Features

Expense Settings

The Expense Management section allows administrators to configure reimbursement settings, expense categories, per diem rates, mileage rates, receipt requirements, and approval policies for the organization.

Overview

Expense settings control how expense reports are created, reviewed, and reimbursed across your organization. Only users with the Administrator or Executive role can access these settings.

Navigate to Settings > Expenses to configure all options described below.

General Settings

Setting	Description	Default
Default Currency	The base currency used for all expense reports and reimbursements	Organization currency
Approval Required	Whether expense reports require manager or admin approval before payment	Enabled
Auto-Approve Threshold	Expense reports at or below this amount are automatically approved when submitted	Disabled (0)

When Auto-Approve Threshold is set, reports with a total at or below the threshold skip the approval queue and move directly to Approved status upon submission. Reports above the threshold follow the normal approval workflow.

Receipt Settings

Setting	Description	Default
Require Receipts	Whether receipts must be attached to line items	Enabled
Receipt Threshold	The minimum purchase amount that requires a receipt attachment	$25.00

When receipts are required, line items with an amount at or above the Receipt Threshold cannot be submitted without an attached receipt. Items below the threshold do not require a receipt.

Company Card Settings

The company card section controls whether employees can create expense reports for purchases made on a company-issued credit card. Company card reports track spending without requiring reimbursement.

Setting	Description	Default
Enable Company Card	Allow company card expense reports	Disabled
Role Access	Which roles can create company card reports	ADMIN, EXECUTIVE
Require Approval	Whether company card reports need approval before being marked as paid	Enabled

When Require Approval is turned off for company card expenses, authorized users can mark them as paid directly without going through the approval workflow. See Company Card Expenses for the full workflow.

Per Diem Rates

Per diem rates define the daily allowances for meals and incidental expenses during business travel. These rates are applied automatically when employees add per diem entries to an expense report.

Meal Type	Description	Default Rate
Breakfast	Morning meal allowance	$15.00
Lunch	Midday meal allowance	$20.00
Dinner	Evening meal allowance	$30.00
Incidentals	Minor daily expenses (tips, snacks, etc.)	$10.00

Per diem rates can be adjusted to match your organization's travel policy or regional cost of living. Changes apply to new per diem entries only — existing entries retain the rate at the time they were created.

Mileage Rates

Mileage rates determine the reimbursement amount per unit of distance for business travel recorded in the Travel/Mileage section of an expense report.

Setting	Description	Default
Rate per Kilometer	Reimbursement rate per km	$0.63
Rate per Mile	Reimbursement rate per mile	$0.70
Distance Unit	Default unit for mileage entries	km

Employees can override the distance unit on individual mileage entries. The configured rate for the selected unit is applied automatically to calculate the reimbursement amount.

Project Management

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Auth0 SSO Integration

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