Overview

Approval policies let you require a second person to sign off on certain actions before they are processed. You define who the policy applies to, the type of request it covers, the amount range that triggers it, and who needs to approve it. Any request that matches a policy is held until it receives the required approvals.

Jump to

• Before you start
• Understanding the 4 variables
• How to create an approval policy
• How approvers are notified
• How to approve or reject a request
• FAQs

Before you start

You will need:

• Admin or Group Owner access to your Reap account
• A clear idea of which actions you want to require approval for, and who should approve them

Understanding the 4 variables

Every approval policy is built from four variables. Having these decided before you start makes setup faster.

How to create an approval policy

1. Log in to your Reap dashboard at https://dashboard.reap.global/login.
2. In the left sidebar, go to Approvals and click Policies.
3. Click + Approval Policy in the top right corner.

4. The Create New policy panel will appear. Fill in the four variables:

   Step 1. Set the requester. Under Applies to, click Add role and select who this policy applies to: All, Admins, Group Owners, or Team Members. You can add more than one role.

   Step 2. Set the type of request. Choose either Payments or Cards.

   Step 3. Set the amount range. Under in which the amount or spend limit is between, enter the minimum and maximum value.

   • For Reap Pay payments: this is the payment transaction amount. To require approval on all payments regardless of size, set the range from $0.01 to $500,000,000.
   • For Reap Card requests: this is the spending budget set on the card at the time of creation, not a per-transaction limit. The policy triggers when a card is issued with a spend limit that falls within this range.

   Step 4. Set the approver. Under it needs to be approved by, click Add approver and select the approving role. You can add up to 3 approvers.

5. Review the full policy rule to confirm it is correct.
6. Click Create policy.

Your new policy appears on the Approval Policies page as a readable summary. For example: When Team Members request a Reap Pay payment in which the amount or spend limit is between USD 0.01 to USD 500,000,000.00, it needs to be approved by Admin.

To edit a policy later, click the ... icon on the policy row.

If no approval policies are configured, all requests are auto-approved and no notification emails are sent.

How approvers are notified

When a team member submits a request that matches an approval policy, the assigned approver receives an email notification straight away. There is no need to manually check the dashboard.

The email subject is "New approval request for your review" and includes the entity name, the request type, and a View request button that links directly to Approvals > Requests in the dashboard.

Approval emails are sent from notifications@reap.global. If you are not receiving them, check your spam folder and add this address to your allowlist.

The three roles that receive approval emails are:

You will only receive emails for requests that your entity's approval policy requires you to approve.

For a full guide on what approvers receive and how to act on requests, see How Approval Emails Work in Reap.

How to approve or reject a request

1. Open the approval email and click View request.
2. You will land on Approvals > Requests in the dashboard. Log in if prompted.
3. Select the correct tab: Payments or Cards, depending on the request type.
4. Review the request details.
5. Click Approve to approve the request, or use the dropdown to Reject it.

You can also navigate to Approvals > Requests directly from the dashboard at any time, without using the email link.

For Payment requests: Quotes expire at 1:00 PM HKT (GMT+8) the following day. If a quote expires before it is approved, it will show as expired and the requester will need to create a new payment. Approve promptly to avoid delays.

Frequently Asked Questions

Can the same person who created a request approve it?

No. Approval policies enforce separation of duties. The requester and the approver must always be different people.

Can I have more than one approver for the same policy?

Yes. You can add up to 3 approvers per policy. When multiple approvers are assigned, all of them receive the email notification at the same time. The request is only approved once all required approvers have approved it. If any approver rejects it, the request is rejected.

I approved the request but the requester says it is still pending. Why?

Your policy likely requires multiple approvers. The request stays pending until all required approvers have acted. Check with the requester to confirm who else still needs to approve.

I am not receiving approval emails. What should I do?

Check your spam or junk folder first. Emails come from notifications@reap.global. Then verify your email address is correct in your Reap profile, and confirm your role is one that receives approval emails (Business Owner, Group Owner, or Admin).

The View request link in the email is not working. What should I do?

The link takes you to Approvals > Requests and requires you to be logged in. Try logging in to https://dashboard.reap.global/login first, then navigate to Approvals > Requests manually. Contact support if the issue continues.

A Reap Pay quote expired before it was approved. What happens now?

The request will show as expired. The requester will need to create a new payment. Quotes cannot be extended once expired.

I do not see the Approvals section in my sidebar. Why?

Only admins can access Approvals > Policies. If you do not see it, check your account role with your account admin.

Contact our Support Team

If you have questions or need assistance, contact our support team via the Live Chat in the Reap Dashboard (bottom right corner) or email us at hello@reap.global

For more information, visit Know who to talk to at Reap.