With a submission policy, you decide which details your team needs to add when submitting a reimbursement request or mileage claim. This helps keep your records consistent, while still letting your team submit their requests without delay.
Set up your submission policy
Go to Settings > Company settings > Submission policy, then select the Reimbursements tab. Here you can turn on any of the following fields to make them mandatory:
Description
Category
Tracking categories – if you're connected to Xero, or Classes and locations – if you're connected to QuickBooks
Tax rates
These apply to both reimbursement requests and mileage claims. All fields are optional by default, so you can switch on only the ones your business needs.
Note: Submission policy can be set up by Owners and Admins from desktop.
How it works for your team
Once you've chosen your mandatory fields, anyone submitting a reimbursement request or mileage claim — on mobile or desktop — will see these fields marked as required. They can still submit their request right away, and it will show as Missing details until the required fields are filled in.
You'll also see a Details status for each request in your Expenses > Reimbursements overview on desktop, so it's easy to spot what still needs attention.