Before you start
You need an expenses policy set up in RemotePass before you can configure the Expenses Agent. The agent pulls from your existing policy, so this needs to be in place first.
Setting up the Expenses Agent
Go to Agent Hub in the main navigation menu.
On the Expenses Agent card, click Set up agent.
In the text field, type your instruction in plain language. For example:
"Approve any SaaS subscription expense under 100 euros submitted by a full-time employee."
"Approve any expense under $50 submitted in the current month."
"Decline any expense over $50 that does not include a receipt."
"Flag any expense with a receipt missing."
Review the logic before saving. Check that the agent has pulled from the correct policy and that the approval or decline action matches your intent. You can add additional conditions or adjust the wording before confirming.
Set whether you want the agent to approve, decline or flag when the instruction is met.
Save the instruction.
Managing multiple instructions
You can have multiple instructions running at the same time. The order of the instructions is what determines priority. The agent checks them top to bottom and applies the first match.
To reorder instructions, drag them into the sequence that reflects your intended logic.
Available conditions
When writing your instructions, you can reference any of the following conditions:
Country / Entity — limit to specific countries or entities
Currency — limit to specific expense currencies
Contract type — limit to EoR, contractors, and other employment types
Receipt age — how old the receipt is, in days
Amount (% of receipt) — compares the claim amount to the receipt amount
Category — match specific expense categories
Monthly count in category — how many other expenses this contractor has submitted in the category, over a window you choose