Overview

In Volopay, to provide expense control, spend guidelines can be utilized, spend guidelines are rules that admins can implement to define what is allowed to be purchased via Volopay Cards, and adding to the controls and visibility options, expense alerts can be created.

These alerts that can be sent to a specific person to increase visibility on the spend on the Volopay cards. For example, maybe your head of IT wants to know whenever a Software purchase over $1,00 is made.

Please note that alerts are additive, and one alert rule will not override any existing rules. If you create a new rule for alerts over $6,000 for a specific software merchant, you will still get all the alerts from your initial $1,000 rule.

Expense alerts are sent to the notifiers via email and volopay notification.

Step 1: To create an expense alert, an admin or a user with a card manager position can go to the card module and access settings.

Step 2: Proceed to the spend controls. Under the post spends section, find the expense alerts tab.

Step 3: Open the expense alerts slider and click on create a new alert.

Step 4: Set the alert for any transaction above a certain amount. For example, any transaction above 100 AUD will trigger an alert.

Step 5: Add multiple rules. For instance, select a department where an expense of 100 AUD and above triggers an alert, or specify a merchant where an expense from a particular department above 100 AUD triggers an alert.

Similarly add other conditions such as category, merchant and project if needed.

Step 6: Select the individuals who should receive alerts for this specific rule, under "to these people".

Step 7: Save the alert for your company.