Route each business location's approval notifications straight to that location's own manager, using Budget Owners instead of a single shared approver.
Steps
- Go to Budgets and select Create New Budget for each business location that doesn't already have its own budget, naming it for that location (for example, "Sydney Store") and setting its top-up amount and cadence.
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Add that location's manager as the budget's Budget Owner: open the budget, select Edit Budget Rules, update Budget Owners, then select Save and Confirm.
- On the Basic plan, Budget Owners is already your only approver option, so this is the standard setup, not a workaround.
- Confirm the location's staff are members of that location's own budget, not a shared, business-wide one. This is what ties their spend to that location's owner.
- Go to Approval Rules, open the relevant rule type (most likely Card Transaction Rules), and set Approver to Budget Owners, choosing Any or All depending on whether one owner's approval is enough or every listed owner needs to sign off.
- That's it, you only need one rule. Budget Owner resolves automatically against whichever budget a transaction belongs to, so Sydney's spend goes to the Sydney manager and Melbourne's to the Melbourne manager, with no separate rule needed per location.
If one card covers multiple locations
A single card can only be linked to one budget at a time, so check which of these matches your setup.
- Different staff at each location, each with their own card: Make sure each person is a member of their own location's budget. Their spend then routes to their own location's owner automatically.
- One person working across multiple locations: They can belong to more than one location budget. Weel gives them one physical or wallet card linked to their default budget, plus an extra online-only card for each additional budget they belong to. Whichever budget a transaction is coded to still routes to that budget's own owner, regardless of which card they used.
- Everyone sharing one card and one budget, with "location" more of a label than a separate spending pool: Budget Owner routing can't distinguish locations here. The closest option is a Card Transaction Rule filtered on a "Location" custom field value, set when the transaction is coded, and routed to the right manager. This only applies once the purchase has been coded, not at the moment of the swipe, and Custom Fields is a Premium or Enterprise feature.