Creating a Request Using Request Assistant

Objective

After completing this lesson, you will be able to create a request using Request Assistant in Concur Professional Request.

What Is Request Assistant?

Request Assistant is a feature available in Concur Request. It combines the power of Concur Request and generative AI to provide employees with intelligent cost estimates for their trips, saving them time and effort.

Your company administrators can configure whether the Request Assistant feature is available to users.
The tool provides estimated costs and explanations for the pricing of each segment.
Users can make adjustments based on their trip needs, such as flight class, number of connections, and hotel ratings, and then update the estimated costs based on the adjustments.
The estimated costs are automatically added to the request as expected expenses. Users can add additional expenses and other details as needed prior to submission.
Future versions of the service will include company-specific policy guidance to create a personalized experience.

User Experience

Using Concur Request is simple and straightforward. The tool gives the user several options to ensure an accurate estimate based on the required travel options.

From and To Locations

For policies that use this feature, the request header form will automatically include the From City and Main Destination City fields. The feature allows the user indicate where they're traveling to and from, so the system can create its estimates based on travel to and from those locations.

Screenshot showing the request header with the From City and Main Destination city fields highlighted.

Additional Options

Two additional options automatically appear on the request header form:

Users can turn the feature off for requests as needed. For example, they might do this if they're required to provide the details of actual travel inventory instead of the generated estimates.
Users can determine which segments they want estimates for. The options the user can select will vary based on the configuration.

Screenshot showing the request header with the additional options highlighted.

Note

If the options for Flight and Train options are both available, they are mutually exclusive. Users can select Flight or Train for the estimates, but not both.

Adjustments

Once the initial estimate is created, users can make adjustments for better accuracy. The adjustment options will vary by segment type. For example, the Flight and Train options allow users to specify the cabin class and number of connections they prefer, and the Hotel options allows them to define a preferred star rating.

Creating a Request Using Request Assistant

This demonstration starts with the user having already chosen to create a request.

Steps

Complete the request header.
1. Be sure to select a Request Policy that uses the Request Assistant feature.
2. Enter the From City and Main Destination City.
3. If necessary, scroll down to the bottom of the screen.
Note
Depending on your configuration, you may not be able to select a Request Policy.
Select the travel options.
1. Select the desired services to get estimates. In this example, select Flight and Hotel.
2. Select the Next button.
Make the necessary adjustments.
1. Select Economy from the Class dropdown.
2. Select Nonstop from the Connection dropdown.
3. If necessary, scroll down to the bottom of the screen.
Update the estimates.
Select the Regenerate button.
Review the updates.
1. Review the updated estimates. The previous steps can be repeated, as necessary.
2. Select the Create Request button.

Result

Screenshot showing the completed request.

The request is generated and includes expected expenses based on the estimates. You can review the created options and provide additional details such as desired departure or arrival times and notes to the Travel Management Company (TMC) if needed.

You can also add any other expected expenses prior to submission.

Creating a Request Using Request Assistant

Now that you've seen the steps on creating a request using Request Assistant, watch the following video for a demonstration.

Summary

Request Assistant uses generative AI to deliver intelligent, customizable cost estimates for business travel (e.g., flight, hotel, train), saving employees time and effort.
Administrators control access to the feature. Users can enable/disable it per request, choose which trip segments to estimate, and provide their own travel details if required.
Users refine estimates by adjusting travel options (e.g., flight class, number of connections, hotel star rating) and can regenerate updated estimates as needed.
Estimated costs are automatically added to the expense request. Users can review, modify, and supplement expected expenses before submission.
The assistant respects company policies, with future enhancements planned for personalized, company-specific guidance during request creation.

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