Business Travel
A three-day client visit looks harmless. Repeated across thousands of trips, it becomes withholding obligations, immigration exposure, and permanent establishment risk. Pre-travel assessments score every itinerary before it is booked, so the risk surfaces while you can still act on it.
Business travel has rebounded past pre-pandemic levels. Most of it is booked through a travel tool, not a compliance process. Nobody checks whether the trip creates a withholding obligation until long after the traveler is home.
Travel bookings sit in one system. Expenses sit in another. Timesheets, calendars, and location signals sit somewhere else again. Nobody holds a single authoritative day count per traveler, per country. 84% of mobility teams lack visibility into employee work locations. (Source: AI Inflection Point report)
Treaty limits, US state thresholds, Schengen 90/180 windows, and permanent establishment tests all run on day counts. Manual travel calendars are updated quarterly at best. By the time the count is accurate, the threshold is already behind you.
Most organizations discover their travel exposure when a tax authority asks. Remediation is expensive, slow, and hard to explain to the board. The data that would have flagged it was already in the business.
Where the days live today
Horizon
One day count per traveler, per country
Illustrative view. Thresholds and alerts are configured per country and per treaty.
Before
LegacyWith Horizon
ActiveScore the trip before it is booked. Horizon assesses immigration and work authorization, income tax, corporate tax, social security, and Posted Worker Directive exposure for the specific itinerary. Low-risk trips clear automatically. The ones that need review route to the right reviewer.
Travel bookings, expense transactions, timesheets, and passive location signals reconcile into one authoritative day count per traveler, per jurisdiction. You choose which data sources your organization uses. No manual entry, no quarterly catch-up exercise.
When a count approaches a treaty limit, a US state threshold, a Schengen window, or a permanent establishment test, Horizon alerts mobility, tax, and the traveler's manager. The alert names the specific action required.
Withholding instructions generate from the same day count that triggered the alert. Non-resident apportionment is calculated across US state and country lines, then delivered to your payroll processor or tax vendor.
Every trip, screening result, alert, and decision is logged with timestamps and attribution. Reports are available on demand in PDF and Excel. When a tax authority asks, the record already exists.
Pre-travel assessment
Business visitor rules met
Treaty day count at 128 of 183
Client-site work, entity review
Certificate of coverage on file
Not in scope for this trip
Routed to tax for review
Traveler notified, decision logged for audit.
The traveler or their manager submits the trip through a guided request form. Booked travel can also flow in directly from your travel management system. No duplicate entry either way.
Horizon scores the itinerary for immigration, income tax, corporate tax, social security, and Posted Worker Directive risk. Results route to the right reviewer, and the traveler receives clearance or next steps.
Travel, expense, calendar, and location data reconcile into one day count per traveler, per country. The count updates every day. Alerts fire as thresholds approach.
Withholding instructions, filings, and audit evidence generate from the same day count that triggered the alert. Data feeds downstream to payroll, tax vendors, and HR systems.
One trip, end to end
Trip requested
Itinerary, purpose, and traveler role captured up front.
Assessed
Tax, immigration, social security, and PE risk scored automatically.
Tracked
Day counts reconcile daily and alerts fire as limits approach.
Evidenced
Every screening, alert, and decision stays on record for audit.
Ask what a specific itinerary means for tax, immigration, and permanent establishment risk before the trip is approved. Get an answer in seconds instead of a two-day email chain with an external advisor.
Agents reconcile bookings, expenses, and location signals into a single day count for every traveler in every jurisdiction. The count is current every day, not at quarter end.
Each trip receives an automated risk assessment based on destination, duration, trip purpose, traveler role, and your company's existing presence in that country.
Horizon alerts your team before a treaty, state, Schengen, or permanent establishment threshold is crossed, so you act while you still have options.
Treaty day counts accumulate across dozens of short trips. Horizon tracks the running total per traveler, per country, and alerts mobility and tax before the treaty limit is reached.
Horizon runs the rolling 90/180 window across the Schengen area, counting every day including weekends and personal time, and warns travelers before they overstay.
Time and jurisdiction are allocated by project, legal entity, and business unit, so you can see which work is being performed where before nexus is created.
Tax
One authoritative day count per traveler, per jurisdiction, with withholding instructions generated from the same numbers that triggered the alert. Advise on exposure before it becomes remediation.
Finance
Travel exposure is visible while it can still be managed, not after a tax authority asks. Payroll reconciliation runs off the same counts the rest of the business works from.
Mobility
Automated day counts replace the manual travel calendar your team maintains by hand. Spend the time on program strategy instead of chasing bookings and expense reports.
HR
Give travelers a clear process and fast answers. Approvals move faster because low-risk trips clear automatically, and travelers see their own day counts in the app.
A 15,000-employee organization operating in 40 countries.
Program snapshot
15,000 employees · 40 countries
6,000+
business travelers
Tracked accurately every year.
<1%
payroll error rate
Compensation and payroll reconciliation, down from 96% before Topia.
$1.5M+
saved
Across the travel compliance program.
33
countries on payroll
International payroll supported.
Reduced permanent establishment exposure
Permanent establishment risk minimized across the footprint.
190+
Countries covered by our travel compliance and tax logic
3,650+
Tax treaties supported, plus over 1,800 social security agreements
70+
Immigration law firms maintaining our global rules database
100+
Enterprise customers tracking travelers across 90+ countries
“Topia has been a reliably strong partner for our Vistra global mobility team and end-users, providing accurate, user-friendly work location data.”
Paul Rubino
Senior Director, US Expatriate Tax, Vistra
Business travel compliance means meeting the tax, payroll, immigration, and policy obligations that arise when employees work across borders. It depends on knowing exactly how many days each traveler spent in each jurisdiction, and what work they performed there.
Horizon reconciles travel bookings, expense transactions, timesheets, and optional passive location signals into one day count per traveler, per country. You choose which data sources your organization uses, based on privacy requirements and employee groups.
Yes. Horizon calculates non-resident withholding apportionment across US state and country lines, based on where employees actually worked, then delivers the result to your payroll processor or tax vendor.
Horizon allocates jurisdiction and time by project, legal entity, and business unit. You get early visibility into which employees are performing what work where, so you can act before nexus is created.
Yes. Horizon runs the rolling 180-day count across the 26 cumulative Schengen countries and the four country-specific ones. All days count, including weekends and personal time, and travelers are warned before they overstay.
A walkthrough with your travel data and your thresholds, showing the exposure you carry today. See how Horizon screens trips, tracks day counts, and builds the audit trail as travel happens.
