How can I enforce my expense policy and establish rules

If you are an Admin, you can go to your organization's Expense Policy Page and create Expense Rules. Our 'Rule Builder' is very flexible and can create many different types of rules that will help you better enforce your company's expense policy. 

To navigate to your Expense Policy page, expand your navigation bar on the left of your account and click Expense Policy:

Blocking rules vs. Warning Rules

There are two main types of rules: blocking and warning rules. Blocking rules prevent you from submitting an expense. A warning pops up and lets you know how to edit your expense so that it's within policy.

Warning rules alert you to the fact that you're going against company policy, and give  you the option to go back and fix the expense, or send it anyway. 

If someone submits an expense that violates a warning rule, admins will see a yellow warning icon on the expense. You can also search and filter specifically for expenses with warnings: 

Lastly, every admin Abacus account comes with a report for expenses with warnings, that is accessible in your navigation bar to the left:

The Abacus rule builder

The Abacus rule builder is extremely flexible and you can use it in any combination of ways to add rules that make sense for your team. 

You can choose who the rule applies to, including  custom Team Fields that you've created. You can also specify whether a rule applies to every expense, corporate card expenses, or reimbursable expenses only.

Explore the different types of rules available in the Type section! 

If you need help creating rules that work for your team, don't hesitate to reach out to support@abacus.com and we're more than happy to assist you. 

Routing expenses to specific approvers using the approval rule builder

Another type of rule builder applies specifically to expense approval routing. Create an Approval Routing rule if you'd like certain expenses to be routed to the Inbox of certain Managers or Admins. Once these rules are in place, expenses will be routed to that approver and until it's approved, it will appear in the Pending section for Admins. 

If the approver is both a manager and an admin, their approval will be final and the expense will just require one layer of approval. 

Here's how it works:

1.   Select the approver. This is the manager or admin who will receive the expense in his or her inbox first, if certain criteria are met. 

2. Route expenses for. This is the who the rule applies to. You can choose everyone, a particular user, or a certain custom Team Field like Department or Location.

3. Expense source. Choose between every expense, corporate card expenses or reimbursable expenses only.

4. Amount greater than. This is the expense amount above which the expense is routed to the approver.

5. Expense Tags. Choose a custom Expense Field that will determine the approver. Expenses with this field will be routed to the approver you specify. 

6. For expenses categorized as. Select a category to determine approval routing. Expenses with this category will be routed to the approver you specify.

In the above example, every expense from the Engineering team will be routed to Jesse Katsopolis for approval.

Prioritizing approval routing rules 

You might have expenses that meet the criteria of two routing rules. For example, an $801 expense would meet the criteria for two rules: expenses over $800 go to Will Smith, and expenses over $750 go to Kimmy Gibbler. In this case, the first rule (top down) will be used: the $801 expense would go to Will Smith.

To change the order of the approval routing rules, drag and drop the rules by clicking on the blue grid to the left of the rule:

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