Rydoo launched smart policy flags! To clarify the flags for your employees, we have differentiated them into three categories:

• Out of Policy
• Warning
• Info

This will help employees better understand the expense policy and and prevents incorrect submissions.

In this article, we will describe how to create a new expense rule with policy flag and how to edit your existing expense rules with the new policy flags. Lastly, we highlight a few frequently used expense rules using the different types of policy flags.

Create a new expense rule with policy flag

1. Go to Admin settings > Expense rules
2. + Add expense rule and fill in the users, conditions, name & status as usual.
3. When adding an action, select flag expense, choose the type of flag and add a message.
4. (Optional) If you select Out of Policy, you can enable Block to submit. 

Edit your existing expense rules

1. Go to Admin settings > Expense rules
2. Select the expense rule you want to edit.
3. Click the message and choose the type of flag you need from the dropdown.

Frequently used expense flags

Missing receipt

Recommended setup:

• Flag type: Out of Policy

• ✅ Enable Block to submit

  Why?
  Receipts are usually mandatory for compliance. Blocking submission ensures that users cannot submit expenses without attaching the required receipt.

Expenses older than 60 days

Informing about an amount limit & exceeding an amount limit

Find out how to set up this specific type of warning, including the amount already spent here.

Filter on Flag Type

You can easily filter expenses based on policy flags directly from the expense page.

This allows you to filter by severity level (Out of Policy, Warning, Info), making it easier to review and manage flagged expenses.