[No QA] Recreate workspace merchant rules article

docs/articles/expensify-classic/expenses/Expense-Rules.md

@@ -2,13 +2,15 @@
 title: Expense Rules
 description: Automatically categorize, tag, and report expenses based on the merchant's name.
 keywords: [Expense Rules, individual automation, expense rule setup, personal rules, Classic, reimbursement settings]
-internalScope: Audience is individual members. Covers setting up and managing personal expense rules at the account level. Does not cover workspace-level enforcement, or accounting integration configuration.
+internalScope: Audience is individual members. Covers setting up and managing personal expense rules at the account level. Does not cover Workspace Merchant Rules, workspace-level enforcement, or accounting integration configuration.
 ---
 
 Expense rules in Expensify help automate the categorization, tagging, and reporting of expenses based on merchant names, reducing manual work. By setting up these rules at the account level, employees can streamline expense management and ensure consistency across reports.
 
 **Note:** These are **personal expense rules** that apply only to your individual account.
 
+Workspace Admins who need to enforce merchant-based coding across all workspace members can set up [**Workspace Merchant Rules**](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules), which apply to all expenses but can only be configured in New Expensify.
+
 ---
 
 # Create an Expense Rule  

docs/articles/new-expensify/reports-and-expenses/Create-an-Expense.md

@@ -23,6 +23,8 @@ If you're submitting expenses for a personal payment, you can send them directly
 
 You can create an expense by scanning a receipt, entering details manually, or tracking distance. The steps below walk you through each method so you can quickly capture and submit expenses for reimbursement or record-keeping.
 
+**Note:** When creating an expense, Workspace Merchant Rules set by your workspace may automatically apply categories, tags, descriptions, reimbursable status, billable status, and other fields based on the merchant name.
+
 ## How to use SmartScan to create an expense
 
 **On mobile:**
@@ -122,6 +124,7 @@ The total amount will be calculated automatically using the hourly rate set for
 ## What happens after submitting an expense to a workspace
 
 - Expenses are automatically added to a report.
+- [Workspace Merchant Rules](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules) may automatically apply categories, tags, descriptions, and other coding based on the merchant name.
 - Workspace rules check for violations or missing fields.
 - Approvers are notified to review and approve.
 - Reports can be submitted manually or automatically.

docs/articles/new-expensify/workspaces/Create-expense-categories.md

@@ -114,6 +114,14 @@ Expensify learns your category preferences over time and suggests them automatic
 - Existing expenses are not updated retroactively.
 - These suggestions are based on patterns and may vary by user.
 
+## Workspace Merchant Rules
+
+Workspace Admins can configure [**Workspace Merchant Rules**](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules) to apply consistent categories based on merchant name across all workspace members.
+
+- Rules apply across all expenses on the workspace.
+- Rules take precedence over learned suggestions.
+- If a category is already set manually, Expensify won't override it.
+
 ---
 
