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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 Gmail Connector automatically pulls receipts from your inbox and attaches them to the matching card transaction in Rho. Once it's set up, you no longer need to forward receipts, upload them from your phone, or dig through your email at the end of the month. Note: The connector only reads emails that look like receipts. It does not access personal messages, drafts, or any other content in your Gmail account. For more detail on what we do and don't access, see the Rho Privacy Policy . What the Gmail Connector does Once connected, Rho scans your Gmail inbox for receipts from merchants you've transacted with on your Rho card. When we find a matching receipt, we attach it to the transaction in your Rho expenses view automatically. This means: Fewer missing receipt reminders No more forwarding receipts to your Rho inbox address Faster month-end close for your finance team The connector works alongside your existing receipt capture methods. You can still upload receipts manually, forward them to your Rho inbox, or attach them from the mobile app at any time. Before you begin To connect your Gmail account, you'll need: A Rho account with at least one active card A Gmail or Google Workspace email address Permission from your Gmail admin if your organization restricts third-party app access (Google Workspace customers only) Connecting your Gmail account Log in to your Rho dashboard and navigate to [Settings > Integrations] . Find the Gmail tile and click Connect . You'll be redirected to Google to sign in. Select the Gmail account you want to connect. Review the permissions Rho is requesting and click Continue . Rho only requests read access to messages that match receipt criteria. Once Google confirms the connection, you'll be returned to Rho and should see a Connected status on the Gmail tile. That's it. Rho will begin scanning for receipts that match your recent card transactions within a few minutes. Managing keywords and senders Rho identifies receipts using a default set of keywords and common merchant senders. If you'd like to fine-tune what gets pulled in, you can: Add custom keywords for merchants or services Rho hasn't identified by default To manage these settings, go to [Settings > Integrations > Gmail > Manage] . Disconnecting your Gmail account You can disconnect the Gmail connector at any time: Go to [Settings > Integrations] in your Rho dashboard. Click Manage on the Gmail tile. Select Disconnect and confirm. Once disconnected, Rho will stop scanning your Gmail inbox immediately. Receipts that were already attached to transactions will remain in Rho. Frequently asked questions What data does Rho access from my Gmail? Rho only reads messages that match receipt criteria (keywords). We don't access personal messages, calendar events, contacts, or any other Google service. Can multiple people on my team connect their own Gmail accounts? Yes. Each cardholder can connect their own Gmail account individually. Receipts pulled from a cardholder's inbox are only attached to that cardholder's transactions. I connected my Gmail but I'm not seeing receipts get attached. What's going on? A few things to check: Make sure the receipts in your Gmail inbox are for transactions made on your Rho card (not a personal or other business card) Confirm the Gmail account you connected is the one where your receipts are sent If you're still not seeing receipts attached, contact us using the steps in How Do I Contact Support? .

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: Log In to Your Rho Account Click on Reimbursements Click on Personal From here, click +Create reimbursement button Under " Your payment details" click on the three dots to the right of the payment box Click Edit and enter new payment details. 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.