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If you have enabled Expenses in Rho , you can set up rules that will automatically process all Rho Card transactions and reimbursements submitted to Rho. Note that more than one rule can be applied to a single charge if it falls under its parameters. You can also configure separate policies for Expenses and Reimbursements. You can use the platform's suggested rules to help set up these rules. Admins can access these rules in the Policies tab in Rho Expenses . These can serve as a starting point and can be edited and adapted to meet your company's needs. For example, you can use the first suggested rule to require receipts and reasons for all transactions over $25 instead of $10 by clicking the + button and adjusting the condition and rule name to $25. Learn more about the Rho Rules Builder here.

Rho's expense management tool enables all members of your organization to track spend, get approvals when needed, and review unexpected or out-of-policy spend. The Expenses feature is enabled by default in the navigation menu, and all Rho card transactions will automatically flow through the Expenses Tab . The views for Expenses will vary by user group. Company Expenses tab The Company tab in Expenses shows: Account Owners and Admins all Rho Card spend across the whole organization. Department Owners all Rho Card spend in their department(s) In this tab, you can search for specific transactions or filter by Users, Status, Departments , and more to review spend. You can also sync to your accounting software. Personal Expenses tab In the Personal Expenses tab, all Rho users can see their own expenses and review the status of each transaction. Policies tab In the Policies tab, you can store your business policy documents and set up spending rules that determine how transactions flow through the expense process. You can also configure separate policies for Expenses and Reimbursements . As an Account Owner or Admin, you can add your expense policy documents in the Employee Handbook field below: Account Owners and Admins can also set up new rules and edit existing rules in this tab. You can use the Reimbursement widget to decide whether your policies apply only to expenses or to reimbursements as well. For more information about Rho's expense features, please see our Expenses Collection .

If you covered a travel expense using your personal card, Rho makes it easy to get reimbursed through a Mileage Reimbursement request. How to enable mileage reimbursements Before you start, make sure Mileage Reimbursements are enabled for your business — check out our helpful guide for more details. Once Mileage Reimbursements have been turned on, you can enter a rate per mile for reimbursement. Rho will pre-populate the current year's Internal Revenue Service (IRS) rate of $0.70/mile, but as a Rho administrator or Account Owner, you can adjust it to match your company policy. Submit a mileage reimbursement Navigate to Reimbursements from the left-hand navigation bar. Then, click Request Reimbursement in the top right corner. Next, select the type of reimbursement you need—toggle to Mileage on the right-hand side. Route: You can easily input your start and end points of your route.. A route preview will be displayed, where an embedded map will automatically calculate mileage and your final reimbursement amount based on the mileage payout rate set by your administrator. Note: Your mileage reimbursement will be calculated using the rate your business set when the expense occurred. Under Payment Details, click Add Payment Account . Enter your bank details for where you would like to receive the funds. Note: This information is securely stored and not visible to other team members. Additionally, Rho processes reimbursements via ACH for domestic bank accounts only. Click Send for Approval when finished. You'll then see your reimbursement request in your Reimbursements table in Rho. How the reimbursement will appear Verify that your request has the status Awaiting Approval , which indicates that it has been successfully submitted for approval. If your business has additional reimbursement requirements, you may be asked to provide additional documentation or information upon submission. How to Ensure Mileage Reimbursements Sync Successfully to Your ERP via Rho When using Rho to sync mileage reimbursements to your Enterprise Resource Planning (ERP) system, it is essential to have proper mapping rules set up to ensure transactions sync successfully. Here's how to set up an Accounts Payable (AP) Chart of Accounts for mileage reimbursements in Rho: Connect Your Accounting Software to Rho Before setting up mapping rules, ensure your accounting software is connected to Rho. Navigate to Mapping Rules Go to Integrations > Mapping Rules in your Rho account. Select the Appropriate Entity Choose the entity or subsidiary for which you want to set up the mapping rule. Access Settings for Mapping Click on Settings within the Mapping Rules section. Set Up the AP Chart of Accounts Scroll down to Other Accounts and find Rho Accounts Payable. Select the account from your accounting software that represents your AP account for mileage reimbursements. Save Your Changes Ensure all changes are saved automatically or click Save Changes if required. Note : If mileage reimbursements are categorized differently in your accounting software, you may need to create a specific AP account for these transactions or map them to an existing expense account that handles reimbursements. By following these steps, you can set up an AP Chart of Accounts for mileage reimbursements, allowing for successful synchronization of these transactions from Rho to your ERP system. Note : You must select an address from the drop-down menu that appears as you enter the address. This ensures Rho can accurately measure the distance between destinations

