A policy is not a document, it is a rule that runs.
Limits, categories and cost centres apply to every expense as it happens. Anything outside the rules shows up right then, not at month end, and goes on record with its reason.
- Category: Lodgingallowedcheckingwithin policy
- Cost centre: Fieldwithin budgetcheckingwithin policy
- Nightly cap: $3,500$3,820checkingover the limit
A rule reads like a sentence, not like code.
The person writing the policy is on the finance team, not an engineer. Pick a category, a place, a period and a cap; the moment the rule is saved it applies to everyone. Nothing to wait for to ship it.
Spend onLodgingChicagoper night$3,500
If exceeded: ask for a reasonSaved · applied to 142 peopleViolations show up now, not at month end.
Flagged as it happens
An expense outside the rules is flagged the moment it lands. Nobody learns about it from a statement four weeks later.
The reason is part of the record
When a cap is exceeded a reason is requested and added to the record. The approver sees the why while making the call.
You see what repeats
The same rule broken over and over is not an exception, it is a signal. Repeats surface in reporting; whether to change the rule or the habit is your call.
Rules change, history does not.
Updating a rule never deletes the old version. Every expense stays judged against the version in force on the day it happened — a past record does not turn into a violation because of a new rule.
A rule should be firm, not blind.
Going over is a question, not a ban
An expense outside the rules is not blocked; a reason is requested and it goes for approval. Blocking pushes people to spend outside the system.
Nobody writes their own limit
Authority to write rules is separate from authority to spend. Where they meet in one person, the change goes up a level for approval.
An exception is also a record
Every exception granted stays in the audit trail with who granted it and why. No rule is quietly waived.
About the policy engine
If you cannot find an answer here, write to us — we reply the same day.
Get in touchOut-of-policy spend is flagged, its owner is asked for a reason, and it goes for approval; the approver decides. Work keeps moving and no exception slips through.
Close this month a week early.
Connect your accounting system and see your first match today.