How do I check my team's expense reports against our company expense policy?

If you run a team on ExpenseBot, you can upload your written expense policy and have ExpenseBot check each submitted report against it. Whoever reviews the report then sees a short summary and can open the details. ExpenseBot never approves or rejects a report, and never emails your employee about it — the reviewer decides what to do. This is a Beta feature on employer (Teams) accounts.

Setting it up (employer / team owner)

1. Open Team Management → Expense policy.
2. Upload your policy as a PDF or text file. Uploading it does not start checking anything.
3. Press Review rules and read what was extracted from the document. Check it against your actual policy before going further.
4. Press Enable policy checks. Only then does ExpenseBot start checking newly submitted reports.

Uploading a replacement policy and enabling it supersedes the old one. Checks already in flight for the previous version stop rather than publishing a result based on a policy you have replaced.

What the reviewer sees

On a submitted report, a small Policy check card shows one of:

• "2 possible policy issues" with a link to view them.
• "No policy issues found", with how many expenses were checked.
• "9 of 12 expenses checked" when only part of the report could be checked, with the option to retry the rest.
• "Not checked against company policy", with a retry.
• "Checking policy…" while it is still running.

Every one of these also tells the reviewer they can still review the report. The check is advice, not a gate.

Opening the findings shows, for each one: the expense, a plain reason it needs a look, and the sentence from your policy it relates to. A checkbox next to each finding adds it to the note the reviewer sends back when asking for changes — nothing is sent from the findings list itself.

Things worth knowing

• It does not say "violation" and it does not decide. A finding is a possible issue for a person to judge, not a verdict.
• Coverage is reported separately from findings. If some expenses could not be checked, the card says so rather than implying the whole report passed. "No policy issues found" means nothing was flagged in what was checked.
• People you share a report with can see the relevant excerpts from your policy. A finding quotes the sentence it came from, so anyone who can open that report — including an accountant your employee shares their reports with — can read those lines. Nobody can download the policy document itself.
• It never writes to your spreadsheet and never adds a column, a comment or a status to a report.
• Only a team owner or an authorized team admin can upload a policy or turn checking on. Being able to review a report does not let someone change the policy.

If you do not see it

The Expense policy tab appears only on employer (Teams) accounts. On an individual account there is no team policy to apply, and the tab is hidden.