Managing Receipts and Compliance
🎭 Admins and Account Owners can set maximum time limits to add a receipt and restrictions on the number of late receipts allowed.
📎 This encourages requesters and account owners to provide receipts regularly.
🛃 Rules can be customized to meet specific requirements (see below)
Navigate to Settings > Members > Control on receipts.
You can choose to enable the Standard Control Rule, which sets a 7-day limit and allows a maximum of 5 overdue receipts.
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 👀 .
Customize 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 > Members and Control on receipts.
Create new rules to control late receipts with options for maximum late receipts and days for providing receipts:
Choose the members to which you'll apply these custom rules.
Edit a rule on receipts
Access rule editing in Settings > Members > Control on receipts > 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
Customize rules for individual members, particularly for specific situations.
Go to Settings > Members, select the member, and choose the appropriate custom rule.
Requesters can monitor payments with missing receipts on their dashboard and add them from the Payments tab.
Receipts are color-coded for status, and users can unblock themselves by providing overdue receipts.
Green = provided.
Blue = receipts still in the upload timeframe - the user will probably update them soon.
Orange = invalid receipts.
Red = for late receipts.
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.
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 Receipts
You'll be able to distinguish missing receipts (not yet uploaded) from late receipts (exceeding the authorized upload timeframe) thanks to their color.
A missing receipt is a receipt that has not been uploaded yet on Spendesk. As soon as the payment appears on the platform, the receipt is considered as missing. It is not particularly worrying because some receipts might arrive a bit later than the transaction (one or two days after). This is why we've introduced the notion of 'late receipt'.
A late receipt is a receipt that has not been uploaded by the user during the authorized 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. And if he reaches the maximum number of late receipts that was set up, the user will be blocked.
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.