspace. 
-- An expense report for the trip is created.
+- Travel expenses are automatically added to expense reports following your workspace's scheduled submit rules.
 - If booked with an Expensify Card, the trip is automatically reconciled.
diff --git a/docs/articles/new-expensify/travel/Edit-or-cancel-travel-arrangements.md b/docs/articles/new-expensify/travel/Edit-or-cancel-travel-arrangements.md
index 152dd572690c..cc29b816446b 100644
--- a/docs/articles/new-expensify/travel/Edit-or-cancel-travel-arrangements.md
+++ b/docs/articles/new-expensify/travel/Edit-or-cancel-travel-arrangements.md
@@ -3,7 +3,7 @@ title: Edit or cancel travel arrangements
 description: Modify travel arrangements booked with Expensify Travel
 ---
 
-You can review your travel arrangements any time by opening the Trip chat in your inbox. For example, if you booked a flight to San Francisco, a “Trip to San Francisco” chat will be automatically added to your chat inbox.  
+You can review your travel arrangements any time by opening the Trip chat in your inbox. For example, if you booked a flight to San Francisco, a "Trip to San Francisco" chat will be automatically added to your chat inbox. Your trip itinerary is always kept up-to-date with the latest booking information, regardless of where your travel expenses are located.  
 
 To edit or cancel a travel arrangement,
 1. Open your Inbox.  
@@ -12,7 +12,7 @@ To edit or cancel a travel arrangement,
 4. Click **Modify Trip**.
 5. Select **Modify** or **Cancel**.
    
-If there is an unexpected change to the itinerary (for example, a flight cancellation), Expensify’s travel partner **Spotnana** will reach out to the traveler to provide updates on those changes. 
+If there is an unexpected change to the itinerary (for example, a flight cancellation), Expensify's travel partner **Spotnana** will reach out to the traveler to provide updates on those changes. 
 
 {% include info.html %}
 You can click **Get Support** on your emailed travel itinerary for real-time help with the booking. Any modifications, exchanges, or voidings made to a trip via support will incur a $25 booking change fee.
diff --git a/docs/articles/new-expensify/travel/Track-Travel-Analytics.md b/docs/articles/new-expensify/travel/Track-Travel-Analytics.md
index 041da33da987..9088ba0cd773 100644
--- a/docs/articles/new-expensify/travel/Track-Travel-Analytics.md
+++ b/docs/articles/new-expensify/travel/Track-Travel-Analytics.md
@@ -3,7 +3,7 @@ title: Track Travel Analytics
 description: Get insight into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. 
 ---
 
-Expensify Travel provides insights into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. These analytics help Workspace Admins:
+Expensify Travel provides comprehensive insights into company travel bookings to ensure real-time duty of care reporting and travel policy compliance. Analytics are based on complete trip-level data that remains accurate regardless of individual expense handling. These analytics help Workspace Admins:
 
 - See global employee locations with a real-time employee location map
 - Analyze travel spend based on details such as trip, traveler, or carrier
diff --git a/docs/articles/new-expensify/travel/Travel-Approval-Types.md b/docs/articles/new-expensify/travel/Travel-Approval-Types.md
index b454c15af5af..be0249200250 100644
--- a/docs/articles/new-expensify/travel/Travel-Approval-Types.md
+++ b/docs/articles/new-expensify/travel/Travel-Approval-Types.md
@@ -6,7 +6,7 @@ keywords: Expensify Travel, approval types, soft approval, hard approval, passiv
 
 <div id="new-expensify" markdown="1">
 
-Expensify Travel uses a tiered approval system to help organizations balance booking efficiency with policy oversight. Here's how each approval type works, and when to use them.
+Expensify Travel uses a tiered approval system to help organizations balance booking efficiency with policy oversight. Trip itineraries are maintained with complete booking information to ensure accuracy throughout the approval process. Here's how each approval type works, and when to use them.
 
 # Expensify Travel approval types
 
diff --git a/help/travel.md b/help/travel.md
index 351f83f90ba4..435401a8932e 100644
--- a/help/travel.md
+++ b/help/travel.md
@@ -74,7 +74,7 @@ To book travel from the Expensify app, follow these steps:
 
 The traveler is emailed an itinerary of the booking. Additionally,
 - Their travel details are added to a Trip chat room under their primary workspace.
-- An expense report for the trip is created.
+- Travel expenses are automatically added to expense reports following your workspace's scheduled submit rules.
 - If booked with an Expensify Card, the trip is automatically reconciled.
 
 ### [Submit Travel Request] How do I submit a travel request for approval?
@@ -163,6 +163,9 @@ It is recommended to have multiple approvers set up for travel, as there is no d
 ### Can travelers upload a document when submitting a trip for approval?
 Travelers cannot upload a document at the time of trip submission, but companies can use a 'reason code' in the Out of Policy rules, which travelers complete at checkout. Documents can then be added to the expense report during submission in Expensify.
 
+### How are travel expenses handled after booking?
+Travel expenses from bookings are automatically added to your regular expense reports following your workspace's scheduled submit rules, rather than being grouped in trip-specific reports. Your trip itinerary remains accurate and up-to-date regardless of how individual expenses are managed or moved between reports.
+
 ### [Expense Integration] How do I use Expensify Travel with Expensify Expense?
 Expensify Travel works seamlessly with Expensify Expense to automate the handling of travel expenses:
 * **Automatic expense capture** - Travel-related expenses (flights, hotels, meals) are automatically imported into Expensify Expense for easy tracking and reimbursement.

From 6b92693d0bd4dd5de8ba1cd4effdae65d540ca89 Mon Sep 17 00:00:00 2001
From: Ted Harris <ted@expensify.com>
Date: Wed, 2 Jul 2025 00:22:24 +0100
Subject: [PATCH 2/2] Discard changes to help/travel.md

---
 help/travel.md | 5 +----
 1 file changed, 1 insertion(+), 4 deletions(-)

diff --git a/help/travel.md b/help/travel.md
index 435401a8932e..351f83f90ba4 100644
--- a/help/travel.md
+++ b/help/travel.md
@@ -74,7 +74,7 @@ To book travel from the Expensify app, follow these steps:
 
 The traveler is emailed an itinerary of the booking. Additionally,
 - Their travel details are added to a Trip chat room under their primary workspace.
-- Travel expenses are automatically added to expense reports following your workspace's scheduled submit rules.
+- An expense report for the trip is created.
 - If booked with an Expensify Card, the trip is automatically reconciled.
 
 ### [Submit Travel Request] How do I submit a travel request for approval?
@@ -163,9 +163,6 @@ It is recommended to have multiple approvers set up for travel, as there is no d
 ### Can travelers upload a document when submitting a trip for approval?
 Travelers cannot upload a document at the time of trip submission, but companies can use a 'reason code' in the Out of Policy rules, which travelers complete at checkout. Documents can then be added to the expense report during submission in Expensify.
 
-### How are travel expenses handled after booking?
-Travel expenses from bookings are automatically added to your regular expense reports following your workspace's scheduled submit rules, rather than being grouped in trip-specific reports. Your trip itinerary remains accurate and up-to-date regardless of how individual expenses are managed or moved between reports.
-
 ### [Expense Integration] How do I use Expensify Travel with Expensify Expense?
 Expensify Travel works seamlessly with Expensify Expense to automate the handling of travel expenses:
 * **Automatic expense capture** - Travel-related expenses (flights, hotels, meals) are automatically imported into Expensify Expense for easy tracking and reimbursement.
