Test a proposed trip against the duties that land before departure, name the human each destination wants, and hold the claim arriving weeks later against the trip that was declared.
A trip is proposed, and the destinations, the dates and the work to be done are read before booking.
02
A country is entered, and Regulation 883/2004 sets a ceiling with no floor, so a one-day meeting counts.
Reason
03
A visit is called a business trip, and that carve-out sits in an April 2026 agreement not yet law.
04
A service is delivered rather than received, and the carve-out being drafted would not reach it anyway.
05
An A1 is held, and it binds solely in the area of social security, so the declaration is separate.
Decide
06
A deadline runs off national law, and Switzerland forbids starting work for eight days after notice.
07
A destination wants a person present, and that name is captured in the declaration itself.
Out
08
A claim arrives weeks later, lawfully, and it is read against the trip declared, not instead of it.
09
Execute write actions only inside the approval boundaries agreed during implementation.
→Product statement
Reading the duties, dating the clocks and holding the record belong to the agent. Filing and clearing belong to a named mobility lead, who decides.
Example workflow
One trip, proposal to clearance
AgentHuman
1Trip proposedBooking request, calendar invitation, project record or a travel-management feed
2Duties dated from the destinationThe countries, the work to be done there, the earliest deadline each one sets and the lead who holds it
3Evidence assembledThe A1 request, the declaration draft, the person each country wants named and the dates
4Controls appliedDestination checks, deadline checks, named-person checks and completeness confidence
No human action required
Stages 1 to 4 run unaided, and nothing is filed at any of them — the agent is preparing, and the mobility lane opens at the completeness gate.
5DecisionSplits at the completeness gate
Evidence complete
Goes to the named mobility lead.
Anything missing
Adds an employment counsel read first.
Mobility review
The trip is held with its duties, its gaps and the date each one falls due.
Clear · Add evidence · Send to counsel review
Cleared — by the mobility lead▼
6Travel and expense records updatedOnly where write access and records policy allow it
7Outcome evaluatedDeadline accuracy, declaration currency, lead corrections and what review found
Corrections
Each mobility-lead correction is counted in the evaluation.
What should not run autonomously
Human approval stays in control
Outside the boundary — human approval required8 items
Filing a posting declaration in any country.
Deciding that an exemption covers this trip.
Approving the trip and the travel it commits.
Naming the person a destination requires.
Automation boundaryAgent acts unaided
✓Date each duty from the country, not the diary.
✓Show which trips are undeclared, unheld or already inside a deadline.
✓Draft the declaration and the A1 request for a named person to file.
✓Read the later claim against the trip declared.
Nothing is filed or cleared except by a named mobility lead, inside the agreed boundaries.
Judging whether a visit is a business trip.
Telling an inspector what a record means.
Accepting an expense claim as substantiated.
Changes to the destination rules or the clocks.
Example output
One trip, annotated
This serves a mobility team whose lead has to clear a trip before it departs; below is one trip exactly as the agent leaves it.
Trip record · single travellerIllustrative example
Trip
Recorded as
Earliest deadline
Evidence of record
Confidence
Held for
Client meeting, one working day
Proposed, not yet declared
Eight days before
Booking record, 3 August 2026
Held undeclared
The named mobility lead
As receivedTaken from the booking record and the project brief on file, and it asserts nothing beyond them.
What the record holdsBooking recordProject briefPrior A1 on file
Why no declaration hereFiling the declaration is a step that the named mobility lead takes.
ActionClearAdd evidenceSend to counsel review
What the score decidesBelow the configured threshold the trip gets a counsel read before the lead sees it.
Value
Where AI adds value
The same four claims, placed at the point in the workflow where each one applies.
Where the value landsValue 01 – 04
Every tripFrom the booking that starts it
03Evidence
Where the duty lands
Expense audit for the close reads the claim, and a travel management company serves its client; this is the buyer's own programme, where the duty lands before the trip and the proof arrives after.
01Approved path
The proof arrives afterwards
The claim is what proves the trip happened, and the substantiation rules let it arrive long after the declaration deadline it would have evidenced.
02Human review
What was checked, and not found
Checked in the current text: Article 12 sets a ceiling and no floor, the Practical Guide and Decision A2 set no minimum duration, and the business-trip carve-out sits in an April 2026 agreement not yet adopted.
04Build an evidence trail
The trip, the declaration filed before it and the person named on it stay together.
Integrations
Typical integrations
Five system groups connect to the same agent. Which of them are in scope is decided in discovery.
A destination-level declaration figure can read clean while trips booked inside a week carry most of the corrections. Nestack reports the correction rate by destination, not only in total.
