Audience: Admins


Purpose


Creating/managing a spend rule will allow you to define conditions based on amount, specific expense category or both. You can also set the people group for which the rule is applicable. The following spend rule outcomes can be set to customize the experience for expense submissions that align with that amount or expense category:


  • Flag spend as out of policy
  • Require proof of expense (receipt)
  • Require recipient information 


Examples:


  1. A rule that requires receipts for all expenses over $50
  2. A rule that requires all airfare over $1000 to be flagged as out of policy
  3. A rule that requires all business meals for general employees to require recipient information 



The platform comes with default spend rules. You can add/delete or edit the default values. 



Tip: When setting hotel spend rule, note that this is for the total booking and not a per night limit.



Overview

Creating a spend rule

Changing a spend rule

Removing a spend rule


Creating a spend rule


Step 1: Click on Settings

Step 2: Click on Expense 

Step 3:Click on Spend rules



Step 4: Click on Create spend rule 




Step 5: Once the spend rule window opens, establish the spend rule settings. 


  • Set the Display name
  • Set the Impacted people by selecting the appropriate dropdown option. If specific people group is selected, you will then select the appropriate people group(s). 


Note: When setting a spend rule for a specific people group, please ensure you have updated your expense category automation to reflect the appropriate coding for that recipient group. 


  • Set the Condition(s) 
  • Set the Expected outcome(s)



Step 6: Click Confirm


Changing a spend rule

Step 1: Click on Settings

Step 2: Click on Expense > Spend rules

Step 3: To edit an existing spend rule, hover your mouse over the expense category and click on Edit (pencil icon)

Step 4: Modify the details and click on Confirm



Removing a spend rule


Step 1: Click on Settings

Step 2: Click on Expense > Spend rules

Step 3: To remove an existing spend rule, hover your mouse over the expense category and click on Delete (trash icon)




Note: The Spend rule is for Expense management. If you need to set a Travel Policy for booking travel then click on this link


Next Steps: Connect your Corporate Card (if applicable)
Authorize Users to Create Cash Expenses (if applicable)