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Expense policy: How do I customise approval rules?

  • Updated

Who can customise approval rules?
Only Admins, Owners, or roles with the Create and Edit Expense Policy permission can view, edit, or add approval rules.

 

Ready-made approval rules

A pre-existing, single-step approval rule is already set up for bill payment, reimbursement and budget top-up approval rules. You can customise this rule but cannot delete it. For card expense approval rules, you will need to create your first approval rule.

 

Steps to Edit or Add an Approval Rule

  1. Navigate to Expense Policy under Spend Management

  2. Select the payment type you would like to customise approval rules for from either Bills or Budget top-ups

  3. Edit the pre-existing, single-step approval rule already in place.

  4. Click Add filter to set specific conditions for this rule from Amount, User, Budget and Roles (e.g., "Amount is greater than or equal to $500").

  5. Select the approver(s) from User, Role or Budget Owner in the "Approver" section. You can select multiple approvers.

  6. Choose if Any or All selected approvers must approve:

    • Any: Only one approver is needed

    • All: Every selected approver must approve before moving to the next step

  7. Click Add approval to add another approval step to the rule.

  8. Repeat steps 4–6 to customise each approval step.

  9. To add more rules for the same payment type with different conditions, click Add another rule.

  10. Repeat steps 4–7 as needed.

  11. Click Update and Confirm to finalise the changes to your approval rules. New rules do not apply to any pending approvals.

 

Important information

  • It’s important to note that the more specific a rule is (i.e., the more filters it has), the higher its priority should be. We recommend that more general rules be positioned further down the list.
  • Bill payment, reimbursement and top-up request approval rules will have a 'Fallback rule' by default. All of these approval types must always require some level of approval.
  • For card expense approval types, the default is that no approval is required.

 

To learn more, read our 'Getting started with our Approval Policy builder' Guide