Play by the Rules is available on all billing plans and offers enhanced control over receipts and compliance.

Managing Compliance

Admins and Account Owners can set maximum time limits to add all necessary info and restrictions on the number of late payments allowed.
This encourages requesters and account owners to provide information in a timely manner
Rules can be customised to meet specific requirements (see below)

Getting Started

Navigate to Settings > Company rules > Control on receipts & info.
You can choose to enable the Standard Control Rule, which sets a 7-day limit and allows a maximum of 5 overdue payments.
We have pre-selected these settings because they have been efficient on several organisations to install good habits without blocking the user too often but you can always edit it to adapt it to your situation.
Customise the rule as needed.
Assign users to the rule to activate it.

Create Custom Rules

From your Admin or Account Owner account, go to Settings > Company rules > Control on receipts & info.

Create new rules to control late receipts / info with options for maximums and days for providing this info:

Choose the members to which you'll apply these custom rules.

Edit a rule

Access rule editing in Settings > Company rules > Control on receipts & info > your Rule.

Beware, as editing a rule may accelerate user restrictions.

All affected members receive email notifications when a rule is edited.

Assign a Custom Rule to Members

Customise rules for individual members, particularly for specific situations.
Go to Settings > Organisation > Members, select the member, and choose the appropriate custom rule.

Requester experience

Requesters can monitor payments with missing receipts on their dashboard and add them from the Payments tab.

Requesters receive warnings via email, mobile and/or Slack if they are about to be blocked due to late receipts.

Notifications also guide users on unblocking themselves through receipt uploads.

Monitoring

Controllers and Account owners can utilize the homepage dashboard to track individuals with late receipts, as well as the Control dashboard.

Difference Between Missing and Late

You'll be able to distinguish missing info (not yet uploaded) from late info (exceeding the authorised upload timeframe) thanks to their colour.

Missing - info that has not been uploaded yet on Spendesk. As soon as the payment appears on the platform, the info is considered as missing. It is not particularly worrying because some receipts might arrive a bit later than the transaction (one or two days after).
Late - info that has not been uploaded by the user during the authorised delay that was initially set up. So if you have set up a delay of 5 days to upload a receipt, a receipt become late on the 6th day. This one requires your attention because it means that the user didn't respect the rules. If a user reaches the maximum number of payments in the 'late' status, they will be blocked.