Conditional coding in submission policies

Overview

Available on Ramp Plus. See Ramp Plus overview for plan details.

Businesses can now add flows like “If the Accounting Category is `Client Expenses`, then require Customer/Job to be filled out” to their submission policies. This also gives businesses control over the order in which fields are required (i.e. “first show X, then Y, then Z”).

How does it work?

When a user submits an expense, the workflow checks if any conditional requirements are triggered based on the information they've entered. For example, if an employee selects a specific GL account, additional fields like Customer/Job can be automatically required to be filled out.

How do I access this feature?

Navigate toPolicy → Expense Requirements → Add Submission Policy to configure your workflow.

How do I add a conditional coding to my workflow?

Configure a submission policy workflow with triggers and outcomes in the Expense Requirements section.

Note: Without setting a condition, these fields will be required for all expenses.

Common use cases and how to set them up

Use case 1: If Accounting Category is Sales, require Customer to be filled out

Note: ensure that the input of the condition is required earlier on in the workflow. In other words, ensure you require an AccountingCategoryat the beginning, otherwise, the employee will never select theAccounting Categoryand thus theCustomerfield will never be required.

Workflow setup for submitting expenses requiring Accounting Category and Customer before proceeding.

Use case 2: If Client is filled in, require Billable

Expense submission workflow with requirements for Accounting Category and Accounting Customer, showing conditional steps.

Use case 3: I want to ensure employees fill out GL Account first, Customer/Job second, and then Billable (in that order)

Workflow showing steps to require Accounting Category and Customer when submitting expenses, followed by Billable.

What will cardholders see once the workflow is set up?

Submission policy requirements will show up as soon as the condition in the workflow is met.

Overview page showing expense items needing attention, with fields for GL Account, Customer/Job, and Billable status highlighted.

Frequently asked questions

Can I set multiple conditions for a single requirement?

Yes, multiple conditions can be set on the same submission policy.

Will this affect my existing submission policy?

No. Your existing requirements will remain unchanged until you set up conditional requirements.

Can I use free text field as an input?

We do not currently support free text field conditions in the submission policy.

Is there a limit on the number of conditions I can add?

No, you can use as many fields as you have available in the workflow.

Can we pull info from the receipt and use as a condition?

We do not currently support this.

What if I want to require a field for all inputs that "are not" a specific value?

Fear not! Conditional coding in the submission policy also allows users to set values to "is not" for this case.

Edit conditions for expenses with dropdown options for specifying the client's location.