Financial Management

Financial Management covers everything related to funding travel bookings and tracking expenses in Helix.

Account Balance

Your Account Balance shows your current Helix Credits available for bookings. When employees book travel, funds are deducted from this balance.

Understanding Helix Credits

Helix Credits are prepaid funds used to pay for travel bookings:

• Credits are purchased in advance
• Each booking deducts credits from your balance
• Credits are stored in your organization's account
• Multiple currencies are supported (GBP, USD, EUR)

Purchasing Credits

Add funds to your account to enable travel bookings:

How to Purchase

1. Go to Finance page
2. Enter the amount you want to add
3. Select your currency (GBP, USD, or EUR)
4. Complete payment via Stripe
5. Credits are added immediately to your account

Supported Currencies

• GBP - British Pounds
• USD - US Dollars
• EUR - Euros

Minimum Purchase Amounts

Minimum purchase amounts may apply depending on your currency. Check the Finance page for current requirements.

Payment Reference

Each organization has a unique Payment Reference Code. Include this code when making bank transfers or manual payments so they can be properly credited to your account.

Finding Your Payment Reference

Your Payment Reference Code is displayed on:

• The Dashboard (in Key Metrics)
• The Finance page
• Payment confirmation emails

Using Payment Reference

When making bank transfers or manual payments:

1. Note your Payment Reference Code
2. Include it in the payment reference/description field
3. Complete the transfer
4. Credits will be added once payment is received

Transaction History

View all financial transactions in your account:

Transaction Types

Viewing Transactions

The transaction history shows:

• Date and Time - When the transaction occurred
• Type - Transaction category
• Amount - Credit amount (positive for additions, negative for deductions)
• Currency - Transaction currency
• Description - Details about the transaction
• Balance - Account balance after the transaction

Filtering Transactions

Filter transactions by:

• Type - View only top-ups, bookings, refunds, or adjustments
• Date Range - Select specific time periods
• Currency - Filter by transaction currency

Managing Your Balance

Setting Up Alerts

Monitor your balance to avoid running low:

• Check balance regularly on the Dashboard
• Set up email notifications for low balance (if available)
• Plan purchases based on expected travel volume

Budget Planning

Use transaction history to:

• Track spending patterns
• Forecast future credit needs
• Identify peak travel periods
• Plan credit purchases accordingly

Refunds and Cancellations

When bookings are cancelled:

• Credits are automatically refunded to your account
• Refund appears in transaction history
• Balance updates immediately
• Original booking transaction remains visible for audit

Best Practices

For Finance Admins

• Monitor Balance - Check account balance weekly or more frequently
• Plan Purchases - Purchase credits based on expected travel volume
• Track Spending - Review transaction history monthly
• Reconcile Accounts - Export transaction data for accounting reconciliation
• Set Thresholds - Establish minimum balance thresholds and purchase when needed

Payment Management

• Use Payment Reference - Always include payment reference code
• Keep Records - Save payment confirmations and receipts
• Verify Credits - Confirm credits appear in account after payment
• Contact Support - Reach out if payments don't appear within expected timeframe

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