How to use this template

1. Copy and paste: Copy the template below and paste it into a new email to your manager. (Make sure to move the Subject line to the correct field!)
   
2. Choose your opening: The letter includes two options. Keep VERSION A if your company currently uses AppZen, or VERSION B if you are not yet a customer. Delete the version you don't need.
   
3. Fill in the blanks: Update all the bracketed text [ like this ] with your specific details, travel estimates, and how your coverage will be handled.
   
4. Send for approval: Hit send and get your trip to Chicago approved!
   
   

SUBJ: Attendance request: AppZen Evolve 2026 Chicago

Hello [ Manager’s First Name ],

VERSION A — If your company is an existing AppZen customer:

I am writing to request approval to attend AppZen Evolve 2026 in Chicago, a 3-day national conference, September 29–October 1, at the Sheraton Grand Chicago Riverwalk. Our team uses AppZen for [ AP automation / expense auditing / AP inbox management ], and this conference is the single best opportunity to deepen that investment and learn from finance teams further along in their AI deployment.

VERSION B — If your company is not yet an AppZen customer:

I am writing to request approval to attend AppZen Evolve 2026 in Chicago, a 3-day national conference for finance professionals, held September 29 to October 1, at the Sheraton Grand Chicago Riverwalk. The event brings together CFOs, Controllers, AP Directors, and finance practitioners to share what is working as AI reshapes finance operations. The sessions are independent of any sales process, and I expect practical insight we can apply within our current systems.

Why this conference is worth the investment

AppZen Evolve is built for finance leaders and practitioners from T&E and accounts payable teams facing the same compliance, staffing, and efficiency pressures we do. Four reasons attending is a strong investment:

1. Evolve is the only venue where AppZen previews its product roadmap, informing decisions on our [ project / evaluation / implementation ] over the next 12 months.
2. Peer sessions let me benchmark against finance teams of similar size and industry and bring back tested strategies.
3. Small-group workshops on autonomous operations, finance strategy, and change management will provide me with [ a practical framework for optimizing AI within our finance team / a playbook for leading our team’s AI adoption].
4. Early Bird registration, which ends July 31, saves $100–$200 per attendee.

Estimated investment

• Conference registration: [ $299–$499 ] (Meals included; 15% discount for 2 or more)
• Hotel (3 nights): [ $ ] ($299/night, closes Sept 6; Arrive Sept 28 / depart noon, Oct 1)
• Airfare (round trip): [ $ ] (Varies by departure city)
• Ground transportation: [ $ ] (Rideshare approx. $35–$55/way)
• Incidentals: [ $ ] (Travel-day meals only)
• ESTIMATED TOTAL: [ $ ]
  

What I will bring back to the team

After the conference, I will deliver a written debrief covering key sessions, the product roadmap, and [ 2–3 ] practices we can evaluate for our [ AP process / compliance workflow / T&E program ], and present findings to [ the broader team / finance leadership ] the week of [ Date ].

[ Explain how your responsibilities will be covered. ] 

I am confident this investment will deliver a meaningful return, and I would appreciate approval before the July 31 Early Bird deadline. A 15% discount applies for 2 or more, if you would also like to attend.

Thank you,

[ Your Name ]