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Submodule Mobile-Expensify
updated
from 1e21bc to 963a88
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--- | ||
title: Workspace Rules | ||
description: Configure and manage rules for your workspace | ||
--- | ||
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Rules help you control and manage expenses, ensuring compliance with your company’s policies. Whether you want to set limits on spending, require receipts, or prevent self-approvals, rules give you the flexibility to tailor expense management to your needs. | ||
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{% include info.html %} | ||
Rules are available for Control workspaces only. You must be a Workspace Admin to complete this process. | ||
{% include end-info.html %} | ||
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# Enable rules | ||
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1. Click your profile image or icon in the bottom menu. | ||
2. Scroll down and click **Workspaces** in the left menu. | ||
3. Select the workspace you want to enable rules for. | ||
4. Click **More features** in the left menu. | ||
5. Under the Manage section, enable the **Rules** toggle. | ||
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# Configure workspace expense rules | ||
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Once Rules are enabled, you can customize individual expense settings: | ||
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1. Click **Rules** in the left menu. | ||
2. Under **Expenses**, configure the following: | ||
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- **Receipt required amount**: Specify when receipts are required. Accepts decimal values. | ||
- **Max expense amount**: Set a spending limit per expense. Accepts decimal values. | ||
- **Max expense age (days)**: Define how old an expense can be. Accepts whole numbers only. | ||
- **Billable default**: Set expenses as billable or non-billable by default. | ||
- **eReceipts**: Enable eReceipts for most USD credit transactions. This is available when the Default currency set in the Overview is set to USD. | ||
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# Configure expense report rules | ||
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1. Click **Rules** in the left menu. | ||
2. Under **Expense Reports**, configure the following: | ||
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- **Custom report names**: Create default titles for reports. | ||
- **Prevent self-approvals**: Stop users from approving their own reports. | ||
- **Auto-approve compliant reports**: Automatically approve reports below a set amount and set a random report audit percentage. | ||
- **Auto-pay approved reports**: Automatically pay reports below a specific threshold when approved. | ||
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# Configure category rules | ||
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1. Go to **Categories** in the left menu within workspace settings | ||
2. Select a category to open its details. | ||
3. Under **Category Rules**, configure the following: | ||
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- **Enable category**: Make the category visible to workspace members when creating or submitting expenses | ||
- **Require description**: Make descriptions mandatory for certain categories. | ||
- **Approver**: Assign a specific approver per category. | ||
- **Default tax rate**: Set a default tax rate for each category. | ||
- **Max amount**: Define spending limits by category. | ||
- **Require receipts over**: Specify when receipts are required for category expenses. | ||
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# Configure tag rules | ||
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1. Go to **Tags** in the left menu within workspace settings. | ||
2. Select a tag to open its details. | ||
3. Under **Tag Rules**, configure the following: | ||
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- **Tag approver**: Assign approvers for specific tags. | ||
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# Manage default categories and billable expenses | ||
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- **Default Categories**: Auto-categorize expenses based on the Merchant Category Code (MCC). Set in **Categories** under the **Settings** option on the top right of the page for credit card transactions and receipts. | ||
- **Billable Expenses**: Set in **Tags** under the **Settings** option on the top right of the page to require tagging always or just when an expense is flagged as billable. | ||
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{% include faq-begin.md %} | ||
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**Who can manage rules?** | ||
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Only Workspace Admins can configure and manage rules. | ||
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**What happens if I disable rules?** | ||
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Disabling rules will remove any violations or warnings from draft or outstanding expenses that relied on those rules. | ||
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{% include faq-end.md %} | ||
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