Reference · built on requestOperator by FibricFinance & billing

Expense Policy

Expense report lines checked against limits, receipt rules, and duplicates, with approval or return proposed for each report.

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About

An expense report arrives with its lines and one approver. This operator reads each line before the approver does. It pulls submitted expense reports from NetSuite, Sage Intacct, or Zoho Books, the submitter's department and manager from BambooHR, and the day's exchange rates from Frankfurter for receipts in another currency. It then checks every line against the policy you give it: the amount cap per category, whether a receipt is attached, and whether the same amount, date, and vendor already appear on another report.

For each report it proposes one of two outcomes. Approve, with the lines that passed listed. Return, with the lines that failed and the rule each one broke. The approver decides. Nothing is approved, returned, or paid until they do.

This is a reference listing. It documents what Fibric would read from Expense Policy and what it could propose, based on the vendor's published interfaces. Fibric builds it under a managed deployment when you request it; selecting it here installs nothing.

Inputs

  • Expense reports in NetSuite (record expensereport) as they are marked complete and await supervisorapproval, with each expense line and its category
  • Sage Intacct EEXPENSES reports in Submitted state, with expensetype, amount, expensedate, paidfor, billable, and the supdocid attachment on each line
  • Zoho Books expenses with date, amount, account_id, is_billable, is_personal, and whether a receipt has been attached through the receipt endpoint
  • The submitter's department, location, reportsToId, status, and terminationDate from BambooHR, read by the employee id on the report
  • Daily exchange rates from Frankfurter for lines whose receipt currency differs from the reimbursement currency
  • Reports it has already reviewed, so a resubmission is compared with its earlier version and with other reports from the same person

Proposed actions

  • Target capability: propose approval of a report whose lines all pass, listing the checks each line cleared
  • Target capability: propose returning a report to the submitter with the failing lines, the rule each one broke, and the amount over the cap
  • Target capability: propose flagging a line as a duplicate, naming the earlier report and line that carry the same amount, date, and vendor
  • Target capability: propose a request to the submitter for a missing receipt before the report goes to accounting
  • Target capability: propose routing a report to a fallback approver when BambooHR shows no manager for the submitter

Proposed actions are target capabilities. Every action runs propose-first and needs a validated deployment and the appropriate permissions.

What you can build

  • Return over-cap lines before the approver opens the report

    Sage Intacct reports in Submitted state are checked line by line against your category caps. A report with a failing line is proposed for return, with the line and the cap shown. The approver returns it with one click.

    With Sage Intacct

  • Catch the receipt filed twice

    A NetSuite expense line matching an earlier line on amount, date, and vendor is proposed as a duplicate, with both reports named. The approver decides which one stands.

    With NetSuite

  • Convert foreign receipts at the day's rate

    Zoho Books expense lines in another currency are converted with the Frankfurter rate for the expense date before the cap check, so a cap set in your base currency is applied to the right amount.

    With Zoho Books, Frankfurter

  • Route around a missing manager

    When BambooHR shows no reportsToId for the submitter, or the submitter carries a terminationDate, the report is proposed for the fallback approver you name.

    With BambooHR

Requirements

  • A ledger or expense connector that exposes submitted expense reports and their lines: NetSuite, Sage Intacct, or Zoho Books
  • An HR connector for department, location, and manager: BambooHR, with the fields named in its employees endpoint
  • A written policy: caps by category, the receipt threshold, per diem rules, and which categories are never reimbursable
  • An employee id carried on both the expense report and the HR record, which is how the two are matched
Authentication
It holds no credentials of its own. It reads through the ledger and HR connectors you attach, each with the scopes you grant, and reads Frankfurter without a key.

Limits

  • It reads a receipt as an attachment: present or absent. It does not read the receipt's contents or check the printed total against the line.
  • NetSuite exposes approval flags to read and update. Sage Intacct's expense report API documents Draft and Submitted states; approval there is entered by a person.
  • A duplicate is a match on amount, date, and vendor across reports it can see. Card feeds it does not read are outside the check.
  • It approves or returns nothing on its own. Each report waits for the approver's decision.

Access and pricing

Reference listing. Fibric builds the operator under a managed deployment when you request it. Your quote covers the build, capabilities, usage, and support.

Request Expense Policy ↗

Questions and answers

What does the approver see before deciding?
One proposal per report: each line, the check it passed or failed, the cap or rule involved, and the converted amount where a rate was used. The approver approves, returns, or edits the report in the ledger. The proposal carries the outcome either way.
Is there a record of why a report was returned?
Yes. Each decision leaves a receipt naming the report, the lines that failed, the rule each broke, who decided, and when. If the report is resubmitted, the new version is compared with the old one and the earlier receipt is linked.
Can it approve or pay an expense without a person?
No. It proposes approve or return. A person makes the decision, and reimbursement stays with your payroll or payables run. An approved proposal is carried out once, never twice.
Ask about Expense Policy

Ask about the capabilities and requirements in this listing.

For project-specific requirements, contact Fibric.

This operator is developed, published, and supported by Fibric. Third-party names and logos identify the systems an integration connects to; they are the property of their respective owners, who are not affiliated with Fibric and do not sponsor or endorse this listing. Trademark policy