🌐 Web | 👤 Yokoy admin with Expense rules permissions

Often companies set specific ranges for spending in different categories. For example, your company may set a maximum of EUR 300 for flights. Using expense rules, Yokoy can enforce your expense policy to flag any expenses that exceed a certain amount.

When you set up an expense rule, you can set a minimum and/or maximum amount. All manually created expenses are flagged with a Policy breach warning when they fail to meet the condition. Expense rules do not apply to automatically generated expenses (per diems or mileage).

The currency in which the minimum and maximum amounts are expressed is always the legal entity’s currency. Where the expense currency is different to the legal entity currency, Yokoy converts expense amounts to the legal entity currency and then checks whether the amount exceeds that specified by the expense rule.

Setting up expense rules

To use an expense rule in Yokoy:

Create an expense rule (Admin > Expense rules)
Assign the expense rule to an employee policy.
Assign the employee policy to all applicable users.
Enable Flag expense rule breaches for the legal entity.

An expense rule must be assigned to an employee policy. Otherwise, the rule is ignored and no warning is displayed in the expense form.

Creating an expense rule

To set up a new expense rule, do to Admin > Expense rules.

Click + New expense rule and enter all the details. Press Save or Activate for immediate effect.

Field	Description
Name	The name of the expense rule. This name is displayed as part of the warning where an expense fails to meet the expense rule.
Category	The category to which the expense rule applies. Any expenses assigned to this category (and for the countries selected) must fall within the minimum and maximum amounts.
Limit rule to country selection	By default, the expense rule is applicable for all countries. If you don’t select any countries, the rule applies to all countries.
Minimum amount	The minimum amount above which expenses are allowed. Leave this field empty if it is not applicable.
Maximum amount	The maximum amount for which expenses are allowed. Leave this field empty if it is not applicable.
Description	Include a description of the expense rule, if needed.
ID	Unique identifier of the expense rule, which is automatically generated if you leave this field empty

Import an expense rule

Alternatively, you can import multiple expense rules via CSV. All imported expense rules are automatically activated. If the category entered does not exist, the rule is not created.

Yokoy supports CSV files with UTF-8, UTF-16, and ISO/IEC 8859-1:1998 (Latin1) encoding.

Press Import File
By pressing Example, you can download a template that can be used to enter your specific expense rules and later updated to Yokoy.
Fill in the file, press Choose file to upload it into Yokoy and press Start import.

When the rules have been imported, you can download a report to help troubleshoot any issues.

🚧 Caution

You cannot bulk deactivate expense rules via CSV import. To deactivate expense rules, use the Yokoy web app. For example, select all rules using the checkbox and click Deactivate.

Column	Description
id	Unique identifier of the expense rule, which is automatically generated.
name	Name of the expense rule. This name is displayed in the warning message.
categoryID	Category for which the expense rule is applicable. The warning is only shown for expenses that are assigned to the category.
countries	Country where the expense rule is applicable. By default, the expense rule applies to all countries (none selected); however, you can choose specific countries (or select all for the same effect as selecting none).
minAmount (optional)	The minimum amount above which expenses are allowed. Any expenses below this amount are flagged. Leave empty if not applicable.
maxAmount (optional)	The maximum amount for which expenses are allowed. Any expenses above this amount are flagged. Leave empty if not applicable.
description (optional)	Include a description for the expense rule, if needed.