How do card auto-freeze rules work?

Card auto-freeze rules are time limits that you can set for expense submissions. Adding an auto-freeze time limit to expenses encourages your team members to stay organised and submit their expenses on time, reducing the need for your finance team to chase overdue expenses.

Once the auto-freeze rule is enabled:

Cardholders have 7, 14, or 30 days to submit the expense after a purchase. Cardholders can view their auto-freeze rule in their card’s settings.
Cardholders will receive a notification 24 hours before their auto-freeze deadline to remind them to submit their expense.
If the expense becomes overdue, the cardholder will receive a notification that their card has been frozen, and any payment attempts will be declined. We’ll also prompt them to submit their overdue expense.
Once all overdue expenses are submitted, the card is automatically unfrozen — unless an admin has explicitly locked the card.

How do I set up card auto-freeze rules for expenses?

You can apply auto-freeze to groups of cards via your spend programs, or set individual auto-freeze rules to single cards. You’ll need the manage cards permission to set this up.

Add auto-freeze rules to spend programs

Go to Cards → Settings → Spend program → select a spend program or create a new one
Under Expenses, click 'Auto-freeze cards'
Set an auto-freeze time limit

All team members with cards assigned to this spend program will now have to submit their expenses within your chosen time limit, otherwise their card will be frozen.

Add auto-freeze rules to individual cards

Go to Cards → select a card → Settings
Under Expenses, click 'Auto-freeze cards'
Set an auto-freeze time limit

Likewise, individual cardholders will have to submit their expenses within the time limit to avoid their cards being frozen.

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