Good expense management starts with a solid business expense policy. However, it is a real challenge to make sure that everyone knows the rules and sticks to them. Luckily, SRXP is here to help you out with this problem. Today we have released a new feature we call 'Business rules'. On this new admin page you can add different types of policy rules you want to apply. Here we will shortly explain the different kinds of rules.
How to set up your expense policy in business rules
All business rules can be set up following this structure: if [type of amount] per [time frame] is [more/less than] [currency] [amount] then [result]. With this structure we have aimed to make the rules as flexible as possible to fit your expense policy.There are three types of amounts: category amount, project amount, and total amount. If you select category or project amount, you can select one of your categories or projects from a dropdown.
Next, you can set the time frame for your business rule. You can select day, month, expense or report. Once you have selected the time frame, you can choose the amount from which a certain result should apply. You finish the setup by selecting a result if the rule applies. There are three results you can choose from: add approver, highlight, block, and required field (update 2 August). We will go a bit deeper into these options.
A very common rule is to have an expense reviewed by two approvers if the amount is above a certain amount. After selecting this result, you must choose one or more approvers from the dropdown.
If you select the option highlight, the expense or report that meets the criteria of that business rule is highlighted in yellow. The expense reporter will notice that the row of that expense in the report overview will be yellow after the report is submitted. The employee will also see the rule that is violated.
More importantly, the approver will see these highlighted expenses as well. First, the report with a violating expense will be highlighted in the reports overview. After selecting this report, the expense that is causing the infringement will be marked. Of course, the rule that is violated is displayed here as well. All these notifications will urge the approver to take a closer look into these specific expenses. At the same time, the approver can be sure that the other reported expenses are compliant with the expenses policy. As usual, the report can be approved or rejected with a motivation.Block
Select this result if you want to prevent this expense or report from being submitted. The expense or report that causes this error will be highlighted in red, accompanied with the reason for blocking.
Required field (update 2 August)
The last option is to select a required field. When an expense meets the criteria you outlined, you can make the description, project or vendor a mandatory field. If the employee didn't fill out this field, (s)he will not be able to submit the expense.
Example: Daily lunch allowance
Let's take a closer look, and create one business rule together. Clients often tell us that employees have a daily lunch allowance. This is how you would setup that business rule: first, you select the category 'Lunch', and select the time frame 'day'. You might be tempted to choose 'expense', but if people would buy their sandwich and orange juice at different places, they might exceed their allowance. After that, you select the maximum amount the employees are allowed to report per day. Finally, you select the result: should the expense in case of exceeding the allowance be highlighted, blocked, or approved by one more approver?
'I want to start using this now! Where can I find it?'
Business rules is an Enterprise feature and is therefore only available in our Enterprise plan. If you already have an Enterprise subscription, you can contact our Customer Success Managers (for example through the portal chat) to enable it for you. After this you will find it in the company settings. If you have a Premium subscription, you will need to upgrade your company account to the Enterprise plan first.
How to set up rules based on job titles
Please note that rules based on job titles was already available in our system on the page 'Job titles'. Here you can establish which categories are available for expense reporters with certain job titles. The same goes for payment methods. If you wish to make exceptions on user-level, you can do that in the information of that user.
Don't hesitate to get in touch if you have any questions on how to digitise your business expense policy. We'd be happy to hear from you.