Enforcing your company expense policy with Requirements

Ensure tax deductibility and internal compliance by requiring receipts, labels, and descriptions for every card transaction. By enabling this feature, your company fosters an expense culture aligned with corporate policies, external audits, and tax requirements.

You can now customize these requirements to fit your specific needs—whether you are prioritizing tax deductions, audit compliance, or general spend control.

Take control of company spending with Requirements, a powerful new tool that allows you to mandate documentation for every cent spent.

⚠️ Note: Enabling this feature does not affect the authorization or clearance of a transaction. It only impacts your company's internal expense review process.

Setting up Expense Requirements for my company

Admins are the only ones who do this setup:

1. Go to Movements > Settings ⚙️ or Settings > Policies > Requirements
2. Select whether attachments, tags and/or descriptions are mandatory or not by turning on each toggle
3. When turning on the required property for attachments, please note you can select the required filetype between XML invoice, PDF invoice, Receipt or Other.
4. When selecting more than one filetype, you will be able to choose whether you require one of each file or both filetypes. 
5. You can also turn on tags and descriptions as mandatory fields
6. By turning on the Time window option, you will be able to create more awareness in users based on specific timeframe.
7. When finishing the setup, don’t forget to Save changes
8. After saving changes, all new transactions will now appear with the status “Missing items” until the user completes all requirements. Once requirements are completed, then the transactions will start the review process defined by the Expense review rules. 
    

⚠️ Once a rule is active, transactions happening from that moment will be handled accordingly. This setup do not work retroactively with past transactions. We suggest setting up requirements at any moment. Consider maximum impact from the next complete cycle.

Requirements enforcement in Card transactions

Upon completing the setup, new transactions will automatically be assigned the "Missing items" status on both the web and mobile platforms. Cardholders can view this new status in the "Review status" column of the transaction table, as well as within the transaction detail view.

To submit a transaction for review, all mandatory fields must be completed. Users will be alerted to these requirements via banners displayed on the screen and tags next to each required field. If an attachment is necessary, the requirement will be clearly communicated through the uploader and a specific awareness banner.

Skipping requirements

Clients currently have two flexible options for managing transactions with a "Missing items" status:

1. Cardholders can skip requirements: From the Review tab, cardholders can select the skip requirements call-to-action (CTA) (available on both desktop and mobile). They must provide a reason for skipping, after which the transaction moves to the Under review status, marked with a visible alert (⚠️Under review).
2. Admins and Bookkeepers can manually change the status: These roles have the ability to change a transaction's status from Missing items or Under review to Approved or Rejected at any point. This manual status change is also available even if the transaction is already marked as Approved or Rejected.

Daily and weekly reminders

Users with pending transactions in the 'Missing Items' section will receive daily email notifications prompting them to complete those actions.

The notification will include:

• The total number of pending transactions in Missing Items.
• The total number of pending transactions that have exceeded the defined time window (if applicable).
• The total value of these transactions in local currency.
• A Call-to-Action (CTA) link to navigate the user directly to the relevant section.

The system is designed to provide users with a comprehensive overview of their outstanding responsibilities through a single, consolidated communication. Specifically, users will receive a detailed extract directly within their weekly pending tasks email notification.

This essential email serves as a central hub, intelligently combining all action items that require the user's attention. This includes a clear breakdown of:

1. Pending Tasks for Review: Any items, requests, or submissions that are currently awaiting the user's formal approval or rejection.
2. Transactions Under Missing Items: A section that highlights transactions or expenses where essential documentation, such as receipts, invoices, or critical explanatory information, is incomplete or entirely absent, preventing final processing and compliance.

The purpose of this consolidated email is to ensure users have a single, non-intrusive reminder detailing all necessary actions required to keep their expense reporting and approval workflows compliant and up-to-date.