An approval policy lets you control how much a Requester can spend in one transaction and in one month without any approval. Admins and AOs can set up policies.

🚨 The approval policy applies to the payment methods that are selected.

🔥 If somebody is an approver, their requests will be automatically approved only if their spending policy says so. Otherwise, their requests will go to the next-in-line in the approval flow of that team or cost center, or to the account owner if they're already the last-in-line in that approval flow.

There are two ways of setting up policies in Spendesk.

Set up a policy for several members

Head over to Settings > Members > Policies

Then, choose the name of your policy and select one of the 3 options:

  • Always: Every spending needs to be approved (whatever payment method and whatever amount, the spendings will have to be approved).

  • Sometimes: Customize your approval policy. You can modify the maximum amounts per transaction and per month and select upon which payment methods this rule will apply.

  • Never: No spending will need to be approved (whatever payment method and whatever amount, the users under this policy will be able to spend without any approval).

In addition, you can directly add members that you already know should follow this approval policy.

Set up a policy for one member

Under Settings > Members, select a member.

Click on Edit Profile then head down to the Policy Section.

Choose the right policy in the dropdown list.

You can also create a custom approval policy by choosing Custom approval policy, choosing a name and selecting among those 3 options:

  • Always: Every spending needs to be approved (whatever payment method and whatever amount, the spendings will have to be approved).

  • Sometimes: Customize your approval policy. You can modify the maximum amounts per transaction and per month and select upon which payment methods this rule will apply.

  • Never: No spending will need to be approved (whatever payment method and whatever amount, the users under this policy will be able to spend without any approval).

🤓 You wish to give more autonomy to your users?

If you'd like to give more flexibility to your coworkers, you can set a higher amount per transaction/month.

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