Overview
Navan (formerly TripActions) is the all-in-one travel and expense management platform that WXLLSPACE uses to streamline artist travel for mural projects. This guide explains how to use Navan to book travel, track expenses, and incorporate travel costs into your project budgets.
What is Navan?
Navan is a comprehensive travel management platform that combines booking capabilities with expense tracking and reporting. For WXLLSPACE artists working on out-of-town projects, Navan provides:
Centralized travel booking for flights, hotels, and ground transportation
Digital receipt capturing and expense management
Budget tracking and reporting
24/7 global travel support
Getting Started with Navan
Setting Up Your Account
Once your project requires travel, you'll receive an email invitation to create your Navan account
Follow the link to set up your profile with:
Legal name (matching your ID for travel)
Contact information
Travel preferences (seat preferences, loyalty program numbers, etc.)
Payment method for incidental expenses
Booking Travel through Navan
Flight Booking
Log in to your Navan account
Select "Book a Trip" from the dashboard
Enter your departure and arrival locations
Select your dates and preferred times
Browse available flights filtered by:
Price (within the project's budget)
Duration
Number of stops
Airline preferences
Select your preferred flight option
Review and confirm booking details
Submit for approval (if required by project terms)
Hotel Accommodations
From the dashboard, select "Book a Hotel"
Enter your destination and dates
Browse available options filtered by:
Price range (within the project's budget)
Location proximity to the project site
Amenities (such as WiFi, breakfast, etc.)
Select your preferred accommodation
Review and confirm booking details
Submit for approval (if required by project terms)
Ground Transportation
From the dashboard, select "Book a Car" or "Book Ground Transport"
Enter your pickup/dropoff locations and times
Choose between car rental, rideshare, or other options
Select your preferred option based on budget and needs
Review and confirm booking details
Tracking Travel Expenses
Submitting Receipts
Save all receipts related to project travel (meals, supplies, local transportation, etc.)
In the Navan app, select "Expenses" then "Add Expense"
Take a photo of your receipt or upload an existing image
Assign the expense to the correct project
Add any necessary notes or explanations
Submit for review
Creating Expense Reports
From the dashboard, select "Expenses" then "Create Report"
Name your report (include project name and dates for clarity)
Select all expenses to include in the report
Add any additional notes or context
Submit report for approval
Reviewing Expense Status
You can track the status of your submitted expenses through the "Reports" section of your Navan dashboard. Statuses include:
Submitted
In Review
Approved
Reimbursed
Additional Information Requested
Incorporating Travel Costs into Budgets
Pre-Project Estimation
During the project planning phase, use Navan's search features to estimate:
Flight costs for your travel dates
Accommodation costs for the project duration
Ground transportation estimates
Add these estimates to your project proposal or budget
Budget Tracking
Navan automatically categorizes expenses by type (airfare, lodging, meals, etc.)
Use the "Reports" feature to generate summaries of travel expenses by project
Compare actual expenses against projected budgets
Make adjustments to future project estimates based on real data
Expense Categories
Typical expense categories for mural projects include:
Transportation (flights, trains, rideshare, car rental)
Accommodations
Meals (per diem or actual)
Local transport (between lodging and project site)
Materials transport
Communication (SIM cards, WiFi access)
Best Practices for WXLLSPACE Artists
Booking Timeline
Book flights at least 21 days in advance when possible for best rates
Confirm hotel accommodations at least 14 days before project start
Arrange ground transportation 3-7 days before arrival
Expense Management
Submit receipts within 24 hours to prevent loss or forgetting details
Group expenses by project phase for clearer reporting
Include detailed notes for unusual or special expenses
Keep separate tracks of client-billable vs. personal expenses
Communication
Use Navan's messaging feature to contact support for any travel disruptions
Share your itinerary with the project coordinator
Update stakeholders if travel plans change
Troubleshooting and Support
24/7 Travel Assistance
Navan provides around-the-clock support for:
Flight delays or cancellations
Hotel booking issues
Emergency rebooking
Lost baggage assistance
International travel support
Access support through:
In-app chat
Support hotline: [Support Number]
Email: [Support Email]
Common Issues and Solutions
Booking Error: Log out and back in, clear browser cache, or contact support
Missing Loyalty Points: Verify your account numbers are correctly entered in your profile
Receipt Upload Failure: Try reducing the image size or use the "Text Receipt" option
FAQ
What is Navan?
Navan (formerly TripActions) is an all-in-one travel and expense management platform that WXLLSPACE uses to streamline travel booking and expense tracking for mural projects requiring artist travel.
How do I book travel for my project?
Once you've been onboarded to Navan, log in to your account, select "Book a Trip" and follow the guided process to book flights, hotels, and ground transportation within your project's approved budget.
How do I track travel expenses?
Use the Navan mobile app to photograph and submit receipts for all project-related expenses. The system automatically categorizes and tracks expenses, allowing you to create expense reports organized by project.
How do I incorporate travel costs into my project budgets?
During the planning phase, use Navan's search features to estimate transportation and accommodation costs. These estimates can be included in your project proposal. As expenses are incurred, Navan's reporting features help you track actual costs against your budget projections.