With an expense policy, you can set clear guidelines for how company funds may be used. The policy helps you define which expenses are allowed and which require further review.
You can create both general guidelines and more specific rules for different types of expenses.
Please note: Expense policy is included in the Add-on Package and needs to be activated for the company before the feature can be used.
Examples of guidelines in an expense policy
An expense policy can, for example, specify that:
All purchases must have a receipt.
Expenses must be categorized correctly.
Hotel stays must not exceed SEK 3,000 per night.
Only approved business travel is reimbursed.
Clear guidelines make it easier to determine which expenses comply with the company's policy and which require further review.
Create and manage your expense policy
As an administrator, you can find the company's expense policy under Policy Center in the menu.
Here, you can create and customize rules based on your company's own guidelines.
You can also use Intelligence to help you get started. Select Generate to create suggested rules that you can then customize based on your company's needs.
Set limits for individual expenses
You can use the expense policy to set guidelines for individual expenses that exceed a certain amount.
For example, you can create rules for:
Wellness expenses exceeding SEK 5,000.
Hotel costs exceeding a specified amount.
Other types of expenses that require further review above a certain amount.
Please note: The expense policy cannot calculate cumulative spending over time and therefore cannot be used to track, for example, an annual wellness allowance.
Use your expense policy with Intelligence
The expense policy can be used together with Intelligence to automate parts of the approval flow.
When Intelligence is used as an approver, the expense is compared with the company's expense policy:
The expense can be approved automatically if it clearly complies with the policy.
The expense is sent to a human approver if Intelligence cannot approve it based on the policy.
The clearer your company's expense policy is, the better the information Intelligence has to assess expenses.
Read more in the article Intelligence.
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