Receipt and memo policy and reminders

Set what each charge needs

Go to Settings, Spend controls, Policy and open the Requirements tab. Under Before submitting, nothing is required until you add it. Pick a field from Add a field…: Receipt, Memo, or a coding field like GL Account, Department or Project. Then set when it's needed for card charges and for out-of-pocket spend: Always, Over an amount, Optional or Not used. To be stricter for some spend, click Add exception under Stricter for some spend and set when it applies. Spend that's missing something it needs can't go to an approver until it's complete.

Allow receipt waivers

Receipts get lost. Under When something's missing, turn on Allow receipt waivers. It's off until you turn it on. Cardholders then request a waiver from the mobile app, and an approver approves or denies it. Nobody can approve their own waiver.

Turn on emailed receipts

Go to Settings, Cards & receipts, Receipt & bill email and turn on Receipt forwarding. Everyone can then send receipts to receipts@summitspend.com. Here's the rule to tell your team on day one: receipts are matched by who sent them. Each person must send from the email they sign in with. A receipt from any other address is dropped, with no bounce. Receipt forwarding is included on the Professional plan and up.

Turn on reminders

Now let Summit do the chasing. Go to Settings, Spend controls, Reminders & alerts. Each reminder is off until you turn it on. Receipt missing reminders go to cardholders about charges over an amount with no receipt. Turn one on to choose when it starts, how often, and how it's sent. Uncoded transaction reminders do the same for charges that have gone uncoded too long. And the Missing-receipt digest email sends each cardholder a weekly list of what's still missing. Reminders go to each card's owner, so set your card owners first.

Flag and follow up

For anything reminders don't cover, open the charge and click Flag to hold it back from accounting until someone clears it. Flagging doesn't notify anyone, so leave a comment, or go to Approvals, Missing items, tick the charges and click Remind cardholders.