If your company has expense policy documents, you can upload them to Rho so they're accessible to your whole team. To upload documents, click on the Expenses tab in Rho, then click on the Policies tab. In the Employee Handbook section, click Upload Document to add your documents.

The Expenses tab will not impact your current process for syncing your Rho activity to accounting. If you have set up your QuickBooks integration, you can sync data from the Expenses tab the same way you currently sync your Rho activity. For more details about accounting integrations and syncing, please see here .

If you used your personal card for a company expense, Rho makes it simple to get reimbursed. To get started, navigate to Reimbursements from the left-hand navigation bar. Then, click Request Reimbursement in the top right corner. Next, choose the type of reimbursement you need—toggle between Expense and Mileage on the right-hand side. Once everything is verified, scroll to Payment Details and click Add Payment Account . Enter your bank details for where you would like to receive the funds. Note: This information is securely stored and not visible to other team members. Additionally, Rho processes reimbursements via ACH for domestic bank accounts only. To submit a Mileage reimbursement , visit our helpful mileage submission guide . For an Expense reimbursement , you can either upload your receipt—we’ll automatically read the details and fill in the Amount, Merchant, and Transaction Date fields—or enter them manually. When your request is ready, hit Send for Approval . You can track the status of your reimbursement in the Reimbursements tab. Two boxes at the top of the screen display the Awaiting Approval and Paid items. You can also click on an individual item from the table to view its details and monitor progress in the Status section. How to update the bank account for reimbursements If you wish to update or edit the banking information you initially submitted for your reimbursements in Rho, simply follow these easy steps. This guide will walk you through the process to ensure your banking details are up-to-date, allowing for seamless reimbursement transactions. Log In to Your Rho Account Click on Expenses and select Personal Click on Reimbursements From here, click + Reimburse button. Update or edit your Bank Account Locate your account and click on the three dots next to the account name. Select "Edit" from the menu. Modify the necessary information, such as account number or routing number. Click "Save" Note : Reimbursements can only be sent to checking accounts. Savings accounts are not supported at this time.

What are direct manager approvals? Direct manager approvals in Rho allow you to automatically route employee expenses up the direct manager approval chain, which can be assigned both in Rho and via your HRIS integration. This feature enables you to create multi-level approval flows that reflect your organization's unique structure. Defining the manager relationship Direct Managers can be assigned easily through your User tab : Navigate to the Users tab and click on the Assign Managers button in your Rho dashboard. Assign direct managers to employees. You can do this manually or by importing your organizational structure from an HRIS or similar system. Tip : After importing, any errors will be flagged. Correct these errors in the file and re-upload. While managers can also be updated individually via the User Management page, we recommend exporting your organizational structure from an HRIS or similar system. Configuring your approval policy First, enable Expense Approvals by going to Settings > Expense Approvals , and click on the Change button. Next, start adding approvers. Each tier represents a dollar amount threshold for which an approver or approvers will be notified to approve. Direct managers can be assigned solo to a tier or combined with a static user. When multiple approvers are in a tier, any one of them can approve or reject. Approvals are determined by dollar amount. You can set a threshold, like $100 and below, to auto-approve and assign multiple levels of approval within that threshold. Approval Routing for Specific Amounts Approval routing for specific amounts allows organizations to set up tailored approval processes based on the value of expenses. By setting Expense Approvals , organizations can maintain a balance between efficiency and control, ensuring that all expenses are handled according to their financial policies and risk management strategies. Example for Default Approver and Approval Routing Paths To require approvals for certain transaction amounts, you can create multiple levels of approval. In the example below: All spending under $10 will be auto-approved For transactions over $10, a user in the first tier of approvers must approve For transactions over $1,000, both a user in the first tier and the second tier must approve All transactions greater than $10,000 require three tiers of approval Contact us for any additional support or questions you have.

