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Set up approval policies for individuals or groups of employees

Only Account Owners and Administrators can view and edit approval flows.

Updated over 3 months ago

An approval policy allows you to control how much a Requester can spend in one transaction or one month without requiring approval. Both Admins and Account Owners (AOs) can set up these policies.

Important: Approval policies apply only to the payment methods selected.

Approvers’ Spending Policies:

  • If an approver’s spending policy allows for self-approval, their requests will be automatically approved.

  • If their policy requires approval, their requests will follow the approval flow:

    • The next-in-line approver in the cost center will validate it.

    • If they are the last-in-line, the request will go to the Account Owner.

Special Case Example:
Imagine a user is part of an approval flow where they can approve requests between 0 and 300 euros. However, their policy states that their expenses must be approved. If this user creates a request for 200 euros, it will need to be validated by the next approver in the chain. The request will not be self-approved.

How to Set Up Approval Policies

You can set up approval policies in two ways:

Set Up a Policy for Several Members

  1. Go to Settings > Company rules > Approval policies.

  2. Choose a policy name and select one of the three options:

    • Always: Every spending must be approved, regardless of the payment method or amount.

    • Sometimes: Customize approval conditions:

      • Define maximum amounts per transaction and per month.

      • Choose the payment methods to which this rule applies.

    • Never: Spending does not require approval, regardless of the payment method or amount.

  3. Add members to this policy directly if you already know who should follow it.

💡 Note:
If a user requests a card in another currency, we apply:

  • 2.99% currency conversion fees.

  • An additional 5% buffer to account for currency rate fluctuations.

This means that if the currency rate changes, some requests may need approval while others may not.

Set Up a Policy for One Member

  1. Go to Settings > Organisation > Members and select a member.

  2. Click Edit Profile, then navigate to the Policy section.

  3. Choose the appropriate policy from the dropdown list or create a custom policy:

    • Always: Every spending must be approved, regardless of the payment method or amount.

    • Sometimes: Customize approval conditions:

      • Define maximum amounts per transaction and per month.

      • Choose the payment methods to which this rule applies.

    • Never: Spending does not require approval, regardless of the payment method or amount.

Want to Give More Autonomy?
To provide greater flexibility, set higher spending limits per transaction or month.

Note:
For card requests in another currency, the same fees and conditions apply as mentioned above:

  • 2.99% currency conversion fees.

  • An additional 5% buffer for currency fluctuations.

FAQ

Q: Who can set up approval policies?
A: Approval policies can be configured by Admins and Account Owners (AOs).

Q: What happens if a user is both an approver and has a spending policy requiring approval?
A: Their requests will not be self-approved. Instead, the request will follow the approval flow to the next-in-line approver or the Account Owner.

Q: How do currency variations impact approval policies?
A: Requests in another currency incur 2.99% conversion fees plus a 5% buffer for fluctuations.

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