---
title: "Querying for Travel Expenses"
slug: "querying-for-travel-expenses"
status: "new"
updated: 2026-06-18T22:21:50Z
published: 2026-06-18T22:21:50Z
canonical: "knowledge.technolutions.net/querying-for-travel-expenses"
---

> ## Documentation Index
> Fetch the complete documentation index at: https://knowledge.technolutions.net/llms.txt
> Use this file to discover all available pages before exploring further.

# Querying for Travel Expenses

You can query for travel expenses to review spending by expense owner, trip, reimbursement status, expense type, date, amount, and notes. This can help your team monitor travel budgets, identify expenses awaiting reimbursement, and review expense records before planning future travel.

#### Try a Slate example 💼

Copy this [Suitcase](/docs/suitcase-import) ID and paste it in **Database → Suitcase Import** to import a pre-made example query:

```SuitcaseID
c92d7007-8847-4d52-918c-cf5b3effb2c8:slate-admissions-showcase
```

> [!NOTE]
> 💡 Tip
> 
> Find this query and other importable examples in the [Admissions Showcase environment](/v1/docs/showcase-environments).

## Reviewing travel expenses

A travel expense query can show each expense with the trip, expense owner, date, amount, status, type, and notes. Use this kind of query when you need a working list of expenses for reimbursement review, budget tracking, or audit preparation.

The example includes inactive starter filters for common review scenarios. Activate or adjust those filters when you want to narrow the results to a specific user, reimbursement status, expense type, or minimum amount.

![](https://cdn.us.document360.io/cd8ea7a6-07f3-4846-a554-627ac016d3e3/Images/Documentation/Querying for Travel Expenses.png)

## Building the query

### Create the query

1. Go to **Queries / Reports**.
2. Select **New Query**.
3. Configure the following settings:
  - **Name:** Travel expenses
  - **Folder:** Select the folder where the query should be saved.
  - **Type:** Configurable Joins
  - **Base:** Expense
4. Select **Save**.

### Add joins

The user join makes the expense owner available. The trips subquery join connects each expense owner's trip record to the expense rows so the query can include trip details alongside each expense.

1. Select **Join**.
2. Select **User**.
3. Select **Save**.
4. Select **Subquery Join**.
5. Configure the subquery join to return the matching **Trip** record where the trip user matches the joined expense user.
6. Name the join **Trips**.
7. Save the subquery join.

### Add starter filters

Add filters like these when you want the query to be ready for common review scenarios. In the imported example, these filters are inactive so the query can still return all expense rows until you activate the filters you need.

| Filter path | Operator | Value |
| --- | --- | --- |
| User / Name | IN | (Current User) |
| Expense / Status | IN | Awaiting Reimbursement |
| Expense / Type | IN | Car Rental |
| Expense / Amount | >= | 100 |

For each direct filter, use this pattern:

1. Select **Filter**.
2. Under **Expense** or the joined **User** path, select the field.
3. Select **Continue**.
4. Set the filter operator.
5. Select or enter the filter value.
6. Select **Save**.

### Add exports

Exports can vary by database, but this example shows the kinds of columns that are useful for expense review.

- **Trips / Name**
- **Trip Date**, a subquery export that formats the joined trip's start and stop dates as one date range
- **User / Full Name**
- **Expense / Name**
- **Expense / Status**
- **Expense / Type**
- **Expense / Date**
- **Expense / Amount**
- **Expense / Notes**

### Adding the Trip Date subquery export

The Trip Date export makes the output easier to scan by combining the joined trip's start and stop dates into one date-range column.

1. Select **Subquery Export**.
2. Name the export **Trip Date**.
3. In the subquery, use the joined **Trips** record.
4. Export a concatenated value that combines the trip start date, a hyphen, and the trip stop date.
5. Use the concatenate output setting.
6. Select **Save**.

### Add a sort

1. Select **Sort**.
2. Under **Expense**, select **Date**.
3. Set the sort direction to ascending.
4. Select **Save**.

## Customizing the results

Use the starter filters as examples, then adjust them for your local review process. For example, you might filter by a different reimbursement status, a date range, a specific travel folder, or a minimum amount that matches your internal approval threshold.

You can also add or remove exports to match your reporting needs. Common additions include trip location, payment method, staff territory, or other local fields your team uses to review travel activity.