Company policies

Overview

In Skovik, it is possible to configure popups to help users follow your company's policies. This can be info-messages, warnings or blockers, and you can choose if it should be visible for everyone, or only for the approvers of a report.

Info

Infos are blue messages that pops up in the outbox. This could be for example if you want to alert the user regarding something, but don't want to be too alarming. It might not be something wrong, but rather something you want to clarify. Infos will usually be visible for both the submitting user and the approver, but it can be configured to only be shown for approvers.

Warning

A warning is shown as a yellow triangle in the outbox. This could be for example giving a warning if a receipt is old and you want to alert the user that they should report more frequently in the future. When trying to submit a report with a warning, the user will be asked if they are sure all is looking correct before they can confirm to send the report. You can choose if a warning should be shown for both the submitting user and the approvers, or if only approvers should see it.

Blocking

A blocking is a red popup in the outbox and an item with a blocking can not be submitted before the error is corrected. This can be used to make sure that a user fills in all relevant data, by for example blocking any expenses with a specific category if purpose is not added. A blocking is always visible to the user, and as it cannot be submitted without the error being corrected, it will not be shown to the approvers.

Predefined policies

Here follows some examples of policies that are available for every customer to add. Reach out to the support to have this feature unlocked.

• Mandatory receipt image - Show an info, warning or blocking if an expense is missing a receipt image.

• Item age - Define how old an item is allowed to be and trigger a warning or blocking if older.

• Weekend activity - Show an info, warning or blocking if an item date is during a weekend day.

• Expense amount deviation - Show an info or warning if the amount is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered.

• High expense amount - Show a warning or blocking if an expense is higher than a by your company defined amount.

• Mileage distance deviation - Show an info, warning or blocking if the distance is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered.

• Exchange rate deviation - Show an info, warning or blocking if the currency exchange rate is changed from what Skovik has predicted. Define maximum deviation in percent that is allowed before the alert is triggered.

Advanced policies

In addition to the more basic policies, your Skovik contact can also add more specific and complex policies. These can include, but are not limited to:

• Purchase of items that are not permitted under company policy (e.g. alerts if words like "alcohol" or "tobacco" is detected on the receipt by the system)

• Attendance of the approving manager at reported events.

• Manual edits to system-extracted data, such as expense amounts, exchange rates, or trip lengths.

• Inconsistent VAT rates or improbable VAT amounts on receipts.

• Nightly allowances claimed when the company has already covered accommodation costs or other cross checks.

Adding advanced policies might be out of scope depending on your customer segment and payment plan. Reach out to [e-mail] to inquire if this is available for your company.