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.

This feature has to be configured by the Skovik support. Reach out to [e-mail] with your request.

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.

Basic policies

Here follows some examples of policies that are available for every customer to have added.

• Mandatory receipt image (alerts if an expense is created without an attached picture)

• Duplicate receipts, overlapping per diems, or similar trips by car (alerts if the system thinks this item is already sent in before)

• Late submissions (e.g., alerts for reports older than 60 days, blocks for reports older than 90 days).

• Weekend purchase alert (alerts message if the date of an expense/trip is set to a weekend)

• Missing information, e.g., project details, comments, attendee lists, or receipt images (alerts if specific detail missing on an item that should have it added)

• Expense amounts exceeding set limits based on criteria like type of expense or amount per attendee.

Advanced policies

In addition to the more basic policies, we 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.

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.