At Spendesk, our mission is to remove the friction of spending at work and give you autonomy to pay for what you need.
But with great power comes great responsibility: you need to provide receipts and explanations for every purchase you make. That's a legal obligation.
Our feature Play By the Rules helps you keep track of which receipts needs to be attached and adopt good habits by providing the receipts regularly.
But if you don't follow the rules, then you might lose access to your autonomous method of payments such as new virtual cards and your physical cards.
Don't worry, you can always unblock yourself by providing the receipts and required information.
Understand your rules
As a Requester, head to the right of the Home page / Requestor Dashboard and look for Your rules -> Learn more.
Read carefully how many receipts late you are allowed to have before being blocked.
For your information, an invalid receipt may count in the "rules" as an overdue receipt, but a receipt marked as "cannot be provided" will not count as an overdue receipt.
The quickest way to unblock yourself when you are in breach of the rules is to simply upload the receipts / required information.
In cases where you believe the status to be incorrect, contact Spendesk.
Understand your dashboard
Your dashboard displays the status of your outstanding receipts and spend information. Depending on receipts' status (missing, provided or late), it will appear differently.
You can unblock yourself by uploading late receipts and required information.
You will not be able to use physical cards nor virtual cards. However, active/existing subscriptions will still be running to avoid issues with main suppliers.
Unblock your account
To unblock yourself, simply provide your receipts, or declare your receipts as "Can't be provided".
To provide a receipt, head to your payment, then tap on "Upload a receipt". You can also provide it from the mobile app.
To declare your receipt as "can't be provided", head to your payment, select "Can't provide receipt", select the receipt as lost and sign the declaration:
This document will be legally binding. The option should only be used when the receipt has been truly lost.
Change in your control rules
If your rules are changed by your Finance team, you will receive an email just like this one:
If you had missing receipts prior to the change or rules, new rules now apply only on the receipts of the payments made after the change.
Let's say you're allowed 4 payments with missing receipt in the prior rules, and have 3 receipts late. If your Finance team changes the rules to a limit of 3 payments late, your account will not be suspended. However, if you end up with 7 payments without a receipt, you will: simply upload a receipt to unblock yourself!