Within our Corporate Portal, you are able to effectively manages users and manage your budget with spend policies to ensure smooth operations, compliance, and financial oversight.
This article outlines step-by-step processes for configuring spending controls, providing admins with actionable workflows and information on system capabilities.
Assigning Spending Policies and User Budgets
Spending policies ensure users and teams stay within company guidelines. Admins can configure budgets and order limits to enforce compliance and manage expenses in real time.
Types of Controls:
Budget Limits
Caps on total spend per person over a specific period. Budget limits include daily, weekly, monthly, quarterly, and annual budget.
Order-Based Limits
Restrictions based on individual order components. Order-based limits include:
Total order value
Total cost per head
Food cost per head
Delivery fee
Delivery fee per head
Tip
Tip per head
Minimum tip percentage
Maximum tip percentage
Each user can have one active policy, which may contain multiple limit types.
How to Create and Assign Spending Policies:
Open the Admin Dashboard and navigate to “Settings” or directly to “Spending Policies.”
Click “Create Spending Policy.” Give it a descriptive name (e.g., Marketing Weekly Limit).
Define the time-based or order-based limits as needed.
Set the enforcement type
Warning/Soft Limit: Shows a message at checkout but allows order placement.
Hard Limit/Restriction: Blocks orders that exceed the set criteria. Add a custom message or stick with the default, clarifying the restriction to users.
Assign the policy to users: Assign company-wide, to specific individuals, or during user onboarding/bulk uploads.
Managing and Adjusting Budgets:
Edit policies at any time to reflect new budgets or roles.
Users can only have one policy at a time, but policies can be reassigned or updated as needed.
All spending and policy compliance is tracked in the Admin Dashboard for auditing and analytics.
Checkout Experience:
At checkout, users are notified if their order exceeds a warning or hard limit.
If a hard limit is exceeded, the order is blocked, and the user is shown the relevant message or must seek an admin exception if needed.
(Optionally) Overages can trigger approval workflows or notifications if configured.
Best Practices
Review user lists and spending policies regularly, especially after organization changes, to ensure everyone has appropriate access and current budget controls.
Use descriptive names for policies and clear custom checkout messages.
Utilize reporting tools to spot trends and update limits proactively.
Notes and Limitations
Bulk spending policy assignment is not available via groups; policies must be set individually or for all users at once.
Automated approval workflows for overages may not be available for all accounts; contact your Account Manager for the latest features.
For SCIM or SSO setup, IT involvement is required and prerequisites may apply.