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AI Policy Assistant

  • Updated

Rydoo AI Policy Assistant clarifies employees' questions in-app, even before submitting any expense.

Employees can access the Policy Assistant from their Rydoo dashboard.

What you can do with the Policy Assistant

Users can:

  • Ask questions about the company expense policy (e.g., “Can I expense during the weekend?”)
  • Get a clear, concise answer
  • See supporting snippets from the policy
  • See the policy document for full context

The assistant is designed to stay focused on expense-policy questions, meaning answers are based only on the policy document your admins upload.

How to use it:

Employees can access the Policy Assistant directly from their Rydoo dashboard. Look for the Policy Assistant widget or the Ask Policy Assistant button:

  1. Open the Policy Assistant
image.png

 

  1. Type your question in plain language.

 

  1. Review the answer and the supporting policy snippets.

 

  1. If needed, click View full policy to see the complete document.

 

Some example questions

  • “Can I expense a client dinner?”
  • “What is the limit for hotel nights?”
  • “Do I need approval if I go over a threshold?”

💡 Note: Policy Assistant answers are AI-generated and based solely on the policy document your admin has uploaded. For binding policy interpretations, always verify with your Finance or HR team.

Admin guide: set up the Policy Assistant

  1. Go to Admin settings, navigate to Policy Center and click on ‘+ Add new policy’

    Go to expense policy .png

  2. Upload your expense policy file (PDF or DOCX).

    upload expense policy .png

After uploading, Rydoo will process and convert your document. You'll see a processing indicator — this typically takes 45 seconds to 1 minute.

processing expense policy .png

3. Define the audience for the policy. You can choose between Admin and all users.

audience policy assistant .png

4. Once uploaded, you can make any in-app edits needed to clarify or improve the converted policy text.

5. When ready, set the status to active and click Add expense policy

Screenshot 2026-05-27 at 12.45.42.png
Screenshot 2026-05-27 at 12.59.42.png

You can always return to the policy to edit the text, replace the uploaded file, or delete the policy. Replacing the file will re-process the document and update the assistant's answers.

Screenshot 2026-05-27 at 13.05.05.png

 

💡 Recommendation: Enable the Policy Assistant for admins first so you can validate answers and fine-tune the policy content before rolling it out to everyone.

FAQ

  • Can I upload multiple policies?

No. Currently, Rydoo supports one policy per company.

  • Can I limit the policy to certain branches?

No. Currently, the policy applies to the whole company. It cannot be limited to specific branches.

  • Does Rydoo use our policy document to train AI models?

No. Company policy documents are not used for model training.

  • Are user questions stored?

Yes. Questions are stored for chat context within your session, but not used for AI training. Questions are automatically deleted after 90 days. Chat conversations are private and not visible to admins.

  • How long does the policy upload take?

Upload time is typically 45 seconds to 1 minute.

  • What is not supported in the uploaded policy?

Images are not supported. If your uploaded document contains images, they will not be visible in the converted policy in Rydoo.

  • Is the Policy Assistant available on mobile?

Not yet. Mobile support is coming soon.

  • What if the Policy Assistant can't answer my question?

The assistant will let you know if it can't find a relevant answer in the policy. In that case, check the full policy document or contact your Finance or HR team for guidance.

  • Which browsers and devices does the Policy Assistant support?

The Policy Assistant is currently available on desktop browsers (Chrome, Edge, Firefox, Safari). Mobile support is coming soon.