What is the Policy Enforcer and how does it work?

The Policy Enforcer is an intelligent automation feature that streamlines the approval process for financial transactions and operations. It leverages artificial intelligence to intelligently route, prioritise, and recommend approvals based on predefined rules and business logic, helping teams manage their approval workflows more efficiently. This agent is designed to reduce manual approval bottlenecks and improve operational efficiency for businesses using the Expenses

Ensure the following prerequisites to use the Policy Enforcer.

Full Suite subscription plan
Enabled Policy Enforcer - How do I enable or disable the Policy Enforcer?
Upload your company’s approval policy to the agent - How do I upload a Travel & Expenditure policy document? [DRAFT]

Where can I access the Policy Enforcer?

AI Suggestions Appear on Expenses

Select the Expenses tab.
Find expenses with a Needs Approval status.
Click on an expense to open the Expense summary screen.
The AI Suggestion will be based on your Policy extracts run against the expense data. The suggestion can be one of the following (but it is important to note that the human review has the ultimate responsibility to ensure the expense is reasonable and within policy):
1. Approve: Based on the expense and the policy extracts the expense appears to be within normal business expenditure.
2. Reject: Based on the expense and the policy extracts the expense appears to violate some part of the business expenditure policy.
3. Suggestion - review required: There is something unclear on the expense and further investigation is required to determine whether the expense should be approved or rejected.

How to get more information from employees?

Navigate to the expense requiring information.
In Expense Summary, select Documentation
In the Notes section, add a note and tag employees using the @ symbol as needed.
Select Send button
The existing notes appear in this section. Modify or delete them as needed.

Why is this important

The Policy Enforcer delivers significant benefits to your business:

Increased Efficiency: Automates routine approval decisions, reducing manual workload and processing time.
Reduced Bottlenecks: Intelligent routing ensures approvals reach the right person at the right time, minimising delays.
Improved Accuracy: AI-driven recommendations help maintain consistent approval standards and reduce human error.
Better Visibility: Provides clear audit trails and reporting on all approval decisions for compliance and governance.
Scalability: Handles growing transaction volumes without proportional increases in approval team resources.
Risk Management: Helps identify unusual patterns and flag high-risk transactions for additional scrutiny.