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
Go to Settings > Company rules > Approval policies.
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.
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
Go to Settings > Organisation > Members and select a member.
Click Edit Profile, then navigate to the Policy section.
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.
