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Manage employee expenses
Rippling Expense Management is the only platform that leverages all your employee data to create truly customized expense policies. Build highly tailored policies in minutes and significantly reduce the time spent manually reviewing expenses.
Only Rippling supports policies based on all your employee data. Build super custom policies in minutes and spend less time manually reviewing expenses.
Rippling offers the fastest way to reimburse employees and contractors for corporate expenses, wherever they are.
When you reimburse employees through Rippling Payroll, you can pay your team in their local currency and report on it in yours.
When an employee submits a receipt, Rippling translates its items and convert its currencies for the reviewer, providing a single view.
The amount UK employees failed to claim on expense reports in 2023.
Employee expense fraud costs busineses 5% of revenue.
The portion of expense reports that contain some kind of error.
* Sources: WSJ, Wikipedia, Global Business Travel Association
Get the best out of Rippling Expense Management with thePeopleStack
Rippling Expense Management is one of the most underutilized modules we see in the field. Most companies that have it configured only use a fraction of what it can do — basic receipt capture and reimbursement, without touching the policy enforcement, approval routing, or spend visibility features that make it genuinely powerful.thePeopleStack has implemented Rippling Expense Management for US and Canadian companies across industries including fintech, professional services, SaaS, and healthcare. Here's what we've learned separates a well-configured expense setup from one that creates more work than it saves.
The three things most implementations get wrong
Policy design is the foundation, and it's where most teams cut corners. Rippling allows you to build policies based on employee attributes — role, department, location, employment type — which means a sales rep traveling domestically, a remote contractor, and an executive on international travel can all operate under different rules automatically. Most implementations we inherit use a single blanket policy because nobody took the time to design it properly. We do.Approval chain configuration is the second common failure point. Without role-based approval routing, every org change — a manager leaving, a team restructure — requires manual updates to expense approvers. We configure dynamic approval chains tied to your Rippling org chart so they update automatically as your org evolves.The third is reimbursement integration with payroll. Most clients don't realize expense reimbursements can run directly through Rippling Payroll, eliminating the need for a separate ACH process or manual payroll journal entries. For US companies especially, this simplifies reconciliation and ensures accurate W-2 reporting for taxable reimbursements.
A note for US companies
IRS accountable plan rules govern whether expense reimbursements are taxable. A correctly configured Rippling expense setup — with proper business purpose requirements, receipt thresholds, and timely reimbursement workflows — keeps your reimbursements compliant and non-taxable. We configure your policies with these rules in mind so you're not creating a tax liability without knowing it.
A note for companies with Canadian employees
CRA has its own rules around taxable benefits and allowances. We ensure your expense policies distinguish correctly between reimbursements (non-taxable) and allowances (potentially taxable), which is a common source of T4 errors when Expense Management isn't configured with Canadian compliance in mind.
You will get your own VRP Delivery Manager who works alongside you to understand your project needs, ways of working, client expectations and project deliverables to identify and support resource on-boarding.
With other systems, you need to manually assign approvers to each policy - tedious! Rippling lets you build role-based approval chains, which automatically update as your organization changes. Adaptability at its finest.
Instead of waiting to review expenses at the end of month, you can build automated workflows that closely monitor your company spend and trigger actions, like sending an alert when a team’s spend suddenly grows. Thresholds are customizable as are notifications.
Rippling lets you control who can see which dashboard based on their role. This means everyone automatically has the power to run in-depth reports on their own slice of spend—and no one else’s.
Explore reimbursement requests directly within pay runs. You can answer the common question “Why are we reimbursing this person $500?” without switching between payroll and a third-party expense system.
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