Set up transaction rules and email reminders

Use transaction rules to ensure employees submit all required information when enriching expenses. If any data is missing, Soldo marks the transaction as incomplete and sends automatic reminders by email. This reduces manual chasing and helps keep your reporting accurate and on time.

Once enabled, reminders are sent to users with incomplete transactions on two occasions:

• Before the deadline
• On the deadline day

What you can make mandatory

Super admins and Admins can configure which fields must be completed before a transaction is marked as complete. You can require:

• Attachments – such as a receipt or invoice
• Notes – a short explanation of the expense
• Expense category
• VAT rate
• Lists – at least one item from a list visible to all employees
• Fuel fields – such as vehicle, fuel type, quantity, unit price, or distance (for fuel purchases only)
  

How to set up Transaction rules (Reminders)

1. In the web app, go to Configure > Transaction settings.
2. Select the Transaction rules tab.
   
3. Toggle Transaction rules on.
   
4. Select Edit to configure your transaction rules and email timing.
   

Configure mandatory fields and email reminders

When you activate Transaction rules (Reminders), you can choose which information must be completed for a transaction to be considered complete. This helps you stay compliant and ensures you collect the right data from users every time.

When users open a transaction in the web or mobile app, they'll see a progress indicator showing how much of the required information has been completed (for example, 1 of 4 completed). All mandatory details appear together in the Transaction details section, making it faster and easier to complete.

Set mandatory fields and email reminders

To configure the required fields:

1. Go to the Transaction rules tab.
2. Select Edit (after activating Transaction rules).
   
3. Choose the information you want to make mandatory:
   • Attachments – such as a receipt or invoice
   • Notes – a short explanation of the expense
   • Expense category
   • VAT rate
   • Lists – at least one item from a visible list
   • Fuel fields – such as vehicle, fuel type, quantity, unit price, or distance (fuel transactions only)
4. Select Next to move on to email reminders.
   
5. Configure email reminders.

You can choose how and when reminder emails are sent to users. Soldo will send two emails:

• One before the deadline
• One on the deadline day

Set your reminder schedule:

Deadline email:

• First weekday of each month
• A specific date of the month
• Weekly on a chosen day

Pre-deadline email:

• A set number of days before the deadline
• Weekly before the deadline

6. If there are users who should not receive reminder emails, you can exclude them. Use the dropdown and select any users you want to exclude from notifications.
   
7. Select Next. 
8. Click Confirm to Save your settings.
   

How to disable Transaction rules (Reminders)

You can turn off all reminders at any time by toggling the Transaction rules switch off. This will stop email reminders for all users with incomplete transactions.