Configure Emburse Assurance Rules in Emburse Spend

Overview

Emburse Assurance helps your organization identify potentially non-compliant expenses using AI-powered policy checks. Administrators can create one or more rules for each Assurance check and target those rules to specific users, departments, projects, payment methods, and expense conditions.

Use Emburse Assurance rules to determine when a warning displays, who can see it, and which expenses should be evaluated.

This article explains how to create, edit, and manage Emburse Assurance rules in Emburse Spend.

Prerequisites

Before you begin:

Access Emburse Assurance Rules

  1. In the left navigation menu, select Expense Policies.
  2. Locate the Assurance Rules section.

The Assurance Rules page displays all available Assurance checks and any configured rules.

Assurance Rules page displaying available Assurance checks and configured rules.

Create an Emburse Assurance Rule

  1. In the Assurance Rules section, select ADD.

    Assurance Rules page showing the ADD option in the Assurance Rules section.

  2. Select the Assurance check you want to configure.

    Create Assurance Rule dialog displaying available Assurance checks, including Alcohol Detection, Excessive Tip Anomaly, and Fake Receipt Detection.
Assurance checks can evaluate expenses either before submission or after submission. The timing depends on the Assurance check you configure. For more information, see Emburse Assurance Checks Available in Emburse Spend.

Configure Rule Conditions

After selecting a check, configure the rule settings.

Create Assurance Rule screen showing payment source, applicable users, amount, categories, tags, and visibility options.

Setting

Description
Payment Source Determines which payment methods the rule evaluates. Select one or more options: Reimbursable, Virtual card, or Physical card.
Applicable Users Determines which expense submissions the rule applies to. Select Anyone to evaluate all users, or limit the rule to one or more team fields values or users.
Amount Determines the minimum expense amount required for the rule to apply. Select Any amount to evaluate all expenses, or select Over and enter a threshold amount.
Categories Restricts the rule to specific expense categories. If no category is selected, the rule applies to all categories.
Tags Restricts the rule to expenses that contain specific expense field values. Use tags when you want to target expenses associated with specific or custom expense fields. If no tags are selected, the rule applies to all expense fields.
Visibility Determines who can see the Assurance warning generated by the rule. Select Approver to display the warning only to approvers, or Submitter and Approver to display the warning to both users.
For Alcohol Detection, Outside Business Hours, and Excessive Tip Anomaly, the threshold defines the value that triggers the Assurance check. For these Assurance checks, the threshold is configured once at the Assurance check level and applies to all rules created under that check. 
After you create your first rule, a threshold setting displays at the top of the Assurance Rules section, where you can review or modify the global value. If you create additional rules for the same Assurance check, they all use the same threshold.

Preview the Rule

After you configure a rule, you can preview it before creating it. Previewing the rule helps you verify that the correct conditions are included and that the rule behaves as expected.

  1. Review the configured settings.
  2. Select PREVIEW RULE.

The preview displays the conditions that trigger the Assurance check.

Preview Rule dialog displaying the conditions that will trigger the selected Assurance check.
  1. Review the preview and confirm that:
    • The correct Assurance check is selected.
    • All rule conditions are included.
    • Condition values, such as amounts and tags, are correct.
    • The rule logic matches your organization's policy requirements.
  2. If you find an issue, select REVISE and update the configuration.
  3. Select CREATE RULE to save the rule.

The rule appears beneath the selected Assurance check and becomes active immediately after it is saved.

Configure a Global Threshold

Some Assurance checks use a shared threshold that is configured at the Assurance check level rather than the rule level.

The following Assurance checks use a shared global threshold:

  • Alcohol Detection
  • Outside Business Hours
  • Excessive Tip Anomaly

After you create the first rule for one of these Assurance checks, a threshold setting displays at the top of the Assurance Rules section.

  1. Select the pencil icon next to the Assurance check.

    Assurance Rules page showing the edit control used to modify the global threshold for an Assurance check.

  2. Enter the threshold value for the selected Assurance check. The value type depends on the Assurance check you are configuring.

    Edit Alcohol Threshold dialog showing a percentage field used to configure the threshold for Alcohol Detection.
  3. Select SAVE.

The threshold applies to all rules created under that Assurance check. Additional rules inherit the same threshold value.

Create Multiple Rules for a Single Assurance Check

You can create multiple rules under the same Assurance check to support different departments, projects, users, categories, payment sources, or visibility settings.

The following Assurance checks use a shared global threshold that applies to all rules under the check:

  • Alcohol Detection
  • Outside Business Hours
  • Excessive Tip Anomaly
Example: Your organization uses a global Alcohol Detection threshold of 15%.
  • Marketing rule: Applies to the Marketing department. Expenses are evaluated against the 15% Alcohol Detection threshold and are visible to managers and approvers.
  • Finance rule: Applies to the Finance department. Expenses are evaluated against the same 15% Alcohol Detection threshold, but visibility is limited to approvers.
Both rules use the same 15% threshold configured for the Alcohol Detection Assurance check. The rules can have different scopes and visibility settings, but they inherit the same threshold value.

Each rule is evaluated independently based on its scope and visibility settings without creating separate or conflicting rules. For Assurance checks that use a shared global threshold, the threshold applies to all rules under that check.

Edit an Assurance Rule

  1. Navigate to Expense Policies.
  2. Locate the Assurance check containing the rule.

  3. Select the pencil icon next to the rule.

    Assurance Rules page showing the edit control for an existing Assurance rule.
  4. Update the configuration.
  5. Select PREVIEW RULE.

The preview displays the conditions that trigger the Assurance check.

  1. Select UPDATE RULE.

    Preview Rule dialog displaying updated rule conditions before saving changes.

The updated settings apply to future expense submissions.

Delete an Assurance Rule

  1. Navigate to Expense Policies.
  2. Locate the rule you want to remove.
Deleting a rule permanently removes the configuration. Deleted rules cannot be restored.

  1. Select the trash can icon.

    Assurance Rules page showing the delete control for an existing Assurance rule.

  2. Select DELETE.

    Delete Rule confirmation dialog asking the administrator to confirm removal of the selected rule.

The rule is removed immediately.

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