Expensify Card Spend Rules

Spend rules let Workspace Admins control Expensify Card transactions in real time. You can create rules that automatically approve or decline charges based on merchants, spend categories, or maximum amounts. These rules apply at the time of purchase, not after the expense is submitted.

Expensify Cards include built-in protections that always block charges for adult services, ATMs, gambling, and money transfers. You can add custom spend rules to further protect company cash flow.

Who can use Expensify Card Spend Rules

• You must be a Workspace Admin on the Control plan.
• Expensify Cards must be enabled and issued in the workspace.
• Rules must be enabled under More Features.

How to view built-in Expensify Card protections

Expensify Cards always decline charges in these categories:

• Adult services
• ATMs
• Gambling
• Money transfers

To view these protections:

1. In the navigation tabs (on the left on web, and at the bottom on mobile), click Workspaces.
2. Click your workspace name.
3. Click Rules.
4. Scroll to the Spend section.
5. Click the built-in protection rule to see details.

How to add a custom Expensify Card Spend Rule

1. In the navigation tabs (on the left on web, and at the bottom on mobile), click Workspaces.
2. Click your workspace name.
3. Click Rules.
4. Scroll to the Spend section.
5. Click Add spend rule.
6. Select the cards this rule applies to, then click Next.
7. Configure the rule:
   • Restriction type - Choose Allow (approve matching charges) or Block (decline matching charges).
   • Merchants - Add merchant names using Contains or Matches exactly matching.
   • Spend category - Select one or more spend categories (e.g., Airlines, Dining, Hotels, Retail).
   • Max amount - Set a maximum charge amount. Any charge over this amount is declined regardless of other rule settings. All selected cards must settle in the same currency to set a max amount.
8. Click Save rule.

How Expensify Card Spend Rules work

• Allow rules approve charges that match any specified merchant or spend category and do not exceed the max amount.
• Block rules decline charges that match any specified merchant or spend category, or exceed the max amount.
• Rules are evaluated in real time when the card is used for a purchase.
• Each rule can apply to specific cards or all Expensify Cards in the workspace.
• Multiple spend rules can exist at the same time.

FAQ

Why don’t I see the Spend section on the Rules page?

The Spend section only appears when Expensify Cards are enabled for the workspace. To enable Expensify Cards, go to Workspaces > your workspace name > More Features and toggle on Expensify Card.

Can I set a max amount with cards in different currencies?

No. To set a max amount, all selected cards must settle in the same currency. If your selected cards settle in different currencies, you will be prompted to review the selected cards.

What spend categories are available for Spend Rules?

Available spend categories include Airlines, Alcohol and bars, Amazon and bookstores, Automotive, Car rentals, Dining, Fuel and gas, Government and non-profits, Groceries, Gyms and fitness, Healthcare, Hotels, Internet and phone, Office supplies, Parking and tolls, Professional services, Retail, Shipping and delivery, Software, Transit and rideshare, and Travel agencies.