Expense management software, built into your card.

Frequently asked questions

• What level of expense management automation does Rho provide?

  Rho offers the capability to create automated expense rules and approval workflows that can be applied to both Rho Card transactions and reimbursements. You can set up rules by card, user, budget and more to require submissions of receipts, notes, or attendees for defined transactions, streamlining your expense management.
  
  Additionally, Rho enables the setup of direct manager approvals, allowing automatic routing of employee expenses up the direct manager approval chain. This can be combined with dollar amount tiers to create multi-level approval flows.

• Do you offer reimbursements for out-of-pocket expense administration?

  We offer the ability for companies to reimburse their employees for out-of-pocket expenses. In addition to out-of-pocket expenses, employees can submit trip mileage details in the Rho App, which automatically calculates the distance between stops. The reimbursement amount is then calculated based on the current year’s IRS rate or a rate set by the business. Once reimbursements are approved by direct managers, employees are reimbursed directly from the Rho checking account.

• How can you reconcile expenses?

  For businesses using a direct accounting integration — QuickBooks Online, NetSuite, Sage Intacct, Xero, or Puzzle — expenses can be automatically coded with attributes pulled directly from the accounting platform. Syncs can be automatically scheduled to eliminate manual bookkeeping in the accounting platform. For accounting systems without a direct integration, Rho offers extensive CSV reports and bulk receipt file export for quick expense reconciliation.

• How much does Rho’s expense management capability cost for Rho customers?

  Rho's expense management platform is free, with no user or platform usage fees.

• Can users code expenses?

  Users with admin-level or custom permissions can code expenses with direct accounting attributes. Various Rho attributes can be customized for more controlled employee coding.

• Can reimbursements be issued to non-US bank accounts?

  No, that is not something we support right now.

• What does Rho actually look for in my inbox?

  Receipts, and only receipts. The connector scans subject lines and attachments that look like purchase confirmations — nothing else is read, stored, or touched. You set the keywords before connecting, can edit them anytime, and can disconnect instantly.

• What happens to receipts already in my inbox before I connected?

  The Gmail Connector captures receipts from the point of connection forward. For older receipts, you can still upload manually or bulk forward.

• Can teammates connect their own accounts?

  Yes. Each team member connects their own inbox. Their receipts route into the shared expense view automatically.

• Can I disconnect the Rho Gmail Connector?

  Anytime. Disconnect from Rho settings instantly. No inbox data is retained after disconnection.

• What if I already have auto-forwarding set up?

  The connector replaces it. Auto-forwarding breaks when card setups or email configurations change — the connector doesn't. Once you've connected, you can remove your forwarding rules.

• When are more connectors coming?

  In the pipeline. We will share timing when it is confirmed. The Gmail Connector is just the start.

• What is meant by expense management?

  Rho's expense management combines corporate cards, spend controls, and automated reconciliation in one platform, with no per-user or platform fees. It issues spending authority, tracks what gets bought, and gets that spending into your books without manual expense reports.

• How can you manage expenses?

  Rho manages business expenses with a card program, spend controls, and reconciliation in one platform: issue a card with limits before the first purchase, and sync coded transactions to your accounting software automatically.

• What is the best software for keeping track of expenses?

  Rho combines card issuance, spend controls, and accounting sync in one platform, rather than a standalone tracker or spreadsheet. It connects natively to QuickBooks Online, NetSuite, Sage Intacct, and Puzzle, so tracked spend appears in your books without a separate export step.

• Can I use a spreadsheet to track business expenses?

  You can, but a spreadsheet doesn't enforce spend limits before a purchase happens and needs manual entry to get transactions into your books. Rho replaces the spreadsheet with cards that carry limits from the moment they're issued.

• What is the best expense tracker for small businesses?

  Small businesses generally do best with a platform that charges no per-user fee, since a per-seat price gets expensive exactly as headcount grows. Rho's expense management has no per-user or platform fees, unlimited cards, and native accounting integrations included at every size.

• How do I keep track of my business expenses?

  Rho tracks business expenses at the point of purchase: issue a card with the right limits, connect Gmail once so receipt emails are available in Rho, and let coded spend sync to your books automatically.

• What is the best software for expense management?

  Rho's expense management connects natively to QuickBooks Online, NetSuite, Sage Intacct, or Puzzle, with no per-user or platform fee at any of them. Xero connects today through a bank feed rather than a native sync.

• Is QuickBooks an expense management system?

  Not on its own. QuickBooks is accounting software that records transactions after they happen; it doesn't issue cards, set spend limits before a purchase, or route approvals. Rho connects natively to QuickBooks Online and handles the card issuance, spend controls, and reconciliation that QuickBooks itself doesn't do.

• Is Rho a bank?

  Rho is a fintech company, not a bank or an FDIC-insured depository institution. Checking account and card services provided by Webster Bank, a division of Santander Bank, N.A. Member FDIC. Rho builds the software and the cards; a chartered bank holds the deposits.

• How long does it take to switch to Rho's expense management?

  Most teams apply online in under 10 minutes. Existing QuickBooks Online, NetSuite, Sage Intacct, or Puzzle setups connect through Rho's native integrations.

• Do I need an EIN to use Rho's expense management?

  Opening a Rho account requires an EIN, or an SS-4 while your EIN application is in progress. If you haven't incorporated yet, Rho's incorporation flow opens your Rho account in the same process, and your SS-4 is filed as part of that process; your EIN itself is issued separately by the IRS, typically within 2 to 4 weeks.

• How do virtual corporate cards work for business spending?

  Rho issues a virtual card in seconds with spend limits set before the first purchase. Coded, receipted transactions then sync automatically to QuickBooks Online, NetSuite, Sage Intacct, or Puzzle.

• What controls should companies set on corporate card usage?

  Rho lets companies set per-transaction, daily, or monthly spend limits, before a card is ever issued.

• What's the difference between corporate cards and employee reimbursements?

  On Rho's corporate cards, the company pays first and sets spend limits before a purchase happens. With reimbursement, the employee pays first and waits to be paid back, and any policy is enforced only after the fact. Most companies run both: cards for recurring or team-wide spend, reimbursement for rare, hard-to-card purchases.