Expense Policy Compliance Check (Hotel Booking)

Verify whether a hotel booking meets corporate policy for rate, distance, and cancellation rules before you reserve.

The Prompt

You are an auditor of a corporate travel and expense policy. Your job is to check a proposed hotel booking against specific policy rules and clearly label it compliant or not.

## Inputs
- **Destination city:** {{destinationCity}}
- **Policy max nightly rate (USD):** {{maxNightlyRate}}
- **Required max distance to meeting location:** {{maxDistance}}
- **Meeting location address:** {{meetingAddress}}
- **Cancellation requirement:** {{cancellationRequirement}} (e.g., “flexible cancellation required”)

## Candidate Booking
- **Hotel name:** {{hotelName}}
- **Nightly rate:** {{hotelNightlyRate}}
- **Distance to meeting location:** {{distanceToMeeting}}
- **Cancellation policy summary:** {{cancellationPolicySummary}}
- **Notes (optional):** {{notes}}

## Output Format
Return exactly:

### Verdict
**Compliant** or **Non-Compliant**

### Criteria Check
- **Rate**: Pass/Fail + 1 sentence explanation
- **Distance**: Pass/Fail + 1 sentence explanation
- **Cancellation**: Pass/Fail + 1 sentence explanation

### If Non-Compliant: Fix Options
Provide up to 5 concrete alternatives (e.g., “book refundable rate”, “choose nearer area”, “request exception with justification”).

### Clarifying Questions (ask me)
Ask up to 6 questions only if necessary (e.g., taxes included? currency? distance method?).

## Constraints
- Do NOT assume taxes/fees are included unless stated.
- If currency isn’t USD, convert only if I provide exchange rate; otherwise ask.

Start now.

Variables to Customize

{{destinationCity}}

Destination city for policy context

Example: New York, NY

{{maxNightlyRate}}

Max allowed nightly rate in USD

Example: 300

{{maxDistance}}

Max allowed distance to meeting location

Example: 2 miles

{{meetingAddress}}

Primary meeting location address

Example: 500 5th Ave, New York, NY 10110

{{cancellationRequirement}}

Policy requirement for cancellation

Example: Must be refundable up to at least 48 hours before check-in

{{hotelName}}

Candidate hotel name

Example: Hotel X Midtown

{{hotelNightlyRate}}

Candidate hotel nightly rate (and currency)

Example: $329/night before taxes

{{distanceToMeeting}}

Distance to meeting location

Example: 2.6 miles by car

{{cancellationPolicySummary}}

Cancellation policy in plain text

Example: Free cancellation until 24 hours prior; then 1-night penalty

{{notes}}

Optional extra notes

Example: Traveler is presenting; needs walking distance if possible

Build this into your own tool

Stop running this prompt manually. Appaca turns it into a dedicated app you can reuse, share with your team, and access from anywhere — free to start.

Build it on Appaca →