While the Rules Builder determines what additional information is required for a given expense, approvals are set by dollar amount. To set up approvals, go to Settings > Expense Settings and click on Expense Approvals . You can also automatically route employee expenses directly to an employee's manager for review and approval. To learn how to set this up, refer to this article on Direct Manager Approvals . How to set up approvals Approvals are determined by dollar amount. You can set a threshold to auto-approve expenses, such as $100 and below. You can assign multiple levels of approval for different dollar thresholds. In the example below, all Rho Card expenses will be auto-approved once the necessary information (like receipts and attendees), as specified by your business's rules in the Policy tab, is added to the transaction. To require approvals for certain transaction amounts, you can create multiple levels of approval. In the example below: All spending under $10 will be auto-approved For transactions over $10, a user in the first tier of approvers must approve For transactions over $500, both a user in the first tier and the second tier must approve All transactions greater than $10,000 require three tiers of approval Note : Once you create an approval tier, you won't be able to change the amount. To make changes, you can create a new tier and delete the old one.

The Company and Personal Expenses tabs show all Rho Card transactions, even those that have been auto-approved as configured in your approvals settings. Understanding the Transactions Table The default view on the Expenses tab is grouped by approval statuses, showing all expenses that require your approval in real time. This makes it easy to understand what requires your attention and what action needs to be taken. To drill down to a specific expense, use groups, filters, or search. What do the different approval statuses mean? Complete: Expense has been approved Auto-Complete: Expense has been approved automatically, per the organization's approval policy Needs My Approval: Expense requires approval from you Needs Approval: Expense requires one or more approvals from other users in the organization Incomplete: Expense is missing one or more pieces of information, per the organization's submission policy Out-Of-Policy: Expense is determined Out-Of-Policy per the organization's submission policy Rejected: Expense has been rejected by an approver To see more details, like whether an expense was manually or automatically approved, or what information is missing from an expense, or click on the expense to see full details. How to approve a transaction All transactions that aren't auto-approved require an approver to manually review and approve or reject the transaction. Expenses that require your immediate approval will appear by default under Needs Approval . To approve a singular expense, hit the checkbox and click Approve. If you want to view more attributes, you can click anywhere on the expense to see more details, or you can simply scroll to the right to view more columns. Note : The columns are adjustable by clicking on View. How to reject a transaction To reject a transaction, follow the same steps as detailed above, but click Reject. You'll be prompted to add a note. The rejection reason will be sent to the submitting user and remain in the expense's activity history. Bulk Actioning Expenses You can also approve or reject expenses in bulk. This is particularly helpful for approvers who have a large number of expenses to review and want to act efficiently on them. To bulk action, simply select the checkboxes of the expenses you'd like to action, and either approve or reject via the buttons in the header.

Users with admin-level permissions can assign expenses, or any other transactions, to a specific label for better tracking. First, log in to your Rho dashboard. In the Banking tab, navigate to your desired account and select the relevant transaction. Clicking on a transaction opens the Transaction Details slide-out window, where you can expand the Rho Attributes section and click Add Label . Select the desired label(s) from the menu and click Apply . The expense is now assigned to that label.

Rho's expense management tool enables all members of your organization to track spend, get approvals, and review unexpected or out-of-policy spend. For a high-level overview of the expenses tab and its functionality, please see Understanding the Expenses Tab . The Expenses view ( Expenses > Company ) is targeted towards what's most important for you to know, based on your role. If you're an approver, you'll see expenses that require your immediate action. If you disburse, you'll see a list of reimbursements ready to be paid out. Customizing Your View The headers at the top of the Expenses tab highlight a summary of categories that may need your attention, summarizing them by Amount . To auto-show this view, click on the filter icon next to the amount. The default view shows the last 60 days , but you can set a new date range by navigating to Filter > Date . To personalize your view, click Filter on the top header. You will be able to filter by your desired criteria Search and Filter for Expenses To help quickly locate specific expenses, leverage the new filter system or simply search for an expense by name. Click on a column name to view options for arranging the data Note that options vary by column. Note that options vary by column. Click on the filter icon in the navigation bar to see grouping and sorting options You will be able to filter by your desired criteria. Search for Expenses by name Create and Save Custom Table Views Creating and saving custom table views in the Rho application has been simplified to enhance the user experience. Follow these steps to efficiently create and save your custom views: Navigate to the table you wish to customize. Select which columns you want to display or hide in your custom view. Use the filter options provided to set your desired criteria. Once you've entered your main criteria, you will be able to click on the Save As a New View button A new sidebar will appear where you can add additional filters, name your view, and save it. Your new custom view will be saved and ready to use. Custom Table Views should help to significantly reduce the time and effort required to search for your desired transactions.