 # FAQ

docs/articles/new-expensify/workspaces/Workspace-Merchant-Rules.md

@@ -0,0 +1,154 @@
+---
+title: Workspace Merchant Rules
+description: Learn how to enable and use Workspace Merchant Rules to automatically apply consistent expense coding based on the merchant name.
+keywords: [New Expensify, workspace merchant rules, merchant rules, auto-categorize by merchant, expense automation, expense rules, workspace settings]
+internalScope: Audience is Workspace Admins on the Control plan. Covers enabling and using Workspace Merchant Rules to apply consistent expense coding based on merchant name. Does not cover personal expense rules, Category Rules, Tag Rules, or troubleshooting rule conflicts.
+---
+
+Enable Workspace Merchant Rules to help Workspace Admins standardize how expenses from common merchants are coded across the workspace. These rules automatically apply consistent categories, tags, and other expense fields based on the merchant name, reducing manual cleanup and improving reporting accuracy.
+
+These rules work in New Expensify, can only be configured in New Expensify, and apply consistently across all workspace members.
+
+---
+
+# How to create Workspace Merchant Rules
+
+To create a Workspace Merchant Rule:
+
+1. In the **navigation tabs** (on the left on web, and at the bottom on mobile), click **Workspaces**.
+2. Click your **workspace name**.
+3. Click **Rules**, then **Expenses**.
+4. Scroll to the **Merchant** section.
+5. Click **Add merchant rule**.
+6. Enter the merchant name and choose how it should match:
+   - **Contains**
+   - **Matches exactly**
+7. Select the fields you want the rule to update:
+   - **Merchant** to update the merchant name.
+   - **Category** to update the expense category.
+   - **Tag** to update the expense tag.
+   - **Tax** to update the tax rate (Tax must be enabled on the workspace).
+   - **Description** to update the expense description.
+   - **Reimbursable** to update whether the expense is reimbursable or non-reimbursable.
+   - **Billable** to update whether the expense is billable or non-billable (Billable must be enabled on the workspace).
+8. Select whether the rule should be applied to existing unsubmitted expenses and preview matches (optional).
+9. Select **Save Rule**
+
+**Note:** Workspace Merchant Rules are only available after **Workspace Rules** are enabled for the workspace. If you don't see the Merchant Rules section, first [enable Workspace Rules](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Rules#enable-workspace-rules).
+
+9. Select **Save Rule**.
+
+---
+
+## When Workspace Merchant Rules apply to expenses
+
+Workspace Merchant Rules apply under the following conditions:
+
+- Rules are applied **when an expense is created**. They are not applied if the expense is edited later.
+- If multiple Workspace Merchant Rules match the same expense, only the **earliest-created rule applies**.
+- If a member manually sets a field when creating the expense, **that field won't be overridden by the rule**.
+
+---
+
+## How to use Workspace Merchant Rules
+
+Use these best practices to ensure predictable results:
+
+**Use specific merchant names**
+
+- Start with **exactly matches** for common vendors (e.g., "Uber", "Slack") to avoid false matches.
+- Use **contains** carefully, since broad terms can match unintended merchants.
+
+**Test Workspace Merchant Rules before rollout**
+
+- Use **Preview matches** during setup.
+- Start with narrow rules and expand as needed.
+
+---
+
+## Examples of Workspace Merchant Rules
+
+**Standardize rideshare expenses**
+
+Use Workspace Merchant Rules to ensure rideshare expenses are always categorized the same way.
+
+Examples:
+- If the merchant contains "Uber", apply Category: Travel, Tag: Ground Transportation, Reimbursable: Yes
+- If the merchant contains "Lyft", apply Category: Travel, Tag: Ground Transportation, Reimbursable: Yes
+
+This helps keep travel reporting consistent across the workspace.
+
+**Automatically code SaaS and subscription expenses**
+
+Use Workspace Merchant Rules to consistently code recurring software and subscription charges.
+
+Examples:
+
+- If the merchant contains "Slack", apply Category: Software, Reimbursable: No
+- If the merchant contains "Adobe", apply Category: Software, Reimbursable: No
+
+This is especially useful for marking subscription expenses as non-reimbursable.
+
+**Standardize merchant name variations**
+
+Use Workspace Merchant Rules to normalize merchant names that appear with multiple variations (e.g., "Starbucks #1234", "Starbucks Store 5678").
+
+Example:
+
+- If the merchant contains "Starbucks", apply Merchant: Starbucks, Category: Meals & Entertainment
+
+This improves reporting accuracy and reduces duplicate merchant entries.
+
+**Apply consistent coding for office supply purchases**
+
+Use Workspace Merchant Rules to apply specific categories, tags, or descriptions to office supply expenses.
+
+Examples:
+
+- If the merchant contains "Staples", apply Category: Office Supplies, Tag: Office
+- If the merchant contains "Amazon Business", apply Category: Office Supplies, Tag: Office
+
+This ensures office-related purchases follow company coding standards.
+
+![Image of an expense with Workspace Merchant Rule applied]({{site.url}}/assets/images/ExpensiHelp-MerchantRules-2.png){:width="100%"}
+
+---
+
+# FAQ
+
+## Who Can Enable Workspace Merchant Rules?
+
+## Who can enable Workspace Merchant Rules?
+
+## What fields can Workspace Merchant Rules update?
+
+Workspace Merchant Rules can update expense fields such as the category, tag, reimbursable status, billable status, tax, merchant name, and description.
+
+## Do Workspace Merchant Rules change how members submit expenses?
+
+No. Members submit expenses the same way as before. Workspace Merchant Rules run automatically in the background.
+
+## What happens if a personal expense rule and a Workspace Merchant Rule both apply?
+
+Personal expense rules take precedence over Workspace Merchant Rules. Learn more about [Personal Expense Rules](https://help.expensify.com/articles/new-expensify/settings/Personal-Expense-Rules).
+
+## How can I tell which Workspace Merchant Rule was applied?
+
+When a Workspace Merchant Rule updates an expense, Expensify adds an automated message to the expense chat.
+
+To check which rule was applied:
+
+1. Open the expense.
+2. Scroll to the bottom of the expense details.
+3. Look for a message from Concierge indicating the update.
+
+The message will explicitly say which fields were changed and that the update happened via workspace rules.
+
+## Why didn't my Workspace Merchant Rule apply?
+
+Common reasons include:
+- The merchant name didn't match the rule criteria.
+- The rule is disabled.
+- Another rule matched first.
+- A field was manually set during expense creation.
+- The rule was created after the expense and wasn't applied retroactively, unless you select "apply to existing expenses" when creating the rule.

