Spending policies on Bujeti help you establish clear financial guidelines for your organization. By setting up policies, you can prevent unauthorized spending, ensure receipt submission, enforce spending limits, and maintain budget discipline across all departments. Policies work automatically in the background, flagging or blocking transactions that violate your rules before they become financial issues.
How to Create a Spending Policy
Step 1: Log in to your Bujeti dashboard and locate Workflow in the left sidebar menu. Click to open the Compliance section and select “Expense Policies”
Click the Create Policy button to begin setting up your new spending policy or upload an employee “policy handbook”
Step 2: Give your policy a clear, descriptive Name that reflects its purpose and scope. Good examples include:
"Receipt Required for All Expenses"
"Marketing Budget Spending Limit"
"Travel Category Requirements"
Add a detailed Description to provide context, explain the purpose, or give specific instructions about the policy. This helps team members understand why the policy exists and what's expected.
Step 3: Choose the Conditions that will trigger your policy. You can select one or combine multiple conditions for precise control:
Amount Set spending limits to flag or block transactions above or below specific thresholds.
Example: Flag all expenses over ₦500,000 for additional review
Account Apply the policy to specific bank accounts or wallets to control how funds are managed across departments.
Example: Restrict the Operations Account to operational expenses only
Category Monitor or restrict spending within specific expense categories like travel, office supplies, or entertainment.
Example: Require receipts for all "Entertainment & Meals" expenses
Budget Link policies to particular budgets to ensure expenses align with allocated funds and prevent overspending.
Example: Block transactions that exceed the Q1 Marketing budget
Vendor Set conditions for specific suppliers to manage vendor relationships and spending patterns.
Example: Require dual approval for payments to new vendors
Step 4: Choose what your policy will Require from users when they submit expenses. Select from these options:
Require a Receipt Mandate that all matching expenses include a receipt attachment for verification and audit purposes.
Require Descriptions Enforce detailed descriptions for each expense to provide clarity and accountability.
Require Category Ensure users select an appropriate spending category for every transaction.
Require Budget Make it mandatory to link expenses to a specific budget for proper fund allocation tracking.
Require Spending limit Ensure users have spending limits on cards transactions
Step 5: Decide how Bujeti should handle transactions that violate your policy:
Block submission: Completely prevent any transaction that breaks the policy rules. The transaction will not be processed until it complies.
Use when: Maintaining strict budget controls or preventing specific types of spending
Allow and Flag as Out of Policy: Permit the transaction to proceed but mark it clearly for management review and follow-up.
Use when: You want visibility without completely blocking team workflows
If certain individuals, teams, or situations should bypass this policy, you can add Exceptions:
Click Add Exception
Select users, teams, or departments that should be exempt
Optionally attach supporting documents to provide context for the exception
Step 6: Review all your policy settings to ensure everything is configured correctly. When ready, click Create to finalize and activate your spending policy.
Your spending policy is now active and will automatically apply to all matching transactions going forward.
When a policy is no longer needed, you can deactivate it without deleting historical enforcement data.
Need help configuring the right policies for your business? Contact our support team . we'll help you set up policies that protect your budget without slowing down your team.