Via the expense rules, you can set up rules to automatically flag expenses that violate your company's expense policy or even automate the approval flow.
In this article, you can first find a detailed overview about the different options and step-by-step guide to create an expense rule. Secondly, we give a few examples of expense rules.
Add an expense rule
1. Go to admin settings.
2. Go to the expense rules page.
3. Click + Add expense rule.
Users
4. Choose whether this rule will apply to:
- Everyone in the company account
- Branches
- Groups
- Users
Conditions
5. Choose the conditions for the rule. There are many different options:
- Categories
- Custom field
- Amount
- Receipt
- Weekend/workweek
- Date submitted
- Company/Personal card
- Payment method type
- Transaction match
- Location and currency match
You can also combine multiple conditions.
Actions
6. Select the action you want to occur when the rule applies:
- Flag expense (learn more)
- Auto approve or control
- Create counter expense
NOTE: For some conditions some of the options will be greyed out. This means the action is not possible for the conditions selected.
Name & status
7. Give the expense rule a name. This will be shown in the admin's overview of all expense rules.
8. Add a description (optional). This will also only shown for admins in the expense rules page.
9. Set to status to active to activate the expense rule.
10. Click Add expense rule.
Examples of expense rules
Office supplies under 20 euro are auto approved
Expense during weekend
Old expenses
Receipt is necessary for expenses paid with personal card
Create a rule based on amount per night
Learn how to set this kind of rule here.
Create rule warnings on the amount per day/week/month/year
Learn how to set this kind of rule here.