From 1d728a68994b6e3e09c28ad95f67f8d83ffce0cc Mon Sep 17 00:00:00 2001 From: "Stephanie Elliott (via MelvinBot)" Date: Wed, 3 Jun 2026 20:05:44 +0000 Subject: [PATCH 1/9] Add Expensify Card Spend Rules help docs for Releases 1-4 Add a new Spend Rules article covering default protections, Block rules, Allow rules, evaluation order, rule management, and search. Cross-reference Spend Rules from the card setup, cardholder, troubleshooting, and notifications articles. Co-authored-by: Stephanie Elliott --- .../Cardholder-Settings-and-Features.md | 12 ++ .../Expensify-Card-Notifications.md | 9 + .../Expensify-Card-Spend-Rules.md | 158 ++++++++++++++++++ .../Set-Up-and-Manage-the-Expensify-Card.md | 4 + .../Troubleshoot-Expensify-Card-issues.md | 11 ++ 5 files changed, 194 insertions(+) create mode 100644 docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md diff --git a/docs/articles/new-expensify/expensify-card/Cardholder-Settings-and-Features.md b/docs/articles/new-expensify/expensify-card/Cardholder-Settings-and-Features.md index d82167d0dd4b..278656aa5eba 100644 --- a/docs/articles/new-expensify/expensify-card/Cardholder-Settings-and-Features.md +++ b/docs/articles/new-expensify/expensify-card/Cardholder-Settings-and-Features.md @@ -30,6 +30,17 @@ If you try to make a purchase that exceeds this limit, the transaction will be d --- +# View Spend Rules on Your Card + +Your workspace admin may set a Spend Rule on your card that approves or declines transactions in real time based on the merchant, spend category, or amount. You can view the rule on your card, but only your admin can change it. + +1. From the navigation tabs (on the left on web, and at the bottom on mobile), select **Account > Wallet > Expensify Card**. +2. Click your Expensify Card to view its Spend Rule summary. + +For a full explanation of how these rules work, [learn more about Expensify Card Spend Rules](https://help.expensify.com/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). + +--- + # Enable Notifications Get real-time alerts for purchases and declines by enabling push notifications. @@ -134,6 +145,7 @@ Common reasons for Expensify card declines include: - **Incorrect details**: Double-check the CVC, ZIP code, and expiration date. - **Suspicious activity**: You may need to manually approve flagged transactions from your Home page. - **Restricted country**: Transactions are blocked in specific regions due to US sanctions. +- **Spend Rule restriction**: Your workspace admin may have set a Spend Rule on your card that blocks certain merchants, spend categories, or amounts. When a Spend Rule declines a transaction, you'll receive a notification from Concierge in your workspace chat explaining the reason. To learn more, [learn about Expensify Card Spend Rules](https://help.expensify.com/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). ## How do I deactivate my card and request a replacement? diff --git a/docs/articles/new-expensify/expensify-card/Expensify-Card-Notifications.md b/docs/articles/new-expensify/expensify-card/Expensify-Card-Notifications.md index d2eb5e5ccd42..43585864f6e3 100644 --- a/docs/articles/new-expensify/expensify-card/Expensify-Card-Notifications.md +++ b/docs/articles/new-expensify/expensify-card/Expensify-Card-Notifications.md @@ -10,6 +10,7 @@ Get real-time updates about your Expensify Visa® Commercial Card spending by en - Purchases and declined transactions - Fraudulent activity - Receipt requests for SmartScanned transactions +- Spend Rule declines explaining why a transaction was blocked **Note:** To turn on Expensify Card notifications, you must first enable alerts from your workspace and then ensure they’re also allowed on your mobile device. @@ -44,3 +45,11 @@ Get real-time updates about your Expensify Visa® Commercial Card spending by en Once both settings are enabled, you'll start receiving instant updates for your Expensify Card activity. +--- + +# Understand Spend Rule Decline Notifications + +If your Workspace Admin has set a Spend Rule on your card, a transaction may be declined when it doesn't meet the rule. When this happens, you'll receive a notification from Concierge in your workspace chat explaining why the transaction was declined — for example, a blocked merchant, a restricted spend category, or an amount over the limit. + +To learn how these rules work and what an admin can configure, [learn about Expensify Card Spend Rules](https://help.expensify.com/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). + diff --git a/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md b/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md new file mode 100644 index 000000000000..88bef9c9a893 --- /dev/null +++ b/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md @@ -0,0 +1,158 @@ +--- +title: Set Up Expensify Card Spend Rules +description: Learn how Workspace Admins use Expensify Card Spend Rules to approve or decline card transactions in real time at the point of sale, including Block rules, Allow rules, and default protections. +keywords: [New Expensify, Expensify Card Spend Rules, block card transactions, allow list, decline transaction, merchant restrictions, spend category, default protections, Workspace Admin] +internalScope: Audience is Workspace Admins. Covers creating and managing Expensify Card Spend Rules and understanding default protections. Does not cover post-submission expense rules, card limits, or cardholder-side card management. +--- + +Spend Rules let Workspace Admins approve or decline Expensify Card transactions in real time, at the moment the card is used, before any expense is created. This gives you guardrails to issue cards more broadly while keeping tight control over where and how they can be used. + +Spend Rules apply only to Expensify Card transactions. They do not apply to reimbursements, manually created expenses, or third-party card transactions. They are also distinct from expense rules, which determine how an expense is categorized *after* a transaction is approved. + +Each card can have at most one admin-defined Spend Rule, in either **Block** mode or **Allow** mode. + +--- + +## Who can manage Expensify Card Spend Rules + +- **Workspace Admins** can create, edit, and delete Spend Rules. +- **Cardholders** are subject to Spend Rules and can view them, but cannot create or change them. + +Spend Rules can only be configured in New Expensify. Once set, they are enforced on transactions made through Expensify Classic as well. + +--- + +## What default protections apply to every Expensify Card + +Every Expensify Card includes built-in default protections that block certain merchant category codes (MCCs), such as ATMs and gambling. These protections are part of the Expensify Card program. + +- They apply automatically to all Expensify Cards. +- They cannot be edited or overridden, including by a Spend Rule. +- A transaction that matches a blocked MCC is always declined. + +To view the default protections, go to **Settings > Workspaces > [Workspace Name] > Spend**. The default protection appears as a non-editable rule. + + + +--- + +## How Expensify Card Spend Rules are evaluated + +For every transaction, Expensify returns a single decision — approve or decline — using this order: + +1. **Default protections** are checked first. If the transaction matches a blocked MCC, it is declined. +2. **The card's admin-defined Spend Rule** is checked next, if one exists: + - **Block mode:** the transaction is declined if it matches a blocked merchant or spend category, or exceeds the max amount. Otherwise, it is approved. + - **Allow mode:** the transaction is approved only if it matches an allowed merchant or spend category and does not exceed the max amount. Otherwise, it is declined. +3. If nothing above declines the transaction, it is approved. + +A card with no admin-defined Spend Rule is governed only by the default protections and its card limit. + +--- + +## How to add a Block rule to an Expensify Card + +Use a Block rule for broadly-used cards where only specific spend needs to be restricted — for example, a sales team card that works nearly everywhere except gambling or specific merchants. + +1. Go to **Settings > Workspaces > [Workspace Name] > Spend**. +2. Click **Add card rule**. +3. Select one or more cards to apply the rule to. Only cards without an existing Spend Rule appear in the list. +4. Choose **Block** mode. +5. Configure any combination of the following restrictions: + - **Merchants:** add merchant names using **Contains** or **Exact match**. + - **Spend categories:** select one or more categories from the MCC-group list. + - **Max amount:** enter a maximum transaction amount. +6. Click **Save**. + +A transaction is declined if it matches any blocked merchant or spend category, or exceeds the max amount. + + + +--- + +## How to add an Allow rule to an Expensify Card + +Use an Allow rule for tightly-scoped cards that should only work in specific situations — for example, a travel-only card (hotels, airlines, transportation), a benefits card (gym or fitness merchants), or a subscription card (specific merchant names). + +1. Go to **Settings > Workspaces > [Workspace Name] > Spend**. +2. Click **Add card rule**. +3. Select one or more cards to apply the rule to. Only cards without an existing Spend Rule appear in the list. +4. Choose **Allow** mode. +5. Configure the restrictions that define what is permitted: + - **Merchants:** add allowed merchant names