By configuring expense policies, you can clarify your company's expense management standards and ensure members can proceed with receipt submissions and expense report creation without confusion.
Administrators can efficiently review only items that violate policies, clearly set required items to reduce expense review time, improve work efficiency, and foster a culture of policy compliance.
By setting receipt submission deadlines, the hassle of collecting unsubmitted receipts and individually contacting members will disappear. Now the flex system will smartly encourage members to submit receipts on behalf of the finance team.
Expense Policy Settings
Click [Expense Management] → [Settings] → [Expense Policy Settings].
Expense Policy: Defines your company's expense usage standards and notifies violations when they don't meet the policy.
Expense Report Writing Policy: Automatically recommends the expense report form that needs to be written after receipt submission.
Receipt Submission Item Policy: You can set items that must be submitted when certain conditions are met.
Click the [Add] button in the upper right of [Expense Policy Settings] to add an expense policy. Policy conditions can be set based on purpose, proof of payment method, user, time, and amount.
Enter the policy name and the policy description that will be displayed to members.
Click the [Purpose] tab to load the purposes you previously set. Hidden purposes will not be displayed!
Only one policy can be created for a specific purpose, but multiple common policies that apply to all purposes can be created.
For example, if there is a purpose called Lunch Allowance, you can create a policy that says all members can use up to 15,000 KRW per person for lunch, but you cannot create a separate policy that says the Sales team can exceptionally use up to 30,000 KRW per person for lunch.
However, common policies that apply to all purposes without distinguishing by purpose, such as [All purposes can only be used on weekdays] [All purposes can only be used with corporate cards], can be created as multiple policies!
Next, you can set detailed conditions such as user and proof of payment method through [Usage Conditions].
Proof of payment method: You can select corporate card, tax invoice, cash receipt, etc.
Time: You can set specific days and time ranges.
Amount: You can set limits per person or per transaction.
Created expense policies are not applied immediately; you must enable the toggle on the right to apply them.
Based on the configured policies, members can view their company's expense policies in the [Expenses] → [Expense Policy] menu and submit receipts accordingly.
Additionally, members can see whether their receipt submission violates policies as shown in the image below. Since there may be pre-agreed exceptions, receipt submission is still possible even if a policy is violated.
Administrators can focus on reviewing only the [Needs Review] items in [Expense Management] to process work more efficiently.
Expense Report Writing Policy
Click the [Add] button in the upper right of [Expense Policy Settings] → [Expense Report Writing Policy] to specify the expense report form that members must submit based on conditions!
Set the expense report [Purpose] and [Usage Conditions]. Then specify the previously configured expense report form and click [Save].
When a submitted receipt matches the purpose and usage conditions, a recommended document is automatically displayed when writing an expense report.
Receipt Submission Item Policy
Click the [Add] button in the upper right of [Expense Policy Settings] → [Receipt Submission Item Policy] to set items that must be included when a submitted receipt meets certain conditions.
Example: For expenses like online commerce where detailed item information is needed, adding an attachment required condition to
the relevant purposeallows you to receive receipts showing detailed items, making it easier to review expense details.
Select [Purpose], [Usage Conditions], and [Required Items for Receipt Submission], then click [Save].
Required items for receipt submission: You can select payment request date, user, memo, referenced approval document, and attachments. (Multiple selections possible)
Receipt Submission Deadline Settings
Click [Expense Management] → [Settings] → [Submission Deadline] tab.
[Submission Deadline]: Click to designate any date from the 1st to 31st of each month as the receipt submission deadline. Even if you set it to the 31st, if the month doesn't have 31 days, flex will automatically process it as the end of the month (e.g., 30th), so don't worry.
[Unsubmitted Receipt Reminder]: Click to have the system automatically send reminder notifications to members with unsubmitted receipts based on the set deadline.
Set multiple reminders at desired times: You can schedule multiple reminders by selecting desired dates and times (9 AM - 9 PM), such as '10 days before deadline', '3 days before deadline', 'on the deadline day', etc.
Target specific proof types for reminders: You can set reminders for only specific types of receipts such as 'corporate card' or 'tax invoice', ensuring important documentation is not missed.
When the [Unsubmitted Receipt Reminder] is set, in-app notifications and mobile push notifications are sent to members with unsubmitted receipts at the admin-designated time.
Click the notification to go directly to the expense page: When members click the received notification, they are taken directly to the 'Unsubmitted' tab in Expense Management where they can see which receipts need to be submitted and process them immediately.
I changed (edited) an expense policy. When does it take effect? Does it apply to previously submitted records?
I changed (edited) an expense policy. When does it take effect? Does it apply to previously submitted records?
When an expense policy is changed (edited), existing proof records maintain the pre-change policy, and the changes apply to proof records generated going forward. For linked card transaction records, changes apply to payments made after the policy change, and for manually added proofs (receipts), changes apply from the day after the policy change. Please keep this in mind.
If you want the changed policy to apply to proof records submitted before the change,
please cancel the submission confirmation or edit and resubmit.
I set the unsubmitted receipt reminder, but it seems like notifications were not sent to members.
I set the unsubmitted receipt reminder, but it seems like notifications were not sent to members.
Reminder notifications can only be added and used when the 'submission deadline' is set to a specific date. Please check if you have set a submission deadline.
Unsubmitted receipt reminder notifications are sent only to members who have unsubmitted receipts from the previous month (1st to last day), not to all members.