Your organization may create an unlimited number of rules in order to automate your expense policy. In addition to creating rules that will warn and block employees when they submit expenses, you may create rules that will automatically approve expenses that meet certain criteria and comply fully with your expense policy.
Requirements
- Expenses must be submitted for auto-approval rules to fire.
- Submitted expenses that do not comply with your organization's warning or blocking rules must be manually approved; they will not be automatically approved.
Note that transactions made using an Emburse or AMEX virtual cards issued via Emburse Spend are treated differently. See Auto-Submission of Virtual Card Transactions for more details.
Automation Criteria
You may automate expense approval based on the following criteria:
- Employee or group
- Expense type (corporate card or reimbursable)
- Merchant
- Category
- Time period
Create an Auto-Approval Rule
1. To create an auto-approval rule, head to your Spend Policy screen via the Admin tab.
2. Scroll to the bottom, and click ADD in the Auto Approval section.
3. You can then customize your auto-approval rules based on the criteria that make the most sense to your team.
4. Click Preview Rule to review the rule based on the settings you selected.
5. When you are satisfied with the rule you created, click Create Rule.
Merchant Field
The dropdown menu displays such default non-vendor merchants as Mileage, Taxi, and Parking. Aside from these options, the Merchant name field acts like a text field.
To create a new approval rule based on a merchant name, simply type the merchant's name in the field.
Once you finish typing, a prompt will appear within the field to add the typed name. Click on Add [Merchant Name] to include the merchant in the rule.
In the example below, the Merchant name is set to "Emburse Spend."