Slice performance — reported separately, not only in aggregateIllustrative example
Slice
Failure rate
Lift
Lift vs. threshold
Status
Trips booked inside a week
10.4%
3.7×
Review
Multi-country itineraries
7.4%
2.6×
Review
Service delivered on site
4.6%
1.6×
Watch
Repeat single-country visits
2.3%
0.8×
Normal
Bar: correction-rate lift vs. repeat-visit baseline · scale 0–4.0× · tick marks the 2.0× review threshold2 of 4 slices over threshold
Evidence-linked improvement
What a late declaration costs
A cycle closes when the trip declared after arrival is a regression case. That suite is what the next trip cleared is measured against.
Improvement cycle · five stagesSwitchback — the path turns at Improve and returns at Learn
01Detect
Correction rate rises on trips booked inside a week.
02Diagnose
The flight booked on Thursday for work starting Monday in a country wanting eight days of notice is worked back until one cause is left standing.
03Improve
Number the change; the trips that forced it are attached to it.
04Verify
Each touched trip case is run once more, and one red stops it.
05Learn
The case is kept for good, and the declaration rules move with it.
Learn → DetectThe return edge. The next trip screened runs against a suite one case longer.
Typical build scope
Twelve workstreams across six weeks
The build scope read against the delivery timeline. Week structure follows the six-week plan — discovery, sources, trip screening, evaluation, integration, then production validation and handover.
WorkstreamWeek 1Week 2Week 3Week 4Week 5Week 6
01Destination-duty and automation-boundary work.
02Booking, expense and HR sources.
03Country-to-duty and deadline-derivation mapping.
04Trip and expense ingestion.
05Duty, deadline and traveller binding.
06Completeness scoring and review routing.
07Mobility clearance workflow.
08Travel-system integration.
09Declaration and A1 cases.
10Guardrails and pre-trip controls.
11Trip-trail instrumentation.
12Deployment, documentation and Agent Care handover.
12 workstreams · 6 weeks · bar shows the weeks a workstream is active — several run in parallelFinal scope and sequence confirmed in discovery
Engagement tiers
What each tier includes
Rows are the capabilities named in each tier's scope. Higher tiers include everything below them.
Capability✓ in scope · — not at this tierPilotOne programme, one countryProductionProduction travel workflowAdvancedMultiple entities / countries
Introduced at Pilot
Trip screening to your destinations✓✓✓
Named mobility clearance✓✓✓
Traveller-population baseline✓✓✓
Introduced at Production
Reporting by destination—✓✓
Mobility review workflow in your systems—✓✓
Approved write-back—✓✓
Booking-and-card integration—✓✓
Introduced at Advanced
Multi-country duty sets——✓
Cross-entity trip packs——✓
Large traveller populations——✓
Multi-country declaration controls——✓
Build priceFrom $5,000From $8,000Custom quote
Final build priceConfirmed after discovery based on integrations, workflow complexity, trip volume, approval controls and deployment requirements.
Separate from buildBuild pricing is separate from recurring Agent Care, which covers managed monitoring, evaluations, incidents and verified improvements after launch.
What we need from you
What you bring, and what we build with it
Each input maps to a piece of build scope and a week in the delivery timeline.
You bringWe build with it
01Your live destinations and the duty each one creates→Duty capture and deadline derivationWeek 1
02Representative trips, claims and declarations→Evidence binding, deadline logic and the trip baselineWeek 2
03Your travel policy and the leads it names→Duty mapping, deadline derivation and the automation boundaryWeek 1
04Access to relevant APIs, feeds or exports→Booking, expense and HR source assessment, then integration setupWeek 2
05Trips you would not want reconstructed→Declaration cases and the evaluation runWeek 4
06What no expense record may cure→Completeness scoring, review routing, guardrails and release controlsWeek 3
07A named mobility lead who clears the trip→Release to the mobility lead, then pilot and production validationWeeks 5–6
Nothing else is requiredDeployment, documentation and Agent Care handover are ours.
Delivery timeline
Four phases across six weeks
The columns are counted, not drawn to fit; a pair in the fifth week means a pair actually runs.
PhaseW1W2W3W4W5W6
DiscoveryW1
BuildW2 – W3
EvaluateW4 – W5
Pilot & LaunchW5 – W6
Week focusW1Trip discovery, deadline derivation and the automation boundaryW2Source integration and the traveller-population baselineW3Declaration binding, completeness logic and release controlsW4Evaluation suite, declaration cases and failure-mode testingW5Travel-system integration, pilot trips and targeted correctionsW6One travel quarter run under the mobility lead, then Agent Care handover
Reading the bandEach bar covers only the weeks its own work is named for, and week five is shared by design.
At the end of W6When the declaration record validates, Agent Care takes the agent on.
DurationSix-week plan shown · typical delivery 4–6 weeks depending on scope confirmed in discovery.
Next step · Operations AI agent
Build a travel and expense audit agent around the duty that lands before the trip.
The duty lands before the trip and the proof arrives weeks after it, and both are lawful. Show us your last quarter of trips and the declarations filed against them. Where a clock started before anyone looked, the agent says so, and a named mobility lead still files and clears.
