Budget pools
Group cards into pools per department, project, or category. Everyone sees the same remaining balance in real time.
Expense operations guide
Expense management without the month-end scramble
In Divvy — now BILL Spend & Expense — every transaction arrives with its receipt, category, and approval status already attached. This guide shows the full pipeline: capture, coding, approval, and close.
Chapter 1 — The pipeline
From swipe to synced record
Four stages run automatically for every transaction. Humans only appear where judgment is actually needed.
Capture
The employee photographs the receipt in the mobile app — or forwards an email receipt. OCR reads the merchant, date, and amount.
Match
The receipt is matched to the exact card transaction by amount and merchant. No more orphaned receipts or unexplained charges.
Code
The platform proposes the ledger account and category based on merchant history and your rules. One tap confirms; corrections train future suggestions.
Sync
Coded transactions flow to QuickBooks, NetSuite, or your connected system with receipts attached — continuously, not at month end.
Chapter 2 — Approvals
Workflows that route exceptions, not everything
Approvals should be reserved for judgment calls. The rules engine handles the rest.
- Policy engine. Define what passes automatically: in-budget spend at approved merchant categories needs no approver.
- Smart routing. Exceptions route to the right manager by amount, department, or category.
- Context on request. Approvers see the receipt, the budget impact, and the card history in one screen.
- Mobile approvals. Managers approve or reject from their phone in seconds — bottlenecks disappear.
Rule of thumb: if more than 20% of transactions require manual approval, your limits are probably set too low — raise them and let the engine work.
Chapter 3 — Budgets
Budgets as guardrails, not guesswork
Threshold alerts
Get notified at 80% and 100% of any pool — before the overspend happens, not when the invoice arrives.
Forecast with real data
Burn rates by pool make next quarter's budget a calculation instead of an argument.
Chapter 4 — Month-end close
Close measured in hours, not days
Because capture, coding, and sync happen continuously, month-end becomes verification instead of construction:
- Review the exceptions queue — usually a handful of items.
- Confirm all receipts are attached (the platform flags any gaps).
- Export or sync the final ledger entries with one action.
- Archive the period. Done.
-85%time spent chasing receipts
100%of transactions with attached receipts
24/7continuous sync, no batch jobs
1 viewfor finance, managers, and employees
Chapter 5 — FAQ
Expense management questions, answered
How does receipt capture work?
Employees photograph receipts in the mobile app. The platform reads the amount and merchant, matches the receipt to the card transaction, and files it automatically.
Are expenses coded automatically?
Yes. Transactions are categorized based on merchant history and the rules you define, then synced to your accounting system with the receipt attached.
What happens to expenses that break policy?
Rules flag them and route them to the right approver. The employee is asked for context or a corrected receipt before anything posts to the ledger.
Does it replace expense reports?
Effectively, yes. Each transaction is captured, receipted, and approved individually, so the traditional end-of-month report bundle disappears.
Take it mobile
Receipts, approvals, and card controls live in the app your employees already carry.