Once you publish an automation, flex automatically checks the rules and performs actions whenever a member submits a receipt or a receipt is generated.
This guide explains in detail how each action type actually works and what members and administrators each experience.
Overall Automation Execution Flow
After publishing, an automation runs through the following 4 steps:
Trigger occurs — A member clicks the receipt [Submit] button, or a card transaction is generated in the system.
Start condition filtering — Checks whether the receipt matches the configured start condition (e.g., purpose = Lunch). If it doesn't match, the automation is skipped.
Rule condition check — For receipts that pass the start condition, the rule's conditions are checked (e.g., amount per person ≥ 15,000 KRW).
Action execution — If the condition is met, the configured action is performed (Flag for review / Add required fields / Require expense report / Assign responsible person).
If multiple automations are published, all automations are checked simultaneously. If a single receipt matches the conditions of multiple automations at the same time, each action is applied.
Action Type 1: Flag Receipt for Review
Character: ⚠️ Flexible warning — Shows a violation warning but allows the member to decide and submit. Appropriate situations for this type:
When you want to give members the opportunity to decide for themselves rather than completely blocking the expense
When the administrator wants to quickly identify and review only anomalous items after the fact
Expense items where pre-agreed exceptions are frequent (e.g., client meeting expenses, team dinner expenses)
View configured automation example
View configured automation example
When a member clicks [Submit] for a receipt that violates a policy, flex immediately checks the automation rules. If the condition is met (= violation), a warning popup (modal) appears on screen.
Member's choice | Result |
[Cancel] | The popup closes and the receipt is not submitted. It remains on the writing screen so the member can edit it. |
[Yes, submit] | The receipt is submitted in violation status. |
The administrator can check receipts submitted by members in the [Receipts] menu.
A red "Review Required" mark is displayed on the receipt in the receipt list and detail screen.
Clicking the [Review Required] tab on the list screen lets you view only violations together, making review easier.
You can check which policy was violated in each receipt's detail.
For more details, see the guide below!
Action Type 2: Add Required Fields
Character: ⛔ Strict blocking — Prevents submission if required information is missing. Appropriate situations for this type:
When there is information that absolutely cannot be missing for tax documentation purposes (e.g., attendee list for entertainment expenses)
When the item cannot allow exceptions without prior agreement
When the administrator wants to receive complete receipts in one go without rejection and re-requests
View configured automation example
View configured automation example
Types of Required Fields
When configuring an automation, select from the fields below. (Multiple selections allowed)
Required field | Description | Example use |
Memo | Additional description for the receipt | Irregular expenses requiring justification |
Attachment | Attach receipt photo, itemized details, etc. | Verifying item details for online purchases |
Users | People who participated in the expense | Attendee list for entertainment expense tax documentation |
Payment request date | The date the expense payment is requested | Applies only to tax invoices and cash receipts |
Reference document | Link to related approval document | Linking pre-approval documents with receipts |
When a member clicks [Submit], flex checks the automation rules. If the condition is met but required fields are empty, a notification appears to the member.
Receipt submission is completely blocked
The receipt remains on the writing screen, and the member must fill in the missing required fields and click [Submit] again.
The receipt only reaches the administrator after the member fills in all required fields and completes the submission. Since only complete receipts with no missing information are received, the communication cost of rejections and re-requests is reduced.
For more details, see the guide below!
Action Type 3: Require Expense Report
Character: ✅ Smart form linking — Receipt submission completes smoothly, then guides the member to write an expense report. Appropriate situations for this type:
When a separate expense report is needed for large payments
When you want to connect receipt submission and expense report writing in one flow
When you want to automatically link a dedicated expense report form for specific types of spending (business trips, training, etc.)
Requires expense report writing for receipts that match the rule condition. Linked to a pre-configured smart form, the member must write an expense report to complete submission.
View configured automation example
View configured automation example
When a member clicks [Submit], flex checks the automation rules. If an expense report is required, the receipt's expense report status changes to "Not submitted."
A [Write] button for the expense report appears prominently in red on the member's screen. The member immediately understands "I need to write an expense report for this receipt!"
Clicking [Write] automatically displays the recommended form the administrator linked to the automation. The member can start writing immediately with the recommended form without having to search for it.
If the linked expense report form is hidden or deleted, the recommendation will not work. Please manage forms carefully.
The administrator can see at a glance which items still have expense reports pending. Once the expense report is written, the receipt and report can be reviewed together.
Action Type Comparison at a Glance
Category | Flag for review | Add required fields | Require expense report |
Strictness | Flexible warning | Strict blocking | Strict blocking |
Member submission | Can submit after confirming popup | Cannot submit until fields are filled | Cannot submit until expense report is written |
Admin review | View all in Review Required tab | Check entered content in receipt detail | Check in approval process |
Example use | Monitoring late-night/weekend use, large payments | Recording entertainment attendees, collecting reasons | Pre-approval for expenses above a certain amount |
FAQ
Does the automation apply immediately after publishing?
Does the automation apply immediately after publishing?
Yes, clicking [Publish] applies it immediately. The new rule applies to triggers (receipt submissions/occurrences) that occur after publishing. If you want to apply it at a future time, use the scheduled publish feature.
What happens if a single receipt triggers multiple automations simultaneously?
What happens if a single receipt triggers multiple automations simultaneously?
All applicable automation actions are applied simultaneously. For example, a receipt may be flagged for review due to exceeding the amount limit, while also meeting the "attachment required" condition at the same time. In this case, the member must fill in the required fields first, then confirm the violation warning popup and submit.
What do I do if a member keeps ignoring violation warnings and submitting?
What do I do if a member keeps ignoring violation warnings and submitting?
"Flag for review" is a method that respects the member's autonomous judgment. If repeated violations are a problem:
The administrator can regularly monitor violations in the [Review Required] tab and provide feedback.
Consider changing that item to the "Add required fields" (strict blocking) type.
The "preview" feature from the old expense policy is gone — how do I inform members of policies?
The "preview" feature from the old expense policy is gone — how do I inform members of policies?
Please write the policy criteria in detail in the automation's description field (up to 1,500 characters). Since the automation name and description are visible to members, it is recommended to write specifically, such as "Lunch expenses are limited to 15,000 KRW per person. Exceeding this will be flagged for review."
I linked an expense report form but the recommendation isn't working.
I linked an expense report form but the recommendation isn't working.
Check whether the linked expense report form is in hidden or deleted status. Hidden/deleted forms are not recommended. Please reactivate the form or link another active form.