In the Company and Personal Expenses tab, you can filter your expenses by user, budget, or status to monitor the expense workflow easily. You can search within these dropdown menus or scroll through them to select one or more options. You can also search for specific transactions using the Search button on the left.

To export a CSV of your Company or Personal Expenses, navigate to the desired tab in Expenses , and click Export CSV . Select your desired date range and attributes, and click Download . Note: Split transactions display as separate line items. For example, if you download a CSV for expenses with split transactions, the transaction in question will show on two separate rows but have the same transaction ID.

As a Rho administrator or account owner, you can enable reimbursements so your team can submit out-of-pocket expenses in Rho. To enable reimbursements: Go to the Settings tab. Under Expense settings , select Reimbursements . Enable Reimbursements and Mileage Reimbursements as needed.

One-by-one To download a specific receipt, log into Rho and head to Expenses . Click on the transaction in question and then click the download icon located to the right of the receipt. Bulk download To download multiple receipts at once, log into Rho and head to Expenses . In either the Company or Personal Expenses tab, click Export . Select Receipt Images Confirm the date range Click Download Receipts Locate the ZIP file in your downloads folder Note: If you apply filters to your Expenses table prior to downloading, that will be reflected in your export. So, if you want to export receipts for specific users, departments, or other fields, ensure you apply those filters prior to exporting.

You can set up custom rules that will apply to any and all Rho Card transactions, reimbursements, and credits. How to create rules To create a rule, navigate to the Settings tab in your Rho dashboard, select Expense Rules , next to Set expense rules , click the + Add Rule button. Here's what each field means: All expenses Apply the rule to all company spending, regardless of amount, department, or merchant (there is an option to add Exceptions). Amount Apply the rule to expenses above a specific dollar threshold. Use this to require additional details or approvals for higher-value transactions. Department Apply the rule to spending from a specific department. This helps you enforce policy by cost center or team. Merchant category Apply the rule to specific types of businesses, such as restaurants or travel. This gives you more control over where company funds are used. Custom Combine multiple conditions to create a tailored rule. Use this option when you need more advanced controls. Set rule requirements After you choose a condition, use the requirements dropdown to define what must be included with each expense. You can require any of the following: Receipt, Note, Attendees, Client ID, Department, Label. There is an option to Mark expense as out of policy , and there are also other custom rules available. How rules impact the expense flow When a rule is enabled, it will apply to all relevant transactions. Please note that these are post-spend controls, meaning Expense rules will not cause Rho Cards to get declined. For more information about Rho Card settings & spend controls, see here . For examples of expense rules, please see here.

Rho enables users to configure SMS, email, and mobile notifications related to outstanding expenses. To modify your notification preferences, click on your name in the top right corner of the Rho dashboard, then click User Settings. Click Notifications and scroll to the Expenses section. From here, you can toggle on and off these notifications at any time. Note : To receive mobile push notifications, you must download the Rho App and enable push notifications via your phone settings. If enabled, you can then toggle on/off available mobile notifications in the Rho desktop (you cannot turn notifications on/off via the Rho App). You can also set notifications for specific people when you define a rule, by adding users directly in the rule configuration in Payment Settings .