using **Contains** or **Exact match**. + - **Spend categories:** select the allowed categories from the MCC-group list. + - **Max amount:** enter a maximum transaction amount. +6. Click **Save**. + +A transaction is approved only if it matches an allowed merchant or spend category and does not exceed the max amount. Anything else is declined. + +Each card can have one Spend Rule in one mode. A card cannot have both an Allow rule and a Block rule at the same time. + +--- + +## How to edit or delete an Expensify Card Spend Rule + +After a rule is created, you can review, change, or remove it. + +1. Go to **Settings > Workspaces > [Workspace Name] > Spend**. +2. Locate the card's Spend Rule summary. +3. Click the rule to edit its merchants, spend categories, max amount, or mode. +4. To remove the rule entirely, choose **Delete**. + +When you delete a rule, the card returns to being governed only by default protections and its card limit. + +--- + +## How to apply a Spend Rule when issuing a new Expensify Card + +You can apply a Spend Rule at the time you issue a card, so the card has controls in place from its first use. + +1. Issue a new card from **Settings > Workspaces > [Workspace Name] > Expensify Card**. For the full issuance steps, [learn how to set up and manage Expensify Cards](/articles/new-expensify/expensify-card/Set-Up-and-Manage-the-Expensify-Card). +2. During issuance, apply an existing Spend Rule or create a new one for the card. + +If a cardholder loses a card or orders a replacement, the Spend Rule from the old card is automatically copied to the new one. + +--- + +## How to find a card or Spend Rule using search + +In workspaces with many cards, use the search filter to quickly locate a specific card or its Spend Rule. + +1. Go to **Settings > Workspaces > [Workspace Name] > Spend**. +2. Use the search field to filter the list by card or rule. + +--- + +# FAQ + +## Do Spend Rules apply to reimbursements or third-party cards? + +No. Spend Rules apply only to Expensify Card transactions. They do not apply to reimbursements, manually created expenses, or company cards from other providers. + +## Can a card have more than one Spend Rule? + +No. Each card can have at most one admin-defined Spend Rule, in either Block mode or Allow mode. Only cards without an existing rule appear in the card selection list when you add a rule. + +## Can a Spend Rule override the default protections? + +No. Default protections (such as ATMs and gambling) are part of the Expensify Card program. They are always enforced and cannot be edited or overridden by a Spend Rule. + +## Why is a card visible in more than one workspace showing the same Spend Rule? + +Spend Rules are enforced at the card level. If a cardholder is a member of multiple workspaces and the card appears in each, the same Spend Rule can be viewed and managed from each location. + +## What happens to a Spend Rule when a card is replaced? + +If a member loses a card or orders a replacement, Expensify automatically copies the Spend Rule from the old card to the new one. Note that "Combo" cards from Expensify Classic always use the rule tied to the physical card; to set a separate rule for a virtual card, issue a new virtual card. + +## Can Spend Rules be configured in Expensify Classic? + +No. Spend Rules can only be configured in New Expensify. Once set, they are enforced on Expensify Classic transactions as well. diff --git a/docs/articles/new-expensify/expensify-card/Set-Up-and-Manage-the-Expensify-Card.md b/docs/articles/new-expensify/expensify-card/Set-Up-and-Manage-the-Expensify-Card.md index 94915c5958a9..6f8e755aeb63 100644 --- a/docs/articles/new-expensify/expensify-card/Set-Up-and-Manage-the-Expensify-Card.md +++ b/docs/articles/new-expensify/expensify-card/Set-Up-and-Manage-the-Expensify-Card.md @@ -69,6 +69,8 @@ You can issue virtual or physical cards to employees: 8. Name the card for easier tracking 9. Click **Issue card** to confirm +When issuing a card, you can also apply an existing Spend Rule or create a new one so the card has real-time spending controls from its first use. To learn more, [learn how to set up Expensify Card Spend Rules](/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). + ![Choose a Smart limit type]({{site.url}}/assets/images/ExpensifyHelp-ExpensifyCard_03.png){:width="100%"} ![Click issue card to confirm and issue the card]({{site.url}}/assets/images/ExpensifyHelp-ExpensifyCard_04.png){:width="100%"} @@ -88,6 +90,8 @@ You can issue virtual or physical cards to employees: - Deactivation 4. To change the linked bank account, update settlement frequency, or manage cash back settings, click **Settings**. +Your workspace also has built-in default protections that automatically