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Policies in Light

Learn how Policies work in Light to automate reimbursement reviews and enable self-serve employee Q&A, plus best practices for creating and maintaining accurate policies.

Policies power two things in Light:

  1. Agent Review rules for reimbursements (first-line compliance check), and

  2. In-app Q&A so employees can ask policy questions in plain language.


What Policies Do

1) First filter for Reimbursement Review

  • When an employee submits a reimbursement, Light’s Agent Review reads your policies and marks the item Compliant or Non-compliant.

  • Based on your workflow, compliant items can auto-advance (e.g., to Scheduled/Processing), while non-compliant items go to Inbox for manual review.

  • Example: Your travel per-diem is €50/day. A coffee receipt within that limit is marked Compliant and can move forward automatically.

2) Employee self-serve Q&A

  • Employees can ask Light things like:

    • “What is our work-from-home policy?”

    • “What’s the travel budget for US trips from Sweden?”

  • The agent answers using your uploaded policies, reducing ad-hoc questions to Finance/People Ops.

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Add or Update Policies

Create a Policy

  1. Go to Settings → Policies → Create Policy.

  2. Give the policy a clear title (e.g., Travel & Expenses — Per Diem (EU)).

  3. Paste the policy text (plain language works best).

  4. Click Save and ensure relevant workflows reference the policy where needed.

Refine Over Time

  • As you observe the agent’s behavior, you can adjust:

    1. Open Settings → Policies

    2. Click your policy

    3. Scroll to the bottom and select Edit, then Save

Best Practices

  • Be specific: Use concrete thresholds (e.g., “Meals up to €30 per day,” “Taxi allowed when public transport > 45 min”).

  • Structure content: Headings like Scope, Limits, Examples, Exceptions, Approval needed.

  • Use examples: “A €12 coffee on a business-travel day is in scope; alcohol is out of scope.”

  • Localize when needed: Split by country/region if allowances differ.

  • Keep in sync: Update policies when you change budgets or approval rules so Agent Review stays accurate.