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Receipt Policy

This article explains how Receipt Policy works, how to set it up, and what cardholders will see.

Updated today

Receipt Policy: Automate missing receipt handling

What is the Receipt Policy?

Receipt Policy helps you collect receipts for company card transactions by:

  • Highlighting Missing receipts right away

  • Marking transactions as Overdue after a configurable deadline

  • Optionally triggering automatic reimbursement for overdue receipts (for eligible cards)

This supports audit/tax compliance and reduces manual chasing by finance teams.

Who is it for?

  • Admins / Finance: configure the rules and monitor compliance

  • Cardholders: upload receipts before the deadline to avoid escalation

Set up Receipt Policy

Enable the Receipt Policy feature module and go to:

Settings → Policies → Receipt Policy

1) Configure when receipts become Overdue

In Overdue receipt settings, choose one or both options (each supports 0–90 days):

  • X days after the transaction date

  • X days after end of the transaction month (applies to transactions in that month)

Notes:

  • By default, no option is selected—you must enable at least one for the policy to take effect.

  • If you set 0 days, the Overdue flag becomes “Immediately” in effect.

  • If a transaction is marked Receipt not needed or as Personal Expense, it will not become Overdue.

2) (Optional) Enable Automated Reimbursement

Toggle Auto reimbursement on, then set Y days after Overdue (default 3, max 90).

  • Only transactions made with cards that have the setting auto-reimbursement enabled are affected. Please note that this setting is only available for cards linked to a EUR account and will only be applied to transactions over 0,50 EUR.

  • When enforced, the transaction is flagged Personal Expense and reimbursed automatically.

  • Personal Expenses will not require the upload of a receipt anymore

Notes:

  • Use “View enabled cards” to jump to the Cards page filtered to cards with auto-reimbursement enabled.

  • The Auto reimbursement section is only available if feature module Company Reimbursements is available and active.

3) (Optional) Define “Receipt not needed” rules

These rules mark transactions as Not needed immediately, so they’re out of scope for Overdue:

  • Exempt by amount: transactions under X, where X is the amount defined in your receipt rules (in your main currency; other currencies are converted).

  • Exempt by merchant: Define specific merchants whose transactions are exempt from the receipt upload requirement. Exemptions can be managed via the Merchant tab by enabling the setting in the merchant’s details.

How it works

Escalation flow

  1. Missing (immediately)
    ​    Missing receipts are highlighted in the UI and included in weekly reminder emails.

  2. Overdue (after your deadline)
    ​    When the deadline is reached, the transaction becomes Overdue and the cardholder is notified (email + push).

  3. Auto reimburse (optional)
    ​    If enabled, after an additional delay the transaction is marked Personal Expense and reimbursed automatically (only for cards with auto-reimbursement enabled).

Edge cases & enforcement rules

  • Receipt rejected: If a receipt is rejected (for example by Accounting), the overdue countdown restarts from the time of the last rejection.

  • Marked “Receipt not needed”: This clears the overdue status. If later changed back to “Receipt needed” and no receipt is attached, the overdue countdown starts from the time of that change.

  • Flagged “Personal expense”: This clears the overdue status. If the flag is removed and a receipt is still missing, the overdue countdown starts from the time the flag was reset.

FAQ

Does this apply to existing transactions?

No, activation of the Receipt Policy or changes of the Receipt Policy (E.g. Overdue timeframe) are only applied to transactions that are happening after the new changes went into effect.

Will auto reimbursement affect every card?

No. Only cards with auto-reimbursement enabled are eligible. Other cards remain unaffected and their transactions remain “Overdue” without an automated reimbursement triggered.

How do overdue receipts interact with Transaction Review?

If your organisation has the Transaction Review feature module enabled, transactions still go through the review process and can be approved or flagged.

Approval or flagging does not overwrite the Overdue status. However, it does prevent automatic reimbursement from being triggered. If the review is reset, Receipt Policy is triggered again and the reimbursement timer resumes

Can I avoid overdue for certain purchases?

Yes. As an Admin, configure Receipt not needed automation rules (amount and merchant), or mark specific transactions as “Receipt not needed” when appropriate.

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