1) High‑growth SaaS (keep approvals lightweight under a limit; add Finance for larger spend)
Need: Team managers should approve small cards quickly, but Finance should review anything substantial.
Policy setup:
Conditions: Team = “Marketing” or “Engineering.”
Layers: €0–€100 → Team Manager only; €100–€1,500 → Team Manager then Any Accountant; Over €1,500 → Team Manager then Any Admin then Any Owner.
Settings: Multiple Approvals = OFF (enforces 4‑eyes so the same person can’t approve twice). Self‑Approval = OFF.
Why it works: Uses team/role conditions plus layered, multi‑step approvals to keep low‑risk requests fast and high‑risk ones well‑reviewed.
2) Construction / Field Operations (project‑based routing with a strong fallback)
Need: Route card requests to the Project Manager first; if they’re on leave or they’re the requester, use a safe fallback.
Policy setup:
Conditions: Project = Active job code (e.g., “Project A”).
Layers: €0–€1,500 → Project’s Manager; Over €1,500 → Project’s Manager then Any Admin.
Settings: Self‑Approval = OFF (PM can’t approve their own request). Fallback: If no PM is available, route to designated Admins; optionally Auto‑decline for sensitive flows.
Why it works: Project‑based conditions with self‑approval control and fallback logic keep field spend moving while maintaining control.
Plan note: Project conditions and multi‑step approvals require Standard or Premium.
3) Retail Chain (store cards, urgent coverage after hours)
Need: Store managers handle small, day‑to‑day purchases; area leaders need “break‑glass” rights when stores need a card fast.
Policy setup:
Conditions: Team = specific store teams; Card type = Physical for managers.
Layers: €0–€500 → Team Manager; Over €500 → Team Manager then Any Accountant.
Settings: Add Universal Approvers (e.g., Regional Ops Lead) to approve any request in emergencies; Weekly summary emails help approvers clear backlogs.
Why it works: Card‑type conditions plus universal approvers and notifications ensure coverage without slowing routine spend.
4) Marketing/Creative Agency (client spend tracked by project; add 4‑eyes for larger budgets)
Need: Tie cards to client projects, allow quick single‑use cards for ad buys, and require Finance + Account Lead on bigger spend.
Policy setup:
Conditions: Project = client code; Card type = Single‑use for ad buys.
Layers: €0–€100 → Project Manager; €100–€1,500 → Project Manager then Any Accountant; Over €1,500 → Project Manager then Any Accountant then Any Owner.
Settings: Multiple Approvals = OFF (two different approvers required); Self‑Approval = OFF.
Why it works: Project and card‑type conditions with layered multi‑step approvals and 4‑eyes protect high‑value client spend while keeping small, single‑use needs fast.
5) Manufacturing (yearly or quarterly budgets that still map cleanly to layers)
Need: Some cards are set with quarterly/yearly limits—approvals should still trigger at the right layer.
Policy setup:
Layers: Define thresholds in the organization’s main currency by monthly amounts (e.g., €0–€1,000; €1,000–€5,000; Over €5,000).
Built‑in logic: If a card has a yearly limit, the system automatically converts to a monthly reference (e.g., €12,000/year → €1,000/month) to pick the right layer; the most restrictive limit always applies.
Why it works: Frequency conversion and “most restrictive limit wins” ensure approvals trigger correctly regardless of the renewal cadence (p.3).