Rho users can easily cancel and archive their reimbursement requests. This guide provides a step-by-step approach to archiving a reimbursement request. Navigate to Expenses : Start by going to the Expenses section of your Rho dashboard. Select Personal Expenses: Within the Expenses section, click on Personal, followed by Reimbursements. This will take you to the list of your personal reimbursement requests. Choose the Reimbursement to Archive : Find the reimbursement request you wish to archive. You can do this by browsing through the list or using the search function to quickly locate a specific request. Access More Options: Click on the reimbursement request you want to archive to view more details. Then, click on the ellipses (three dots) to reveal additional options. Archive the Reimbursement : From the options presented, select Archive Reimbursement. You will be prompted to confirm your action. If you are an Admin or Account Owner, you can archive reimbursements for all users within your organization and your own. Please note that archiving is permanent and cannot be undone. Once archived, the reimbursement request will no longer be visible in the approval queue.

Asking your employees to attach receipts to purchases is a great way to stay organized. You can upload receipts to card and banking transactions, whether they are existing transactions or new pending transfers. To attach receipts on the go without logging into Rho, you can enable text and email receipt uploads. For more information about this feature, please see How to attach receipts to card transactions . How to upload invoices or receipts for any transaction via the Rho desktop app: To attach a receipt to an existing transaction in the Rho desktop app, locate and select the transaction from your Banking or Cards Tab . By selecting the line item, you will open the Transaction Details window to the right side of your screen. At the top of that window, there is a section to upload a receipt or invoice. Simply drag and drop your file or click to select a file from your computer! Note: Rho only allows you to upload your receipts as PDF, JPG, and PNG files. You can see which transactions have receipts attached in the Banking or Cards pages. All transactions with a receipt attached (whether submitted by text, email, or desktop) will have a paperclip icon to the left of the transaction amount. Note : If you have a QuickBooks integration , and you use Rho's receipt capture feature, those receipt attachments will transfer over into your QuickBooks account. Please be advised that this currently does not apply to Treasury transactions. You can also attach receipts via the following: Via email Via SMS Via the Rho App in the Cards tab

Rho users with expense approval permissions can review reimbursement requests and approve or reject them, similarly to other expenses flowing from a Rho Card. Approving reimbursement requests All reimbursements that aren't auto-approved once they meet the documentation rules require an approver to manually review and approve or reject the transaction. To view reimbursements that require approval, click on Reimbursements from the navigation bar, then use the Status filter to narrow down which transactions you'd like to view, like Awaiting Approval and Awaiting Payment Approval. To approve a reimbursement request, you can click on the transaction, which will open the transaction details on the right side of the dashboard. Here, you can review all attributes of the transaction and click Approve or Reject at the bottom. You can also click Approve next to individual items from the table view directly, or select multiple items by checking the boxes on the left, then bulk approve by clicking the Approve button above the table. Disbursing reimbursement requests To pay reimbursement requests (send funds to employees via ACH), users with payment permissions can navigate to the Reimbursement tab, and either click on Pay next to individual items in the table, or select multiple items by checking the boxes on the left, and perform a bulk payout by clicking the Pay button above the table. From there, you'll see all pending disbursements per user. By clicking Pay Total, you can pay them all out in one payment per user. You then confirm which account the payment should come from and click Continue. Payouts submitted before 3 p.m. ET should arrive in your employees' accounts the same day. If submitted after 3 p.m. ET, funds will arrive the next business day. You can also manually flag a payment as being paid outside of the Rho platform (ex., Via Payroll). Click the 3-dot icon to see Mark as Paid. Reimbursements marked as paid will no longer show up in the disbursement queue. Reimbursement transactions that are paid out will show a Pending Payment status in the original transaction drawer, followed by Paid.

Here are some examples of common rules that companies use in Rho's expenses experience to monitor spend. Receipt requirements In this example, the company wants to require all employees to attach receipts to transactions over $20. A few exceptions are configured: 2 users are not required to add receipts, and 4 vendor-specific cards will also be exempt from this rule, meaning that they won't need a receipt to be approved. Attendees needed for client entertainment spend In this example, all transactions filed under the Entertainment budget require that the Attendees field be filled in, as well as a receipt. Home office stipends In this example, any transactions assigned to the Home Office Stipend budget that exceed $250 will be marked as Out-of-Policy and need review in the Company Expenses tab. Job numbers required in notes In this example, all transactions purchased in the Construction Materials budget must have a receipt attached and a note that contains a job number.