How-to Guides

How to Create Rules for Expenses

When you have Expenses enabled, you can set up custom rules that will apply to any and all Rho Card transactions, reimbursements, and credits. 

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How to create rules

To create a rule, navigate to the Expenses tab in your Rho dashboard, then scroll to the Rules section and click the + Add Rule button. 

Here's what each field means:

  • Rule Name
    • The name and description will be visible to your organization in the Policies tab
  • Expense Type
    • This is the type of expense the rule will apply to. You can apply to Rho Card, Reimbursement, and Credit expenses.
  • Conditions
    • You set conditions that will enable the rule, by amount, user, merchant, and more
    • Examples: Amount is greater than $25; Merchant Name equals Home Depot
  • Set requirements
    • If a transaction meets the above conditions, the cardholder will be required to provide these pieces of information
  • Penalties 
    • Mark an expense as Out of Policy if it meets the conditions
  • Exceptions 
    • Exclude specific users and cards from the rule

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How rules impact the expense flow

When a rule is enabled, it will apply to all relevant transactions. Please note, these are post-spend controls, meaning Expense rules will not cause Rho Cards to get declined.

For more information about Rho Card settings & spend controls, see here.

For examples of expense rules, please see here.