docs/articles/new-expensify/workspaces/Workspace-Rules.md

@@ -1,8 +1,8 @@
 ---
 title: Workspace Rules
 description: Configure and manage rules for your workspace to enforce expense policies and automate compliance.
-keywords: [New Expensify, workspace rules, expense rules, receipt requirements, category rules, self-approvals, prohibited expenses, disable Smartscan, automate expenses, subscription expense, non-reimbursable, default expense handling, control expenses, expense categorization, rule-based expenses, compliance, itemized receipt, itemized receipts required over, auto-categorize by merchant]
-internalScope: Audience is Workspace Admins on the Control plan. Covers enabling and managing workspace-level rules such as expense rules, prohibited expenses, category rules, tag rules, and report rules. Does not cover personal expense rules, or troubleshooting specific rule outcomes.
+keywords: [New Expensify, workspace rules, expense rules, receipt requirements, category rules, self-approvals, prohibited expenses, disable Smartscan, automate expenses, subscription expense, non-reimbursable, default expense handling, control expenses, expense categorization, rule-based expenses, compliance, itemized receipt, itemized receipts required over, merchant rules, workspace merchant rules, auto-categorize by merchant]
+internalScope: Audience is Workspace Admins on the Control plan. Covers enabling and managing workspace-level rules such as expense rules, prohibited expenses, category rules, tag rules, and report rules. Does not cover personal expense rules, Workspace Merchant Rules setup details, or troubleshooting specific rule outcomes.
 ---
 
 # Workspace Rules 
@@ -34,10 +34,13 @@ Once enabled, go to the **Rules** tab in the left menu to manage expense-level s
 - **Itemized receipt required over** – Require itemized receipts for expenses over a specific amount.
 - **Max expense amount** – Set a per-expense spending cap (supports decimals).
 - **Max expense age (Days)** – Define how old an expense can be (whole numbers only).
-- **Cash expense default** - Choose whether cash expenses are reimbursable by default.
-- **Billable default** – Choose whether expenses are billable by default. 
+- **Cash expense default** - Choose whether cash expenses are reimbursable by default. Note: [Workspace Merchant Rules](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set reimbursable status on a per-merchant basis.
+- **Billable default** – Choose whether expenses are billable by default. Note: [Workspace Merchant Rules](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules) can also set billable status on a per-merchant basis.
 - **Require company cards for all purchases** - Flag out-of-pocket expenses that should have been made with a company card. Only available after company cards are connected to the workspace.
 - **eReceipts** – Enable automatic receipt generation for all USD card transactions up to $75 (requires USD as default currency).
+- **Merchant-based automation** – Automatically apply categories, tags, and other fields using Workspace Merchant Rules.
+
+![]({{site.url}}/assets/images/ExpensifyHelp-FlagExpensesMissingItemizedReceipts_01.png){:width="100%"}
 
 ---
 
@@ -49,6 +52,20 @@ When an expense breaks a Workspace Rule or Category Rule, the expense is flagged
 
 ---
 
+# How to configure Workspace Merchant Rules
+
+Workspace Merchant Rules let Workspace Admins automatically apply consistent coding to expenses based on the merchant name. These rules help standardize categories, tags, and other expense fields across all members, reducing manual cleanup and improving reporting consistency.
+
+Workspace Merchant Rules:
+- Apply when an expense is created
+- Work at the workspace level (not per member)
+- Don't change how members submit expenses
+
+To learn how to set up and manage Workspace Merchant Rules, see:
+[**Workspace Merchant Rules**](https://help.expensify.com/articles/new-expensify/workspaces/Workspace-Merchant-Rules)
+
+---
+
 # How to configure the Prohibited Expenses Rule
 
 Use this AI-powered rule to flag receipts with restricted purchases.