This feature is available for an additional charge. Contact Airbase Customer Success team to learn more.
Required Field Rule.
Employees need to fill in the following fields while requesting reimbursement:
- Merchant Name.
- Transaction Date.
The Merchant Name, Amount, Transaction Date, and Category fields are mandatory.
However, if your organization wants to ensure that the employees should include Receipt, Purpose, Tags, and Notes while requesting reimbursement, create a Required Field Rule.
Receipt ensures that a receipt is uploaded for the expense.
Purpose indicates what the expense is for. For instance, if the reimbursement was for Uber from the airport to your office, it can be captured here.
Tags will capture the GL tags associated with the expense. It is an optional field in the Reimbursement Request form. By making Tags as a mandatory field, the requester will be asked to fill it in. Say, for example, all the non-US Sales team members should provide Tags for all Travel-related expenses.
Notes can include a detailed overview of the expense. For example, any expense >$1000 needs to have detailed Notes.
If the fields defined in the Rule are not filled in, the employee will either be shown a warning or will be blocked from submitting the request.
Employees need Manage Tags User Permission to add Tags to their reimbursement request.
Here’s an example on how to ensure receipts are mandatory for all the requests over $500 from Marketing:
Time Based Rule.
Time Based Rule checks the time period between the employee spend and the date when the reimbursement request was submitted.
If the spend has crossed the number of days mentioned in the Reimbursement request should be submitted within, Airbase will either warn the employee or block their request based on the Type of action.
Say you want to block all requests of a specific GL Category if the request was made 30 days after the expense, here’s how you create the Time Based Rule.
Budget Based Rule.
Budget Based Rule will ensure that the employee’s request is within a given amount and the date of spend is without a set period of time.
If the request crosses the set amount or the timer period, Airbase will either warn the employee or block their request based on the type of action.
The budget can be defined per Quarter, Month, Week, or Day.
For example, a Budget Based Rule was set for Travel GL Category as $1000 per month. If an employee spends $500, $300, $300 on the 20th, 24th, and 28th respectively and tries to submit all the expenses on the 5th of the following month, the third request will be flagged based on the type of action.