Only Admin users can access and modify Spend Settings, including vendor form fields and approval policies.
Configuring Vendor Form Fields
Admins can define exactly what information is required when someone creates a vendor.
On your Aspire dashboard, click "Settings" → "Spend Settings" → "Vendors" → "Form Fields".
You will see two categories of fields:
Default fields (built-in, cannot be removed) - These stay in the sections defined in the vendor form. You can:
Mark them as mandatory or optional
Edit dropdown options where applicable
Custom fields (created by your team) - You can add fields of the following types:
Field Type | Description |
Text | Free-text input |
Dropdown | Pick from a list you define |
List | Link to Aspire objects (users, departments) |
Number | Numeric input |
Date | Date picker |
Text Area | Long-form text |
For each custom field, define: field name, placeholder text, and an optional sub-text shown below the field.
Note: Custom fields appear under a new "Others" section in the vendor creation form.
Setting Up a Vendor Approval Policy
Go to "Vendors" → "Settings" → "Approval Policy", or navigate to "Company Policies" → "Vendor Review Policy".
Configure:
Who can submit — Anyone (default), specific roles, or specific users
Approval rules — Set conditions and assign approvers for each rule node
Fallback policy — What happens to vendors that don't match any rule (default: route to Admins)
Available approver types:
Admins (default)
Specific users
Finance members (all roles)
Requester's manager
Department head
Default policy (out of the box):
If a vendor is submitted → requires approval from any Admin or Finance member
There is no fallback for the vendor policy