Trips, expenses & requests

Your work happens in the field. Your finances assume a desk.

For many non-profits the unit of operation is the trip — the visit, the distribution, the field programme. But expenses arrive as a pile of loose receipts, detached from the trip that incurred them, and approvals chase paper after the fact.

Request early accessHow Luma solves it

The spreadsheet reality

  • Receipts collected loose, reconciled to a trip from memory.
  • Logistics and attendees tracked in yet another document.
  • Approvals chased over email after the spend has happened.
  • No clean line from a field trip to its true cost.

The Luma reality

  • Trips planned with logistics and attendees in one place.
  • Expenses captured against the trip that incurred them.
  • Approval routing that matches your internal controls.
  • The real cost of each trip, against its budget.

How Luma solves it

The features that turn the problem into a workflow you can run.

F5 · Trips

The trip as the unit of work

Plan each field trip with its dates, logistics and attendees, and follow it through its lifecycle — so operations and finance share one record, not two.

F6 · Expenses

Spend captured in context

Log expenses against the trip and the budget line they belong to, so the true cost of each trip is clear and nothing is reconciled from memory.

F9 · Requests

Approvals that match your controls

Route requests and approvals along the path your governance requires, with a trail you can show an auditor.

Budget health · FY2026

Rolling vs. annual

On track
Annual ceiling Rolling actuals
Programme delivery
62%
Personnel & payroll
78%
Operations
91%

Expenses captured against the trip and budget line they belong to.

Explore the rest of the platform

Every problem above connects to the next — that is the point of one integrated platform.

Rolling & annual budgets

Annual ceiling and live rolling forecast in one model — variance the moment it appears.

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Multi-entity architecture

Each company keeps its own currency and rules; you see them as one organisation.

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Payroll

Statutory-accurate payroll for Kenya and the US, flowing into programme costs.

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Income pipeline

Track grants and donors from prospect to received, weighted into the forecast.

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Financial reporting

Income statement, balance sheet and cash flow generated from live actuals.

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See it on your own numbers

We’re onboarding non-profit finance teams one cohort at a time. Request early access and we’ll be in touch.

Request early access