Background
We launched workspace merchant rules — a long-requested feature that lets admins automate expense coding (category, tags, tax, description, billable/reimbursable) based on merchant. Today, merchant rules are created exclusively from workspace settings, in a flow disconnected from the expense itself.
Customer feedback tells us admins frequently make one-off corrections directly on an expense (e.g. recategorizing an Uber charge) and would prefer to turn that correction into a standing rule right there, rather than remembering the merchant details and navigating to workspace settings afterward.
This adds an in-situ prompt on the expense detail view: when an admin edits a field merchant rules can govern, we surface a callout offering to turn that edit into a rule, and let them create and save the rule without leaving the expense.
Scope
- Show a dismissible callout on the expense detail view when a workspace admin edits
Category, Tags, Tax, Description, Billable, or Reimbursable on an expense.
- Only show this to workspace admins, since only admins can edit workspace settings (and therefore create merchant rules) today.
- Tapping the callout's
Create a rule action opens the same merchant-rule creation flow used from workspace settings, pre-seeded with the merchant and the field/value just edited.
- After saving the rule, the user returns to the expense detail view.
- No change to the existing workspace-settings rule-creation flow; this is an additional entry point into it.
Product and design details
Trigger and visibility
The callout appears on the expense detail view (both the report-context split view and the standalone expense RHP) immediately after an admin edits one of the six covered fields: Category, Tags, Tax, Description, Billable, Reimbursable. It does not appear for non-admin members, since they cannot create merchant rules.
Callout
The callout renders inline below the expense fields, above the comment/chat composer, styled as an informational banner:
- Copy: "Create a rule to apply your changes to all expenses that match your criteria." — with
Create a rule bolded as the tappable action.
- A dismiss (
×) affordance in the top-right of the callout.
Creation flow
Tapping Create a rule opens the same merchant-rule creation flow/RHP used from workspace settings, pre-seeded with:
- Merchant: the expense's merchant (e.g.
Uber).
- Field/value: the field just edited and its new value or values (e.g.
Category → Travel & Airfare, Acme Inc.).
The admin can adjust the pre-filled condition/action before saving, identical to creating a rule from workspace settings — no new component or lightweight variant.
Post-save behavior
After saving, the user returns to the expense detail view they started from — the rule is created without navigating away from the expense.
Dismissal
Dismissal is scoped per expense: tapping × closes the callout on that specific expense only. If the admin makes another qualifying edit on a different expense (or even the same expense in a future session), the callout can appear again there.
Examples
- An admin viewing
Expense Report #3261987 changes the Category from its current value to Travel & Airfare. The callout appears: "Create a rule to apply your changes to all expenses that match your criteria." They tap Create a rule, the same workspace-settings creation flow opens pre-filled with Merchant is "Uber" → Category to "Travel & Airfare", they save, and land back on the expense.
- A non-admin member makes the same edit on an expense they can edit: no callout appears, since they don't have rule-creation rights.
- An admin edits
Description on an expense and dismisses the callout with ×; the expense edit itself is unaffected, and the callout won't reappear on that expense. Editing a different expense's Category still surfaces the callout there.
Issue Owner
Current Issue Owner: @Krishna2323
Background
We launched workspace merchant rules — a long-requested feature that lets admins automate expense coding (category, tags, tax, description, billable/reimbursable) based on merchant. Today, merchant rules are created exclusively from workspace settings, in a flow disconnected from the expense itself.
Customer feedback tells us admins frequently make one-off corrections directly on an expense (e.g. recategorizing an Uber charge) and would prefer to turn that correction into a standing rule right there, rather than remembering the merchant details and navigating to workspace settings afterward.
This adds an in-situ prompt on the expense detail view: when an admin edits a field merchant rules can govern, we surface a callout offering to turn that edit into a rule, and let them create and save the rule without leaving the expense.
Scope
Category,Tags,Tax,Description,Billable, orReimbursableon an expense.Create a ruleaction opens the same merchant-rule creation flow used from workspace settings, pre-seeded with the merchant and the field/value just edited.Product and design details
Trigger and visibility
The callout appears on the expense detail view (both the report-context split view and the standalone expense RHP) immediately after an admin edits one of the six covered fields:
Category,Tags,Tax,Description,Billable,Reimbursable. It does not appear for non-admin members, since they cannot create merchant rules.Callout
The callout renders inline below the expense fields, above the comment/chat composer, styled as an informational banner:
Create a rulebolded as the tappable action.×) affordance in the top-right of the callout.Creation flow
Tapping
Create a ruleopens the same merchant-rule creation flow/RHP used from workspace settings, pre-seeded with:Uber).Category→Travel & Airfare,Acme Inc.).The admin can adjust the pre-filled condition/action before saving, identical to creating a rule from workspace settings — no new component or lightweight variant.
Post-save behavior
After saving, the user returns to the expense detail view they started from — the rule is created without navigating away from the expense.
Dismissal
Dismissal is scoped per expense: tapping
×closes the callout on that specific expense only. If the admin makes another qualifying edit on a different expense (or even the same expense in a future session), the callout can appear again there.Examples
Expense Report #3261987changes theCategoryfrom its current value toTravel & Airfare. The callout appears: "Create a rule to apply your changes to all expenses that match your criteria." They tapCreate a rule, the same workspace-settings creation flow opens pre-filled withMerchant is "Uber"→Category to "Travel & Airfare", they save, and land back on the expense.Descriptionon an expense and dismisses the callout with×; the expense edit itself is unaffected, and the callout won't reappear on that expense. Editing a different expense'sCategorystill surfaces the callout there.Issue Owner
Current Issue Owner: @Krishna2323