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. Your agent also comes with some default RemotePass instructions that you switch on or off and edit, learn more here about the difference between RemotePass instructions and custom instructions.
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.
You can also use one of our suggested prompts to get get you up and running in just a few clicks.
How instructions are applied
RemotePass instructions run in parallel, each checking independently and flagging anomalies for your review, they don't approve or decline anything themselves.
Custom instructions run together as a set: if any of them says decline, the expense is declined; otherwise, if any says flag, it's flagged for review; only when nothing declines or flags is it approved. In short, a decline always wins, and a flag always beats an approval.
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