Add configurable per-user monthly limit for travel invoicing cards

[blimpich]

Problem

Travel invoicing cards currently lack per-user spend controls. Since multiple parties have access to card details (the employee via Spotnana, hotel staff via CCA forms), a single card could theoretically be used up to the full domain limit. Admins need a way to cap how much any individual traveler can spend in a given month.

Proposed Solution

Add a domain-wide monthly trip limit field in Travel Settings that applies to all travel invoicing cards. This would set the maximum amount any single user can spend per month on their travel card.

• The field should be configurable by workspace admins
• A sensible default (e.g. $10k) should be applied
• The limit is per-user, not per-transaction

Next Steps

• Define requirements
• Get design mockups for the Travel Settings UI
• Get copy approved
• Get Spanish translations
• Design the data flow (backend storage, how the limit connects to Marqeta card controls, frontend integration)
• Assign implementation to @allgandalf

Context

Discussion thread: https://expensify.slack.com/archives/C05S5EV2JTX/p1773678146037319

Pre design thread: https://expensify.slack.com/archives/C05S5EV2JTX/p1773850784364939

Issue Owner

Current Issue Owner: @allgandalf

[allgandalf]

I would love to help with the implementation whenever we have a solution ready 🫡

[melvin-bot]

Triggered auto assignment to @shawnborton (Design), see these Stack Overflow questions for more details.

[blimpich]

Hi Shawn! The basic idea for this would be we need another field under Central Invoicing that allows an admin to set a max spend limit per card. Sort of like setting a limit on an expensify card, except it applies to everyone on the workspace. Do you have thoughts on how this would look? Current Travel Invoicing UI below:

[shawnborton]

Can it just be as simple as adding another row, like this?

[blimpich]

Yup! That's what I was envisioning. And clicking on it would just open an RHP.

A case I'm curious for how you would see this @shawnborton: lets say a workspace has per-card limit of $10,000. And their employee is using this feature and traveling and has spent $8,000 so far. The admin decides they want to lower the limit to $5,000. We can't clawback that money the employee already spent, but the admin is then knee-capping that user from spending anymore on travel. We want to warn the admin that what they are doing will prevent some of their employees from being able to book more travel unless they pay off their current balance. We want to allow them to still do this, but warn them before they set the limit.

How would that show visually? A modal? A message on the RHP?

[rlinoz]

Link to pre-design: https://expensify.slack.com/archives/C05S5EV2JTX/p1773850784364939

[shawnborton]

Hmm I'm not too familiar with how this whole flow works. Let's say that an employee reaches their limit regardless of the admin changing anything - how do we handle that scenario?

[blimpich]

If the employee has a limit of 5k and they spend that 5k then any further transactions will be declined due to insufficient funds.