How do I upload a Travel & Expenditure policy document?

The Policy Enforcer is an AI-powered automation feature within the OFX Control Hub that reads and extracts spending rules from a company's uploaded expense policy document (PDF) to automatically suggest expense approvals or denials. Users with Full Suite access can upload their policy via AI Workflows, review and edit the AI-extracted learnings, and re-upload revised documents as needed — while human approvers always retain final decision-making authority.

  • Jul 21, 2026
  • Knowledge

Details

The Policy Enforcer is an intelligent automation feature that helps eliminate approval bottlenecks for expenses. By uploading your company's expense policy document, the AI Approver reads and extracts the spending rules from that document and uses them to automatically suggest whether an expense should be approved or denied — acting on your behalf as an approver.

Prerequisites:

  • Full Suite enabled on your profile

  • You must have a company expense policy document in PDF format ready to upload.

  • You must have the appropriate permissions to access the Agents section in the Control Hub.

Next Steps:

Step 1 — Upload Your Company Policy Document

  1. Log into your OFX account.

  2. Navigate to AI Workflows from the left sidebar (under the CONTROL HUB section).

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  3. On the Policy Enforcer, click Configure workflow settings.

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  4. Click Upload policy document.

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  5. Select your company's expense policy file (must be a PDF).

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  6. The system will upload and begin processing the document. This may take 3–5 minutes.

Step 2 — Review the Extracted Learnings

  1. Once the document has been processed, the Policy Enforcer displays a list of learnings — the rules and guidelines it has extracted from your policy document.

  2. Review these learnings to verify the AI has correctly understood your policy.

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  3. The AI drafted learning could be modified or deleted by the user.

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  4. Select Edit, shows the current learning, it can be updated then select Save changes.

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  5. If needed, you can upload a revised document by clicking Upload again to update the learnings.

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  6. To view the uploaded policy document, select View Document.

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Step 3 — Approver Reviews and Acts

  1. Review the expense details and the Policy Enforcer's suggestion with reasoning, refer What is the Policy Enforcer and how does it work?

  2. The AI suggestion is a guide only; your designated human approvers always make the final decision.

Why is this important:

The Policy Enforcer transforms how your organisation handles expense approvals by combining policy compliance with intelligent automation. Rather than manually reviewing every expense against your company policy, the AI does the heavy lifting by extracting rules from your actual policy document and providing instant suggestions with transparent reasoning. This eliminates approval bottlenecks, reduces the time expenses sit waiting for review, and ensures consistent, policy-driven decisions across your organisation. Most importantly, human oversight is retained — approvers always make the final decision, but with AI-powered guidance that helps them act faster and with greater confidence.

Related FAQ Articles:

Title
How do I upload a Travel & Expenditure policy document?
URL Name
kb-3764256878-how-do-i-upload-a-travel-expenditure-policy-document
Expenses