As businesses scale, enforcing consistent spending policies across departments and locations becomes increasingly important. Boya allows managers to set and enforce customizable spending policies that are automatically applied to all transactions.
Step-by-Step Setup Guide:
Log in to your Boya dashboard.
Navigate to Settings in the main menu.
Select Policies
Different Policies offered:
a) Channels:
This policy allows you to set spending limits for specific payment channels, such as Mpesa and Airtime. This means you can control how much can be spent through a particular channel and set these limits for specific periods, like weekly, monthly, or yearly. Once the limit is reached, no further transactions will be allowed through that channel until the next period begins.
b) Subcategory:
This policy allows you to set spending limits on specific subcategories within your budget. This means you can control how much can be spent in a particular subcategory, such as "Travel" or "Office Supplies," and set these limits for specific periods, like weekly, monthly, or yearly. Once the limit is reached, no further spending will be allowed in that subcategory until the next period begins.
c) Vendors:
This self-transfer policy allows you to control how much money employees can send to themselves from their Boya allocation. You can set a limit for self-transfers, and once this limit is reached, the employee will either be blocked from making further transfers or required to request approval for amounts above the set limit. This helps maintain oversight and prevent unauthorized or excessive self-transfers.
d) Day & Time:
This policy allows you to restrict transactions to specific days and times. You can set limitations so that employees can only process payments or make transactions during designated business hours or on certain days of the week. Transactions attempted outside of these specified periods will be blocked, ensuring better control over when funds are accessed and used.
e) Receipts:
This policy allows you to enforce guidelines around the submission of receipts for expenses. You can define specific rules, such as deadlines for submitting receipts after a purchase is made, and exempt certain subcategories. If receipts are not submitted within this timeframe, employees will be unable to make any further transactions until the required receipts are uploaded. This ensures compliance with company policies and helps maintain accurate financial records.
f) Tags:
This policy requires you to select the appropriate tags (such as projects, locations, or departments), before completing a transaction. If the necessary tags are not selected, the transaction cannot be processed. This ensures accurate categorization and tracking of expenses for better financial management.
Feature Control:
Please note that these policies will take effect immediately from the day they are set. You can also disable, re-enable, or adjust them as needed.
This feature is under a feature flag and is available to our Premium and Enterprise customers.
If you would like to have this feature activated, please get in touch with us at: