AI Agent Capabilities
An Agent acts on expense reports using the actions described below. This reference helps you phrase your instructions so your agent reliably does what you intend — and doesn’t accidentally take the wrong action.
Agent Capability Reference
How to write instructions that submit expense reports
Goal: Sends a Draft (open) expense report forward to the approver for review.
To accomplish this, include phrases like:
- Submit expense reports for approval
- Send reports to my manager when they’re ready
- Forward expense reports to the approval queue
- Submit reports that have no violations
- Submit reports that are under $500 total
- Submit all open reports at the end of the month
How to write instructions that submit all outstanding expense reports at once
Goal: Submits every one of the submitter’s eligible outstanding (open/draft) expense reports across all of their workspaces in a single action.
To accomplish this, include phrases like:
- Submit all my outstanding reports
- Submit all my open reports
- Auto-submit all of my pending reports at the end of the month
How to write instructions that approve expense reports
Goal: Approves an Outstanding (submitted) expense report and sends it onward through the workspace’s approval workflow — to the next approver when one is configured, or to the reimbursement queue as Ready to Pay when this is the final approval.
To accomplish this, include phrases like:
- Approve expense reports that meet my workspace rules
- Approve reports with no violations
- Approve reports under $1,000
- Approve reports when all receipts are attached
- Automatically approve reports from trusted submitters
- Approve reports that have already been reviewed by a first-level approver
- Forward reports that follow all of my rules to the next approver
How to write instructions that reject expense reports
Goal: Sends an Outstanding (submitted) expense report back to the submitter with a user-facing rejection comment explaining why.
To accomplish this, include phrases like:
- Reject reports that have violations
- Reject reports over my spending limit
- Send reports back to the submitter when receipts are missing
- Reject reports that contain duplicate expenses
- Reject reports from submitters who have outstanding compliance issues
- Reject and explain why the report was returned
How to write instructions that un-submit expense reports
Goal: Unsubmits a submitted expense report, returning it to Draft so the submitter can edit it.
To accomplish this, include phrases like:
- Retract my submitted report so I can edit it
- Un-submit a report before it’s approved
- Pull back a report that was submitted by mistake
- Return a report to draft status
How to write instructions that take over a report as approver
Goal: Reassigns the agent as the current approver on a report that was routed to someone else, giving the agent the authority to approve or reject it. Requires Workspace Admin role.
To accomplish this, include phrases like:
- Take over reports over $10,000 regardless of who they were submitted to
- Seize reports with violations and reject them
- Take control of reports submitted to out-of-office approvers and approve them
- Intervene on any report that has a violation
How to write instructions that route reports to a specific approver
Goal: Routes a submitted report to a specific approver by email, replacing the current approver in the workflow. Requires Workspace Admin role.
To accomplish this, include phrases like:
- Route reports over $5,000 to the finance manager
- Forward reports with international expenses to compliance@example.com
- Send reports from the engineering team to their designated approver
- Reroute reports that exceed the department budget to the CFO
How to write instructions that hold expenses until a problem is fixed
Goal: Places specific expenses on a submitted report on hold, with a reason the submitter can see. Held expenses show a hold violation to the submitter and approver and cannot be approved or paid until the hold is released, so the report waits while the submitter fixes the problem. Works for the report’s current approver or a workspace admin.
To accomplish this, include phrases like:
- Hold any meal expense that is missing the Offsite tag and tell the submitter to add it
- If an expense over $75 has no receipt, hold it until a receipt is attached
- Require a note explaining the business purpose on every flight — hold flights that don’t have one
- Block reports where an expense is missing a required tag until the submitter fixes it
How to write instructions that release a hold once the problem is fixed
Goal: Releases the hold on previously held expenses so the report can continue through the approval flow. Used when the agent re-evaluates a report and the issue named in the hold reason has been fixed.
To accomplish this, include phrases like:
- When the submitter adds the missing tag, release the hold and approve the report
- Once a receipt is attached to a held expense, unhold it
- Release the hold when the required note is added, and let the report continue
- Re-check held expenses whenever the report changes and unhold the ones that now comply
How to write instructions that export reports to accounting
Goal: Exports a report to the workspace’s connected accounting integration (QuickBooks, Xero, NetSuite, Sage Intacct, etc.), or marks it as manually exported. Works for expense reports, invoices, and bills. Requires Workspace Admin role, except that the report’s current approver (its manager) can export a report submitted to them, and an invoice’s owner can export their own invoice.
