Expense rules are auto-filled expense fields (i.e., category or cost center) based on the merchant’s name. For example, a rule can be set to categorize all charges from Uber as taxis, or all charges from Amazon as office supplies.
Expense rules prevent employees from entering incorrect expense details, which means your accounting team won’t have to send the expense back or manually correct it.
To set up expense rules, select the Settings tab on the left panel.
Select the Expenses & reports tab, then the Manage expense rules page.
Select the Add expense rule button.
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 exact merchant name doesn’t need to be entered here as we use pattern matching based on the characters entered, like Amaz for Amazon.
Note: Alpha-numeric values (e.g., ABC123) can be entered here.
Once done, select Save and next.
In the second section, select the expense fields you want to pre-fill and what they should be set to. You can set multiple expense 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 business.
Note: Ensure that you don’t create any conflicting or duplicate rules. The system pre-fills the expense fields by applying the most recently created expense rule.
Once the desired fields have been set, select Save and next.
In the last section, select if the expense rule should apply to all employees or employees in a certain department.
Once selected select Save.
Finally, review the conditions you’ve set 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 existing expenses.
Expense rules are applied after the expense is saved and not while the employee is editing the expense.
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, contact our support team at support@capitalone-fylehq.com.