Invoicing

Configuring rate guards

Set up automatic validation to flag unusual invoice amounts.

6 min read

6 steps

Prerequisites

You have historical invoice data in the system
You have admin or finance manager permissions

Step 1

Access rate guard settings

Navigate to Settings > Approval Policies > Rate Guards. Here you can configure automatic rate validation rules.

Step 2

Enable rate guards

Toggle on 'Enable Rate Guards'
Select whether to flag, warn, or block invoices that fail rate validation
Choose the comparison period (e.g., last 3 months, last 12 months)

Step 3

Configure rate deviation thresholds

Set the percentage threshold for rate changes (e.g., 15% above historical average)
Configure different thresholds for different contractor roles or categories
Set minimum invoice amounts that trigger rate validation
Define rules for new contractors (who have no historical data)

Step 4

Set up historical comparison

Choose how to calculate the baseline rate (average, median, or most recent)
Select the time period to analyze (last 3, 6, or 12 months)
Configure whether to include or exclude specific invoice types
Set rules for contractors with limited invoice history

Step 5

Configure approval requirements

Set whether flagged invoices require additional approval
Route flagged invoices to a specific approver or role
Require approval notes explaining the rate deviation
Send notifications to finance team when rates are flagged

Step 6

Test and monitor

Test rate guards with sample invoices
Monitor the rate guard dashboard to see flagged invoices
Review and adjust thresholds based on false positives
Export rate guard reports for compliance purposes

Related Guides

Setting up multi-step approvals

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