Permission Required: Users with the Admin Profile and Custom Profile can access this feature
Regional Availability: Australia, India, Indonesia, Singapore, United States
Overview
With Expense Flag Rules, the system acts as a 24/7 policy enforcer, reducing the need for manual reviews by admins and reviewers. It automatically flags transactions that may be out of policy and triggers notifications for necessary action.
Automated receipt reminder emails can be enabled through the Card Freeze Rule. Although card freezing is built into the rule framework, its enforcement can be configured in line with the company’s internal policy. Many organizations choose to use this feature primarily as a proactive reminder tool rather than as an immediate enforcement mechanism.
Note: Auto Receipt Reminder and Card Freeze are premium features and are not included in Volopay’s standard offering. These capabilities can be enabled from the backend upon request for clients who require enhanced transaction control and compliance management.
How to set up auto-flag rules?
Step 1: Start by navigating to the settings under the cards module.
Step 2: Click on spend controls, under the 'post spend' section, you will find the 'expense flag rules'.
Step 3: Select it to either edit or delete an existing rule. For this guide, we will create a new expense rule.
Step 4: First, you will need to enter a threshold amount. Next, you will need to select either the department, project, merchant, or category. These criteria can be chosen in various combinations.
Step 5: Once you have set the criteria, click on 'save'.
Auto Receipt Reminder & Card Freeze
Overview
The Auto Receipt Reminder & Card Freeze feature helps organizations enforce timely expense submission by automatically reminding employees to upload receipts. If receipts are not submitted within the configured timeframe, the card is automatically frozen until compliance is met.
Note: This is a premium feature and not part of Volopay’s standard offering. It can be enabled from the backend upon client request.
How to Set It Up
Go to Card Settings
Click on Rules
Select Freeze Rules
Choose Submission Policy
Set the number of days after which the card should be frozen
Once configured, the reminder and freeze process will run automatically based on the selected timeline.
How It Works
Assumption: Reminder Policy Set for 4 Days
Day 1:
The employee creates an expense.Day 2/3:
Reminder email sent — “Reminder: Missing expense details.”Day 4:
The card is automatically frozen — “Virtual card frozen – {Card Name}.”
Note: Once the receipt is submitted and the submission policy requirements are met, the card will be automatically unfrozen.