How to Set Up Rules for Flagging, Auto-Approving, and Auto-Rejecting Reports

The Rules feature, located under Automations on the Team Dashboard, allows Admins to automate the report review process by applying specific filters for auto-approving, rejecting, or flagging reports that require further attention. This helps reduce manual review time, ensure compliance with company policies, and streamline reimbursement workflows.

In this guide, we’ll walk you through the steps to create custom rules, so you can efficiently manage reports based on mileage limits, expenses, or other relevant criteria.

Step 1: Log in to your account on the Team Dashboard. 

Step 2: Click on 'Team Settings' from the left side of your screen. 

Step 3: Click on 'Automations'. 

Step 4: Click 'Create rule' in the top right corner of your screen. Or you can use our templates at the top of the screen to easily create automations for manual trips or trips on company holidays, weekends, or specific days of the week.

Step 5: Start by adding a Rule name. Use something that will help you easily and quickly recognize the rule that you are defining.  

Step 6: Next, add the action for your new rule. You can choose from the following actions to apply to reports:

• Flag: This action will flag reports that meet specific criteria, making them easily filterable and reviewable by both the reviewer and the driver upon submission.
• Reject: Automatically reject reports that do not meet your predefined criteria. Rejected reports will be sent back to the submitter with an explanation shown in the report activity section.
• Approve: Automatically approve reports that meet all compliance and reimbursement criteria. This speeds up the review process by instantly approving compliant reports without manual intervention.

Step 7: Now, define the conditions for your rule:

• Select the object you want to apply the rule to, such as a Trip, Transaction, or submitter.
• Choose the attribute you want to monitor, like Miles, Expenses, or Compliance.
• Set the threshold or limit for the selected attribute. For example, you can define a mileage limit or compliance requirement that will trigger the rule.

Step 8: Next, add a description for your rule. The rule description is mandatory and will show as the rejection or flagging reason on report activity. 

Step 9: Finally, click 'Save' in the top right corner of your screen to save your rule. Once saved, the rule will automatically apply to your team's reports going forward.