Only Admin users can access Spend Settings.
Configuring the Spend Request Form
On your Aspire dashboard, go to "Settings" → "Spend Settings" → "Requests" → "Form Fields".
Configure default fields — these are always present and cannot be removed, but you can:
Mark them as mandatory or optional
Edit dropdown options (e.g., the list of available categories)
Add custom fields using the types below:
Field Type | Description |
Text | Free-text input |
Dropdown | Options you define |
List | Link to Aspire objects: Vendors, Budgets, Users, Departments |
Number | Numeric input |
Date | Date picker |
Text Area | Long-form text |
Setting Up a Spend Request Approval Policy
Go to "Settings" → "Spend Settings" → "Requests" → "Approval Policy".
Configure approval rules using conditions such as:
Category — route by spend category
Spend Amount — set thresholds in your organisation's local currency
Request submitted within a budget — yes / no
Default policy (out of the box):
If the request is within a budget → approved by any Admin or the relevant Budget Owner
If the request is not within a budget → approved by Admins
Fallback: all unmatched requests require Admin approval
Available approver types:
Admins
Finance members (all roles)
Specific users
Requester's manager
Budget owner / Budget member
Note: If the requester is also a defined approver, the system will always require an independent approval — the requester cannot approve their own requests.
Who Can Issue Spend
Currently, spend issuance — converting an approved request into a card, PO, or budget — is available to Admin and Finance (Transfer + Submit) users.
With the upcoming advanced policy builder, you will be able to define who has access to issue spend requests based on rules and conditions.