A structured claim for store visit travel, ready for one-tap approval.
A travel expense approval checklist is a short claim form that an Area Manager fills after a store visit trip, so the Regional Head can approve it without chasing bills or asking why the trip happened. It records the purpose of the trip, the stores visited and their audit links, the travel dates and mode, fare and hotel amounts with photos of every bill, the per diem claimed and any advance already taken. Because store visits are logged in BorentisOps with GPS and time stamps, the reviewer can match the claim to the visits actually done. There is no score. The Regional Head approves, sends back with a query, or rejects, and finance pays from the approved entry.
Free. No form. The workbook has the same columns as the table below, with the score formula and a fatal-item check in place.
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 1 | Trip purpose | What was the purpose of this trip, such as a quarterly audit, a new store opening or a festive season readiness check? | Text | No | One or two lines naming the reason and the audit or project it relates to. |
| 2 | Stores visited | Which stores did you visit on this trip, and on which date was each visit? | Text | No | Each store listed with its visit date, matching the audits submitted in BorentisOps. |
| 3 | Travel dates | What were the start and end dates of the trip? | Text | No | Departure and return dates, with the number of nights away from base. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 4 | Mode of travel | What mode of travel did you use for each leg, and was it within your grade entitlement? | Text | No | Each leg listed as train, bus, flight, cab or own vehicle, with class of travel. |
| 5 | Fare amount | What is the total fare amount claimed for the trip, in rupees? | Number | No | Total fare in rupees, matching the sum of the tickets and cab bills attached. |
| 6 | Hotel amount | What is the total hotel amount claimed, in rupees, including GST? | Number | No | Hotel total in rupees with GST, on a GST invoice in the company's name. |
| 7 | Bills photo | Have you taken a live photo of every bill, ticket and GST invoice claimed on this trip? | Photo | Required | Every bill photographed flat and readable, amounts and dates visible, one photo per bill. |
| # | Item | Audit question | Answer | Photo | What good looks like |
|---|---|---|---|---|---|
| 8 | Per diem claimed | How many days of per diem are you claiming, and at what daily rate in rupees? | Number | No | Days multiplied by the grade rate, excluding days where meals were provided. |
| 9 | Advance adjusted | Did you take a travel advance for this trip, and how much in rupees should be adjusted? | Number | No | Advance amount in rupees, or zero if none was taken, with the advance date. |
| 10 | Net amount payable | What is the net amount payable to you, or recoverable from you, after adjusting the advance? | Number | No | Fare plus hotel plus per diem minus advance, shown as payable or recoverable. |
Loaded into BorentisOps, each required photo is live, GPS and time-stamped, so a photo from yesterday or another store does not pass. Where the brand has a docket or display standard, Drishti scores the photo against it and marks the misses. Every fail raises a ticket with an owner and a deadline, and the regional head sees the store on a heat map before the next visit.
The checklist runs offline and syncs when signal returns, in Hindi, English and Hinglish, and the operations score sits next to the store's selling score from Borentis Floor on one store card. Pricing is per store, so every area manager and staff member in the store is on the app.
Because the Regional Head gets every claim in the same shape, with the stores visited, the amounts and the bill photos in one place. Emails with scanned bills get lost and have to be rebuilt by finance. A structured claim can also be matched against the store visits logged in BorentisOps, which have GPS and time stamps, so the reviewer can see that the trip actually happened.
No. It is an approval template, not an audit, so every entry is weighted equally and there is no score or fatal item. The reviewer either approves the claim, sends it back with a query in a remark, or rejects it. A claim that is missing a bill photo or a store visit date should be sent back rather than approved with a note.
Yes. Add local cab or auto fares into the fare amount and photograph each receipt. If your brand pays local conveyance as a fixed daily allowance instead, record it under per diem and say so in the trip purpose. The aim is that finance can reconcile the total to the attached bills without calling you.
Yes. The Excel download keeps the same columns BorentisOps uses: section, item, question, answer type, photo rule, weight, fatal flag and the note on what good looks like. It imports as a checklist, and a Borentis onboarding person maps the filled-by and reviewed-by roles to your people and assigns it to your stores. You can add brand-specific entries such as a cost centre code or grade before it goes live.