Overview
Set spending rules once and ProcureDesk enforces them automatically on every expense, instead of catching violations after the fact during manual review.
Before you begin
You need the Company Admin privilege.
Steps
In Admin mode, go to General Settings > Configurations, and click Policy configuration.
Set the Default policy approver, the person (or people) responsible for reviewing anything flagged across all rules below. You can select more than one approver; if you do, it behaves like a group approval where any one of the selected users approving at that stage is enough to process it.
Turn on any of the four rules and configure it:
Expense age threshold: flags expenses older than a set number of days..
Submission amount limit: flags expense reports over a set dollar total; can optionally insert an extra "Policy Review" approval step.Category spending limits: set a dollar limit per expense category; click + Add category limit for more than one.
Duplicate expense detection: flags expenses that look similar within a set window (1 to 180 days). Choose which fields to check, any combination of Date, Category, Description, Amount, and Vendor, and the expense must match on all of the fields you selected to be flagged.For each active rule, choose what happens when it triggers: Block, Flag, or Send to admin for approval.
Click Save.
Reviewing violations
Go to Expenses → Policy violations to see every expense flagged across all active rules in one place. Click into any entry to see exactly which rule it broke.
FAQ
Q: What does the user see when a rule is triggered?
A dismissible banner appears at the top of the expense report, e.g., "Policy violation found: Maximum total per submission exceeded USD 15.00."
Q: What happens if I choose "Send to admin for approval"?
An extra approval step, labeled "Policy Review," is added to that report's approval chain, assigned to the Default policy approver (or the approver configured for that rule).
Q: Can I set different dollar limits for different expense categories?
Yes, that's exactly what Category spending limits does. Click + Add category limit to configure more than one category.
Q: What can I match on for duplicate detection?
Any combination of Date, Category, Description, Amount, and Vendor, within a configurable day range window. The expense has to match on every field you've selected to be flagged as a duplicate.
Q: Where do I review expenses that got flagged?
Go to Expenses → Policy violations. It lists everything flagged across all rules and lets you click into an expense to see exactly what triggered it.