Play by the Rules is available on all billing plans and offers enhanced control over receipts and compliance.
Before you start
Available to Admins and Account Owners only.
Available on all billing plans.
No prior integration or setup is required to enable the Standard Control Rule.
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 5-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 > Organization > Members and select the member. Then go to Edit Member Profile > Settings & Policies > Receipt Controls, and create 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 hasn't been uploaded yet. As soon as the payment appears on the platform, its info is considered missing. This isn't urgent, since receipts can arrive a day or two after the transaction.
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.
Note: A receipt marked as "invalid" still counts as a late payment. A receipt marked as "cannot be provided" does not count as late.
Play by the Rules and Subscription Cards
Note that Play by the Rules does not apply to subscription cards to prevent disruptions in daily tool use.
Tip: Refunds always require a receipt or required info under Play by the Rules, and count toward your late payment limit.
Troubleshooting
Symptom: A requester's card remains blocked even after uploading all their receipts. Cause: Some payments may still be missing other required info, such as supplier or cost centre, or the update hasn't synced yet.
Resolution: Check the Payments tab for any payment still marked as missing info, complete it, and wait a short moment for the status to refresh.
Symptom: A requester has many more payments with missing receipts than the assigned rule allows, but isn't blocked.
Cause: Some payments may be marked "cannot be provided," which doesn't count toward the late limit, or the rule assignment may not have been activated correctly. Resolution: Check each payment's status in the Control dashboard, and confirm the correct rule is assigned to the member in Settings > Organisation > Members.
Symptom: A member's rule changed but past payments weren't affected as expected.
Cause: New rules apply to payments made after the change; payments that were already late under the previous rule keep their original status.
Resolution: No action needed. If the member exceeds the new limit going forward, they'll be blocked as expected.
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