Employee Profiles
Employee Profiles group employees so that a consistent set of expense rules and approval policies applies to everyone assigned to a profile. A profile controls which expense categories employees see, the spending and reimbursement limits per category, and which approval policy governs each transaction type. Create as many profiles as you have meaningfully different rule sets - by role, department, region, or policy requirement.
A profile is identified by its Code and Description. The settings that shape behavior are grouped on the card as described below.
Approve Immediately Upon Submission
Turning on auto-approval for a transaction type means submissions of that type from employees on this profile skip the approval workflow - they move straight to the Automatically Approved status and show up as ready for finance to post. It does not post the expense; posting remains a separate finance step. It can be set per type: Expense, Expense Report, Mileage, and Per Diem (Per Diem appears only with the Pro Edition per diem feature).
Enabling auto-approval for a type disables that type's approval policy - an auto-approved type needs no policy.
Category settings for Expenses
Every expense category is listed here automatically; you set per-category rules, but you cannot add or remove categories from the list.
| Field | Description |
|---|---|
| Approval Policy | The approval policy applied to expenses in this category for employees on this profile. Disabled when Expense auto-approval is on. |
| Allowed Amount Per Person | A soft per-person limit - the approver is warned when an expense exceeds it, but submission is not blocked. |
| Reimbursement Cap Per Expense | The maximum reimbursed per expense. Used mainly by the finance team, with the approver notified when it is exceeded. |
| Hide | Hides the category from employees on this profile when they enter expenses. |
Approval Policies
Default approval policies for the non-expense transaction types - Mileage, Expense Report, and Per Diem. (Policies for regular expenses are set per category under Category settings for Expenses above.) Each is disabled when the matching auto-approval is on.
Card actions
| Action | What it does |
|---|---|
| Used by | Opens the Employee list filtered to the active employees assigned to this profile. |
Related
- Concept: Employee profiles and policies
- Concept: Approval workflow
- Set it up: Set up employee profiles
- Best practice: Employee profile design