Automatic notifications in Factorial help you keep employees, managers, and finance teams updated about expense submissions and approvals. As an admin, you can decide who receives which notifications, and configure additional custom notifications if needed.

What are automatic notifications?

Notifications are alerts sent when specific actions happen in the Expenses module.

They can be delivered through:

• Inbox (Factorial platform)
• Email
• Push notifications (mobile app)

Default notifications in Expenses

By default, Factorial sends the following notifications automatically:

• To approvers:
  • when an employee submits a new expense.
• To employees:
  • when their expense is approved, rejected or changes are requested.
  • when a payment is made with the Factorial Card, the employee receives a push notification confirming the payment and asking to upload the document.
• To finance/admins:
  • when an expense is fully approved and ready for processing.

Configure custom notifications

If you need more control, you can create custom notifications. This is done in:

1. In your sidebar, go to Settings → Advanced configuration
2. Select Custom notifications
3. Click Create notification
4. Define the following:
   • Trigger: When should the notification be sent? (e.g., when an expense is created, periodically, or on a specific date).
   • Conditions: Which expenses or users should it apply to? (e.g., policy-based, amount thresholds, department).
   • Action: Who should receive the notification and how.
5. Save and activate the notification

Best practices

• Use default notifications for approvals to avoid delays.
• Add custom notifications only for cases where your workflow requires extra visibility (e.g., alert Finance when expenses exceed 500€, or notify HR when expenses are submitted without receipts).
• Periodically review notification settings to ensure employees are not overloaded.

FAQ

1. Can default notifications be turned off?
   No, default notifications are mandatory to ensure proper expense workflows.
    
2. Can notifications be sent only by email?
   Yes, when creating a custom notification you can choose the delivery method.