To accomplish this, include phrases like:
- Export this report to QuickBooks
- Send this report to NetSuite
- Push this invoice to Xero
- Mark this report as manually exported
How to write instructions that create new expense reports
Goal: Creates a new expense report with a specified name, independent of any currently open report.
To accomplish this, include phrases like:
- Create a new expense report for my Q2 travel
- Start a new report called Monthly Subscriptions
- Open a new report for the offsite trip
- Create a report named after the project
How to write instructions that rename expense reports
Goal: Changes the title of an existing expense report, identified from the current report or resolved by name/ID from any chat. It only updates the report name — it does not modify the report’s expenses, approval state, ownership, or participants.
To accomplish this, include phrases like:
- Rename this report to Q2 Marketing Expenses
- From any chat, rename my Acme Travel report to Q2 Travel
- Change the report title to match the project it belongs to
- Title reports with the submitter’s name and the month
- Rename untitled reports to a short summary of their expenses
How to write instructions that create expenses
Goal: Creates a new expense — a cash or receipt expense, or a distance/mileage entry — for the person who asked, using the details in their message.
To accomplish this, include phrases like:
- Create an expense when I give you an amount and merchant
- Add a $25 Uber expense for my trip to the airport
- Log 30 km of mileage for the client site visit
- Track receipts I upload in this chat as expenses
- Create expenses with the Travel category by default
- Record my lunch expenses and add them to my open report
How to write instructions that edit expenses
Goal: Edits, deletes, or restores individual expenses — field-level changes such as amount, category, merchant, reimbursable status, tags, or tax — on the current report, or on the reports of a user who added the agent as their Copilot.
To accomplish this, include phrases like:
- Set the category to Travel for all flight expenses
- Mark expenses over $500 as non-reimbursable
- Remove the tax code from all expenses on this report
- Change the merchant name to match the receipt
- Delete expenses that have no receipt attached
- Tag all meals expenses with the client project code
How to write instructions that post comments on reports
Goal: Posts a message to the expense report thread, visible to all participants.
To accomplish this, include phrases like:
- Leave a note explaining the approval decision
- Notify the submitter that their report was approved
- Post a comment asking the submitter to add missing receipts
- Acknowledge receipt of the report with a message
- Post a summary of the analysis performed before approving
- Leave a reminder for the submitter about next steps
How to write instructions that look up expense data
Goal: Runs a read-only lookup across expense history to retrieve spend totals, rankings, period comparisons, or per-submitter figures the rule needs to make a decision.
To accomplish this, include phrases like:
- Check the submitter’s total spend this month before deciding
- Look up how many reports the submitter has had rejected in the past 90 days
- Find the submitter’s total spend on travel in the last quarter
- Retrieve the workspace’s total spend in the current period for comparison
- Check whether the submitter has any outstanding approved but unreimbursed reports
How to write instructions that export data as a CSV file
Goal: Writes tabular data — such as figures already gathered by an agent — out as a CSV file attached directly to the chat, so it can be downloaded or picked up by another agent.
To accomplish this, include phrases like:
- Export a summary of this month’s approved expenses as a CSV
- Post a CSV of unapproved expenses by card on the 1st of each month
- Generate a CSV report of the analysis before approving
- Write out the workspace spend breakdown as a downloadable file
How to write instructions that manage workspace settings and members
Goal: Inspects Workspace configuration, answers membership questions, and — for Workspace Admins — adds or removes members, lists and assigns company cards from a connected card feed, and modifies workspace settings such as categories and approval rules.
To accomplish this, include phrases like:
- Add new employees to the workspace when they join
- Remove members from the workspace when they leave the company
- Add a new expense category when requested
- Show me who is on this workspace
- What is the current approval mode for this workspace?
- Copy the category list from one workspace to another
- Assign all unassigned company cards to the matching members
How to write instructions that run the agent on a schedule
Goal: Creates, lists, updates, and cancels scheduled jobs so the agent can run a prompt on a recurring cadence — the agent wakes itself and processes the prompt when each job fires.
To accomplish this, include phrases like:
- Every Monday, review all open reports and flag any over $500
- Send a weekly summary of submitted reports to the team
- On the last day of each month, archive all approved reports
- Remind me daily to review pending reimbursements
- What do I currently have scheduled?
- Cancel the weekly summary job
This reference covers all 19 AI Agent capabilities.