block certain transaction categories on every Expensify Card, and you can set Spend Rules to approve or decline transactions in real time. To learn more, [learn how to set up Expensify Card Spend Rules](/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). + ![Click Expensify Card in the left menu to see a list of cards]({{site.url}}/assets/images/ExpensifyHelp-ExpensifyCard_05.png){:width="100%"} ![Click the card row to view the card details and make settings adjustments]({{site.url}}/assets/images/ExpensifyHelp-ExpensifyCard_06.png){:width="100%"} diff --git a/docs/articles/new-expensify/expensify-card/Troubleshoot-Expensify-Card-issues.md b/docs/articles/new-expensify/expensify-card/Troubleshoot-Expensify-Card-issues.md index a87894eb8247..00b5d0a45952 100644 --- a/docs/articles/new-expensify/expensify-card/Troubleshoot-Expensify-Card-issues.md +++ b/docs/articles/new-expensify/expensify-card/Troubleshoot-Expensify-Card-issues.md @@ -59,6 +59,17 @@ Every workspace has a shared spend limit that affects all cards. If the workspac Workspace Admins can check the available limit by going to **Workspaces > [Workspace Name] > Expensify Card**. From there, Workspace Admins can view the current balance, remaining limit, and any warnings related to settlement. +## Transaction declined by a Spend Rule + +Your Workspace Admin may have set a Spend Rule on your card that declines transactions based on the merchant, spend category, or amount. Certain categories (such as ATMs and gambling) are also blocked by default on every Expensify Card and cannot be overridden. + +To check whether a Spend Rule caused the decline: + +- **On web:** Go to **Account > Wallet > Expensify Card** using the navigation tabs on the left. +- **On mobile:** Go to **Wallet > Expensify Card** using the navigation tabs at the bottom. + +Then click your card to view its Spend Rule summary. If a Spend Rule is blocking your purchase, contact your Workspace Admin, since only an admin can change the rule. To learn more, [learn about Expensify Card Spend Rules](https://help.expensify.com/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules). + --- # FAQ From 88b5a514b9a56e0a8921a2b4c5db12068f413cb8 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 5 Jun 2026 15:18:53 -1000 Subject: [PATCH 2/9] Update Expensify-Card-Spend-Rules.md --- .../Expensify-Card-Spend-Rules.md | 130 ++++++++++-------- 1 file changed, 76 insertions(+), 54 deletions(-) diff --git a/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md b/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md index 88bef9c9a893..c5cec82889b6 100644 --- a/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md +++ b/docs/articles/new-expensify/expensify-card/Expensify-Card-Spend-Rules.md @@ -1,36 +1,35 @@ --- -title: Set Up Expensify Card Spend Rules +title: Expensify Card Spend Rules description: Learn how Workspace Admins use Expensify Card Spend Rules to approve or decline card transactions in real time at the point of sale, including Block rules, Allow rules, and default protections. keywords: [New Expensify, Expensify Card Spend Rules, block card transactions, allow list, decline transaction, merchant restrictions, spend category, default protections, Workspace Admin] internalScope: Audience is Workspace Admins. Covers creating and managing Expensify Card Spend Rules and understanding default protections. Does not cover post-submission expense rules, card limits, or cardholder-side card management. --- -Spend Rules let Workspace Admins approve or decline Expensify Card transactions in real time, at the moment the card is used, before any expense is created. This gives you guardrails to issue cards more broadly while keeping tight control over where and how they can be used. +# Expensify Card Spend Rules -Spend Rules apply only to Expensify Card transactions. They do not apply to reimbursements, manually created expenses, or third-party card transactions. They are also distinct from expense rules, which determine how an expense is categorized *after* a transaction is approved. - -Each card can have at most one admin-defined Spend Rule, in either **Block** mode or **Allow** mode. +Spend Rules let Workspace Admins approve or decline Expensify Card transactions in real time before an expense is created. This gives you more control over where cards can be used while allowing you to issue cards more broadly across your organization. --- ## Who can manage Expensify Card Spend Rules - **Workspace Admins** can create, edit, and delete Spend Rules. -- **Cardholders** are subject to Spend Rules and can view them, but cannot create or change them. - -Spend Rules can only be configured in New Expensify. Once set, they are enforced on transactions