Who can do this? 👤 Admins & Finance Managers

Where? ⚙️ Configuration → Approval Policy

ℹ️ If no custom policy matches a request, SiFi will use the Default approval policy.

🚀 Step 1 — Start a New Policy

1. Go to Configuration → Approval Policy.

2. Click ➕ Create new policy.

3. Enter a clear Policy Name (e.g., “Marketing – Reimbursements & Cards”).

📂 Step 2 — Choose the Scope (Team Budgets)

Decide where this policy applies:

• 🌍 All Budgets → Company-wide (new team budgets are auto-included).

• 🎯 Certain Budgets → Pick one or more specific budgets.
  

• If you want to create a policy on top of default policy select SiFi account in budget

💡 Tip: Use budget-specific policies when different teams need different rules.

📝 Step 3 — Select Request Types

Choose which requests this policy should control:

• 💳 Physical Card Request

• 🪪 Physical Card Creation

• 💻 Virtual Card Request

• 🌐 Virtual Card Creation

• 📈 Card Limit Request

• 📊 Budget Limit Request

• 💰 Reimbursement Request

✅ Leave unchecked items out — they’ll follow another policy or the default.

📑 Step 4 — Define Submission Policy

For each request type, set required fields: Optional or Mandatory.

🔖 Tabs you’ll configure:

• 🧾 Receipt – proof of payment

• 📋 Line Items – breakdown of purchases

• 🗒️ Notes – business justification

Examples:

• Reimbursements → 🧾 Receipt ✅ Mandatory | 🗒️ Notes ✅ Mandatory

• Post-Expense Review → 🧾 Receipt ✅ Mandatory | 🗒️ Notes Optional

• Account Transfers → 🧾 Receipt Optional | 🗒️ Notes ✅ Mandatory

✅ Step 5 — Build the Approval Rules

⚖️ Rule Options:

1. 🔒 Enable Maker-Checker (optional) → Prevents the same person from approving across multiple levels.

2. 💵 Set Amount Range → Define From / To values or tick ∞ Infinite Amount.

3. 👥 Add Approvers → Choose who approves within this band:

   • ⚡ Auto Approve → for low-value, low-risk spends.

   • 👤 Require Any → one of the approvers can approve.

   • 👥 Require All → all listed approvers must approve.

4. ➕ Add Second Level Approver → for multi-level chains.

5. ➕ Add Rule → to set different approvers for different spend thresholds.

Example Setup:

• 0 – 1,000 SAR → ⚡ Auto Approve

• 1,001 – 10,000 SAR → 👤 Direct Manager approval

• 10,001+ SAR → 👥 Department Head + Finance Manager approval

💾 Step 6 — Save & Activate

• Click Save.

• Toggle the policy ON in the list to activate.
  

• The policy will apply for all future request 

🧠 How SiFi Chooses a Policy

• Requests are matched by Budget + Request Type.

• If no match is found → the Default Policy applies.

🌟 Best Practices

✅ Use clear names (“Sales – Reimbursements”)

✅ Keep small spends auto-approved

✅ Add stricter rules for higher amounts

✅ Make receipts mandatory for compliance

✅ Enable Maker-Checker for high-risk flows

🛠️ Troubleshooting

• ❌ Wrong approver? → Check budget scope & amount band.

• ❌ Policy not triggering? → Ensure it’s enabled & request type included.

• ❌ Multiple policies overlap? → Create one budget-specific policy to avoid conflicts.

📌 That’s it! Your approval workflow is now tailored to your company’s budgets, request types, and spend thresholds 🎯