Shayan Alam - Product Designer

Under Invoice Process

New Delhi

06 Mar 2025

Domestic

One Way

Mumbai

08 Mar 2025

Audit/Sustainability/Risk Management

DIN10002025001570

View Details

How We Simplified Employee Travel Management with AI for GMR Corporate users

Worked on simplifying the Travel Request (TR) journey and designing an AI-assisted Travel Expense (TE) filing experience through UX research, user flows, wireframes, high-fidelity designs, and cross-functional collaboration.

Shayan Alam

UI UX Designer

PRODUCT CONTEXT

Hoi - Corporate Travel

Hoi partnered with GMR to transform their employee travel operations from a paper-based workflow into a digital-first experience. We designed a Corporate Travel module that enabled employees to manage Travel Requests and Expense Claims seamlessly, while leveraging AI to automate expense filing and reduce manual effort.

Project Overview

Outline

This project highlights how we uncovered usability challenges in corporate travel management and redesigned the Travel Request (TR) journey while incorporating AI powered Travel Expense (TE) filing. The solution simplifies complex workflows, automates expense reporting, and improves the overall employee experience.

Project

Corporate Travel

Category

B2B Travel Solutions

Location

New Delhi

Year

2026

Problem

Corporate travelers currently face a complex, time-consuming Travel Request (TR) creation process, with multiple categories, fields, and decisions presented at once. This increases cognitive load, slows task completion, and raises the likelihood of errors or incomplete submissions. Returning users enter the same travel information, creating unnecessary effort and frustration.
Corporate employees currently spend 30+ minutes filing Travel Expenses (TE) because the process is manual, fragmented, and error-prone. Users repeatedly enter expense details, attach receipts, and verify policy compliance, which causes submission delays, inaccurate data, and frequent policy violations. This increases administrative effort for employees and approvers, reduces productivity, and creates frustration throughout the expense reporting journey.

Gathering Insights

Designing the mobile version of a Corporate Travel system (including TR – Travel Request and TE – Travel Expense) means prioritizing essential features, simplified UI, and fast access, since users are likely on the move. Here’s a focused approach i took while designing for the same:

Observation

The TR creation process is complex, requiring multiple clicks and lacking clear navigation. Similarly, the TE filing process is complicated, with manual expense entry making it time-consuming and inefficient.

True Problem

The form-filling process is complex and time-consuming, making it difficult for users to complete and verify their profiles efficiently. This creates problem in Raising of TR and Settling TE.

Scope of the feature

Redesign the Corporate Travel experience by simplifying the Travel Request (TR) creation journey with a guided, intuitive flow while leveraging AI to automate Travel Expense (TE) filing. The solution aims to reduce manual effort, eliminate repetitive tasks, improve accuracy and policy compliance, and enable employees to complete travel requests and expense submissions faster with a seamless end-to-end experience.

Desired Outcome

Create a faster, smarter, and more intuitive corporate travel experience by simplifying Travel Request creation and automating Travel Expense filing with AI. The solution aims to reduce manual effort, shorten completion time, improve accuracy and policy compliance, and deliver a seamless end-to-end experience for employees and approvers.

Digging Deeper: Problem Identification Methods

Scope Refinement

We took into account enhancement opportunities, quick turn around and minimal effort to shape the direction for moving forward.

The Solution - (For Problem Statement 1)

Our proposed solution simplifies the Travel Request (TR) creation experience by breaking the process into clear, category-wise steps, reducing cognitive load and making it easier for users to complete requests accurately.

Homepage of the Corporate Travel

On the Hoi Homepage User switches to corporate travel view where we have kept the functionality simple in the first fold itself.

1. User can raise their Travel Request
2. User can settle their Travel Expense against TR.
3. Travel Request and Travel Expense can be approved

4. Tracking is easier for all TR & TE.

The Saved drafts can be viewed simply from here

Your upcoming Trips Card saved at one place

Create a TR - (Select Trip Category)

User now views a bottom sheet which says them to select their preferred Trip Category in order to proceed.
They can select their trip for a Self/Employee or a Guest and the type of trip i.e Domestic/International.

TR for Myself - International

On selecting Self/International category user gets redirected to the summary page of TR where they need to first fill up their basic details.

WHY IT MATTERS

Categorizing the sections helps us organize the extensive form fields more effectively. Once users complete all the required sections, they can submit all the information in a single step. Also if they wish to quit in between they can save their information by clicking on Save as draft

These fields are non activated since Basic details are not filled

Trip Category can be updated by clicking on the edit icon

Filling Up my Basic Details

Basic Details Added

After the basic detail is added we have taken users Primary destination, now user can fill up his
1. Transportation details
2. Hotel/Forex
3. Visa/Insurance
4. Passport

Now after filling the Transportation Details the Submit TR CTA will be enabled and user can submit his TR or Save the filled information by clicking on Save as draft .

This Segment Opens up your Flight, Train or Bus Section where user submits his desired means of transport

This opens up your Hotel and Forex Option Where user enters the Hotel (City, Check In & Check Out Date)

DIN NO. Generated

TR is now submitted and DIN No. is generated based on that. User can now book his flight.
The Status of TR No. will be shown in the Trips Section of Homepage

The Solution - (For Problem Statement 2)

Our proposed solution uses AI to auto fill expense details from receipts and guides users through a simplified TE filing flow. Built-in policy validation reduces errors, cuts filing time, and improves accuracy.

Old Flow

In the old flow, corporate employees spent 30+ minutes filing Travel Expenses (TE) due to a manual, fragmented, and error-prone process. Entering every expense detail was time-consuming and frustrating.

The user had to fill each lengthy form i.e Ticket Expense, Accommodation, Per Diem, Conveyance, Miscellaneous, Forex Advance and come back to the summary page

Adding Expense against the TR

TE ( Travel Expense Summary Page)

Ticket Expense Form Field

AI + Travel Expense

To address our users' biggest pain point, we introduced Joey—Hoi AI's intelligent expense filing assistant. Joey automatically extracts data from receipts, invoices, and PDFs to pre-fill Travel Expense (TE) forms in real time, eliminating manual data entry. Powered by AI and informed by competitor research, it reduces filing time from 30+ minutes to under 10 minutes while improving accuracy and minimizing policy violations.

Brainstorming

To simplify the experience, we broke the AI Expense Filing flow into five easy-to-follow sections, making the process more structured, intuitive, and user-friendly.

New Flow

In the new flow, we are demonstrating the Travel Expense Filing through our AI Agent Joey. This will save our time as Joey intelligently extracts expense data and auto-fills the filing form section by section