made through Expensify Classic as well. +- **Cardholders** can view Spend Rules that apply to their cards but cannot create or modify them. --- -## What default protections apply to every Expensify Card +## What rules are automatically applied to every Expensify Card + +These protections act as baseline rules for all cards and are evaluated before any Spend Rule.. -Every Expensify Card includes built-in default protections that block certain merchant category codes (MCCs), such as ATMs and gambling. These protections are part of the Expensify Card program. +When you create a Spend Rule, it is applied in addition to these default protections rather than replacing them. -- They apply automatically to all Expensify Cards. -- They cannot be edited or overridden, including by a Spend Rule. -- A transaction that matches a blocked MCC is always declined. +- Default protections apply to all Expensify Cards. +- They cannot be edited or removed. +- They cannot be overridden by Spend Rules. +- Transactions that match a blocked MCC are automatically declined. -To view the default protections, go to **Settings > Workspaces > [Workspace Name] > Spend**. The default protection appears as a non-editable rule. +To view the default protections, go to **Workspaces > [Workspace Name] > Spend**. The default protection appears as a non-editable rule. +You can view the default protections under **Workspaces > [Workspace Name] > Rules**. --- -## How Spend Rules are evaluated +## How Expensify Card Spend rules are evaluated For every transaction, Expensify returns a single decision: approved or declined. Transactions are evaluated in the following order: -1. **Default protections** are checked first. If a transaction matches a blocked MCC, it is declined. -2. **The card's admin-defined Spend Rule** is checked next, if one exists. - - In **Block mode**, a transaction is declined if it matches a blocked merchant or spend category, or exceeds the maximum amount - - In **Allow mode**, a transaction is approved only when it matches an allowed merchant or spend category and remains within the maximum amount.. -3. If no rule declines the transaction, the transaction is approved. +1. Default protections are checked first. If a transaction matches a blocked MCC, it is declined. +2. The card's assigned Spend rules are checked next, if one exists. +3. If the transaction passes the default protections and any assigned Spend rules, it is approved. -Cards without an admin-defined Spend Rule are governed only by default protections and any applicable card limits. +Cards without Spend rules are governed only by the default protections and any applicable card limits. --- -## How to add a Block rule to an Expensify Card +## What restriction types are available for Expensify Card Spend rules + +When creating a Spend rule, choose one of two restriction types: -Use a Block rule when cards should work broadly but specific spending needs to be restricted. +**Allow** + +Use Allow when a card should only be used for specific merchants or spend categories. + +Transactions are approved when they: +- Match an allowed merchant or spend category +- Do not exceed the maximum amount Examples include: +- Travel-only cards +- Subscription cards +- Benefits cards +- Vendor-specific purchasing cards + +**Block** +Use Block when a card should work broadly but certain spending should be restricted. + +Transactions are declined when they: +- Match a blocked merchant +- Match a blocked spend category +- Exceed the maximum amount + +Examples include: +- Blocking specific merchants - Restricting subscription services -- Blocking specific a merchant - Preventing transactions above a defined amount -1. Go to **Workspaces > [Workspace Name] > Rules**. -2. Click **Add card rule**. -3. Select one or more cards to apply the rule to. -4. Select **Block**. -5. Configure one or more restrictions: - - **Merchants:** Add merchants using **Contains** or **Exact match**. - - **Spend categories:** Select blocked spend categories. +## How to create Expensify Card Spend rules + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace Name]**. +2. Click **Rules**. +3. Under **Spend**, click **Add Spend rule**. +4. Select one or more cards to apply the rule to. +5. Under **Restriction type**, select **Allow** or **Block**. +6. Configure one or more of the following: + - **Merchant:** Add merchants using **Contains** or **Exact match**. + - **Spend category:** Select one or more spend categories. - **Max amount:** Enter a maximum transaction amount. -6. Click **Save**. +7. Click **Save**. -A transaction is declined when it matches any blocked condition. +Spend rules takes effect immediately and are applied to future transactions on the selected cards.