Sometimes, you may not want to make your employees admins or give them access to business information. With the approval policy functionality, you can now assign cardholders as managers so they can review and approve items according to your approval policy rules. Watch a step-by-step demonstration here!Documentation Index
Fetch the complete documentation index at: https://support.pexcard.com/llms.txt
Use this file to discover all available pages before exploring further.
Create Approval Groups
The first step in configuring an Approval Policy is to create groups of approvers based on the hierarchy in your organization (job level, role, department, tags, etc).- To create a group, navigate to the ‘Team Members’ page from the sidebar menu.
- Select the ‘Group’ tab and click ‘Create New Group.’
- Choose ‘User’ for the group type.
- Enter a name for the group.
- Select one or more users that you would like to add to the group.
- Click ‘Create’ to save and create the Approval Policy.
- Creating a policy will not make any changes to your approval workflows until you enable it in the next step.
- To enable an Approval Policy, toggle the ‘Status’ to ‘Active’ from the ‘Approval Policies’ screen.
- Your Approval Policy will now apply to all future items specified in the policy’s workflow type.
Create Approval Policies
Now that you’ve added at least one group of approvers, the next step is to create an Approval Policy that you can apply to your approval workflows.- Navigate to ‘Business Settings’ from the sidebar menu.
- Select the Approval Policies tab.
- Click ‘Create New Policy.’
- Select the type of policy that you would like to create from the drop-down.
- Enter a name for the Approval Policy.
- Select the workflow type(s) that you would like this policy to apply to. There are four types of policy: threshold-based, tag-based, group-based, and advanced approval policies. You can apply a policy to transactions, reimbursements, etc.
- Click ‘Create’ to save and create the Approval Policy.
- Creating a policy will not make any changes to your approval workflows until you enable it in the next step.
- To enable an Approval Policy, toggle the ‘Status’ to ‘Active’ from the ‘Approval Policies’ screen.
- Your Approval Policy will now apply to all future items specified in the policy’s workflow type.
Once the approval policy is set up, your cardholder users will begin to see transactions, reimbursements, card funding, spend rule, or unblocking requests that are pending their review, and will receive email notifications.
Digest reminders are also available for cardholder users who can approve items. FAQ:
1. Can cardholders see all transactions without configuring the approval policy rules?
No, to allow cardholder users to manage transactions, they have to become managers based on the approval policy rules. 2. Should I give any permissions to cardholders?
No, just set up the approval policy rules for the desired workflow. 3. Can cardholders approve items in the Mobile app?
Not yet, PEX is working on implementing that. 4. What workflows are available now?
The transactions, reimbursements, card funding, spend rule, and card unblocking request workflows are currently available. 5. Will cardholders receive ‘pending my review’ email notifications?
Yes, cardholders will receive email notifications if items are pending their review. They have to enable notifications on the > Profile > Notifications tab. 6. Where will cardholder users see items that need to be reviewed?
There is a new ‘Review’ tab in the left nav menu. 7. Will cardholder users be able to edit tags, update receipts, and manage notes?
Yes, there is the same logic for all approvers. Once you become an approver, you can edit tags, attachments, and add notes for pending approval items. 8. Can cardholder users see the approved items?
Yes, there is a filter to review approved or rejected items for transactions, card funding, spend rules, and unblocking requests.
We are working on the same functionality for reimbursements. 9. Can cardholder users mark approved or rejected transactions as not reviewed?
Yes, there is the ‘Mark as not reviewed’ button displayed on the transaction details modal window