Expense policy for approval recommendations
How the expense policy is used?
When you upload your expense policy, the AI converts the text into a structured digital rulebook. For every request, it automatically checks the receipt and submission details against these rules to generate an instant recommendation.
Best practices for structuring your rules
- Group your rules under explicit headers so it is easy to find the relevant context. For example, 'Travel and accommodation' or 'Entertainment'
- Be specific with limits and currencies. For example, 'Meals are capped at a maximum of £50 per person per day' instead of 'a reasonable price'
- Map all your spend programs. If you have specific spend programs set up in Revolut Business, ensure the exact names of those programs and their respective rules are explicitly written into your policy document
- Explicitly state receipt and invoice requirements. For example, 'A valid receipt is required for all card expenses over £20'. If the receipt amount doesn't match the requested amount, the expense will not be allowed
Don't have a policy yet?
If you're starting from scratch, you can keep your rules simple. A basic statement like 'any team meal under £200 with an attached receipt should be approved' is all a small business needs to launch automated policy checks.
How to update your policy rules
If your current policy contains ambiguous text, missing thresholds, or outdated information, you can edit it directly in the Policy section or upload a new document. All versions are stored under the three-dot menu and can be restored and republished.
It might take some time for the Policy Advisor to analyse the new rules before upcoming expense requests are automatically assessed.