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Set up expense rules

Pre-set expense fields based on merchant names

Updated over 7 months ago

Expense rules come in handy when a user enters incorrect details on an expense form and the accounting team needs to send back the expenses or manually correct the details. Expense rules eliminate this scenario by auto-updating the expense fields based on pre-set conditions.

For example, a rule can be set that if the merchant name contains Uber then the category is automatically set to Taxi.

To set up expense rules, select the gear icon in the top right corner.

From the left side panel, select Expenses and select Expense rules.

Select Add expense rule.

In the first section, enter some of the characters present in the merchant's name.

For example, if you are creating a rule for Amazon, where the card details show Amaz as the merchant name, you can enter Amaz in this field. This will automatically match the merchant Amazon.

The right merchant name does not need to be entered here as we use pattern matching based on the characters entered, like Amaz for Amazon.

Note—Alpha-numeric values can be entered here.

Once done, select Save and next.

In the second section, select the fields you want to pre-fill and what they should be set to. You can set multiple fields by selecting Add another field.

You can select any of the following fields—project, cost center, purpose and customer expense field set for your organization

Note—Ensure that you do not create any conflicting or duplicate rules. The system fills the fields on the expense form by applying the most recently created expense rule.

Once the desired fields have been set, select Save.

In the last section, select if the expense rule should apply to users across the organization or to users assigned to a certain department.

Once selected select Save.

Lastly, review the set conditions and select the Save expense rule button to finish.

Note—Once the expense rule is created, it will be applied to future expenses. The rule will not be applied to the existing expenses.

Expense rules are applied after the expense is saved and not while the user is editing the expense.

If the user manually creates an expense by filling in all the details, the expense rules will not be applied to the expense form. Since the employee is manually adding details, priority is given the manual editing of fields over expense rules.

If an employee has a restriction of projects, cost centers or categories, and those fields are present on the expense form, then the restricted field won’t be filled by the expense rule.

If you need further assistance with setting expense rules, reach out to our support team at support@capitalone-fylehq.com.

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