Your travel desk stops retyping emails. Your vendors stop sending corrected invoices.
Travel Softdrive gives corporate travel and admin teams a single platform to ingest employee travel requests from email, assign them to rate-contracted vendors, track duty slips, reconcile TDS, and pull one consolidated GST-compliant invoice at month-end — instead of 40 vendor emails in 40 different formats.
No credit card required. Set up in 15 minutes.
Illustrative view — data shown is for demonstration only.
Without it
- ×Employees forward travel requests by email that nobody can act on without retyping every line — guest name, pickup, drop, flight number — into a vendor booking form
- ×You have rate contracts with four preferred vendors, but the per-duty rate applied is whoever replied first — and the finance team catches the overcharge only three months later
- ×Duty slips are signed paper forms that travel from the airport to a desk to a scanner to an email, and half of them never make it to the invoice
- ×Month-end brings 40 vendor invoices in 40 formats — some with GST breakup, some without, some with TDS deducted, some not — and reconciliation is a full-time job by itself
- ×The CFO asks how much the company spent on ground transport last quarter and broken down by which business unit — and nobody can answer in under a week
With Travel Softdrive
- Employee emails become structured booking drafts the desk confirms with one click — the AI handles every format, forwarded thread, and CC chain
- Preferred-vendor rate contracts apply automatically; the platform flags any duty billed outside the contract for approval before payment
- Duty slips are digital, OTP-verified by the guest at pickup, and auto-attached to the vendor invoice — no paper stops flowing
- Vendors submit pre-invoices inside the platform; you approve or raise comments on the invoice itself; e-invoice IRN and GST 2B match are handled in the same flow
- Real-time dashboards show spend by business unit, by vendor, by route — the CFO gets the answer while he is still asking the question
What's inside
AI email-to-booking
Employee emails — including forwarded threads from EAs, multi-leg itineraries, and CC'd admin chains — are parsed into structured booking drafts. Fuzzy deduplication handles the same request that arrives via three routes. The AI learns your company's request patterns.
Rate contracts with preferred vendors
Per-vendor rate cards by city, vehicle group, duty type, and shift. Any duty billed outside the contract is auto-flagged. Rate approval workflow ensures no vendor quietly slips in a higher rate mid-contract.
Digital duty slip management
OTP-verified pickup and drop, odometer photo checkpoints, guest signature on the driver app, and the duty slip auto-attaches to the vendor's pre-invoice. Nothing gets billed without a verified slip.
GST e-invoice IRN & 2B matching
Vendor invoices flow through with IRN, QR code, and digital signature pulled live from the government e-invoice portal. GSTR 2B matching and ITC reconciliation reports are generated inside the platform — no separate GST tool needed.
TDS reconciliation
Dual-entry payment settlement tracks TDS deducted against the TDS certificate the vendor expects. Discrepancies are flagged before they become mismatches in the vendor's 26AS.
Consolidated monthly invoicing
Instead of 40 vendor invoices, consolidate 26 daily duties per vendor into one monthly pre-invoice, and final-invoice multiple pre-invoices into a single payment run. Third-party invoice numbers tracked alongside yours.
Employee and cost-centre mapping
Tag every booking to an employee, business unit, project code, or cost centre. Approval workflows route high-value duties to the right manager. Chargebacks are accurate to the rupee.
Spend analytics
Spend by vendor, by city, by BU, by duty type. Vendor performance scorecards on on-time, cancellations, and billing accuracy. The monthly travel-desk review happens in one dashboard, not ten spreadsheets.
A Mumbai HQ travel desk serving 2,800 employees
Before: Priya runs a three-person travel desk. Mornings start with 120 employee emails — airport pickups, client-meeting cabs, offsite logistics — forwarded from EAs, admin assistants, and employees themselves. Each email gets retyped into the vendor's portal. By afternoon, she is chasing vendors for corrected duty slips. Month-end is two weeks of reconciliation across four preferred vendors, each sending invoices in a different format. TDS mismatches appear in the vendor's 26AS three months later. After: the inbox empties itself into Travel Softdrive. The AI parses 120 emails into 118 booking drafts (two were duplicates from a CC'd EA), applies the rate contract for each vendor, and sends the booking directly. Drivers verify pickup via OTP; duty slips attach automatically to the vendor's pre-invoice. On the 1st of the next month, consolidated invoices from all four vendors are already in the platform with IRN; TDS is calculated dual-entry; the CFO's spend report is live by 10 AM. Priya now runs vendor scorecards instead of retyping emails. The team of three handles the workload that used to need five.
Illustrative scenario based on typical operator workflows.
Frequently asked questions
We use a travel management company (TMC) for flights and hotels. Does this replace them?+
No. Travel Softdrive is focused on ground transport — the car rental piece your TMC likely does not handle well. You can continue using your TMC for flights and hotels; we plug into the ground-transport workflow and hand off clean data for consolidated expense reporting.
How do we onboard our existing preferred vendors?+
Vendors sign up on the supplier side of the platform at no cost and accept your partnership invitation. Their rate cards are either imported from your existing contracts or entered jointly. Vendors who do not use our platform can be managed as manual suppliers — duty slips and pre-invoices still flow, but via our PDA guest-driver access.
Can we enforce approval workflows for high-value bookings?+
Yes. Booking rules can route any duty above a threshold, outside preferred vendors, or outside rate-contract terms to a designated approver. Approvals happen inside the platform with full audit trail; no approval means no duty goes out.
What about employee self-booking — can staff book directly?+
Yes. A self-service booking form can be exposed to employees with approval routing and cost-centre capture. For most desks, we recommend keeping email ingestion as the primary channel because it matches how employees already work, but a self-serve portal is available when you are ready.
How does this integrate with our ERP for vendor payment and chargebacks?+
Consolidated invoices export in your ERP's expected format. Third-party invoice mapping lets your ERP's own invoice numbers sit alongside the vendor's; cost-centre tags flow through so chargebacks post to the right GL. Most corporate customers integrate with common Indian ERPs within a week.
Works seamlessly with the rest of the platform
AI Email-to-Booking
Employee emails become structured booking drafts — no retyping, no missed requests.
Rate Management
Vendor rate contracts, approval workflows, and escalation rules enforced automatically.
Invoicing & Billing
GST e-invoice IRN, consolidated monthly bills, and TDS-aware payment reconciliation.
Reports & Analytics
Spend by BU, vendor scorecards, and the CFO-ready dashboards your desk needs.
Empty your travel-desk inbox into a demo
Send us a sample week of employee travel emails. We will show you the parsed bookings, rate-checked drafts, and consolidated month-end invoice — running on your real data.
No credit card required. Credits never expire.