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Automated Expense Management: Controlling Fleet Data Costs at Scale
1. Overview
Automated Expense Management in Hexnode UEM enables administrators to monitor, control, and enforce network data usage limits across 50,000 managed devices. The feature is designed to help organizations prevent excess data charges by configuring usage thresholds, defining alert triggers, and applying restriction actions when limits are reached.
On Android devices, this is implemented using Network Data Usage Management, which supports device-level monitoring and enforcement through policy controls. On iOS/iPadOS, expense management is achieved using:
- Network Usage Rules – for cellular and roaming access specifically for Managed Applications.
- Network Usage Management – for configuring usage limits and monitoring.
2. Technical Prerequisites
Before configuring expense management policies, ensure the following:
Android Requirements
- Make sure you have the latest versions of the Hexnode UEM – Legacy app or Hexnode for Work app installed on the devices.
- For Android devices, data tracking and enforcement under Network Data Usage Management policy depend on VPN activation. This is required for accurate monitoring of network consumption and for applying configured restriction actions.
To configure this:
- Navigate to: Admin > General Settings > Data Restriction Settings (Android).
- Enable Prompt to activate VPN.
Then verify in the policy:
- Navigate to: Policies > Android > Restrictions > Advanced > Allow Settings.
- Ensure Configure VPN is allowed.
Without VPN activation, Network Data Usage Management policy will not function as expected.
iOS/iPadOS Requirement
- Make sure you have the latest version of the Hexnode UEM app installed on all devices.
3. Configuration Procedure
A. Android: Network Data Usage Management Policy
- Navigation Path: Policies > Android > Network Data Usage Management
- Device-Wide Restrictions: Define daily, or monthly data limits for the entire endpoint.
- App-wise Restrictions: Administrators can navigate to the App-wise Restrictions sub-section to set distinct limits for individual enterprise apps, Managed Google Play apps, or system apps.
- Network Restrictions (Enforcement Actions): When a defined Data Usage Restriction limit is breached, Hexnode can execute:
- No restrictions
- Block Wi-Fi data
- Block mobile data
- Block all network connections
B. iOS: Network Data Usage Management Policy
- Navigation Path: Policies > iOS > Expense Management > Network Data Usage Management.
- Forced Data Usage Sync: Unlike continuous polling, iOS devices are forced to sync usage data with Hexnode servers at set intervals. Configurable intervals are: 2 hours, 4 hours, 6 hours, or 8 hours.
- Billing Cycles: Cycles can be reset Monthly, Weekly, or Daily at a specified reset time.
C. iOS: Network Usage Rules (Roaming & Cellular Blocks)
- Navigation Path: Policies > iOS > Expense Management > Network Usage Rules
- Configuration Settings (Per-App):
- Cellular data usage: Disable to restrict managed apps from utilizing mobile data.
- Data usage on roaming: Disable to restrict managed apps from utilizing mobile data while roaming.
At the device end, these rules disable toggles for the associated apps under the device’s native Settings > Cellular.
4. Alert Triggers & Policy Targets
- Data Usage Notifications:The policy can be configured to trigger alerts when a predefined mobile, Wi-Fi, or total data limit is exceeded. On Android devices, notifications can be sent to User, Admin, or both through email.On iOS devices, notifications are sent only to Admin via email when the configured threshold is reached.
- Policy Targets: Once the policy is configured, administrators must navigate to the Policy Targets tab to silently associate the configurations with specific Devices, Custom Device Groups, Dynamic Device Groups, Users, User Groups, or Domains.
5. Expense Management Logic Matrix
The following matrix outlines how the system behaves under defined usage conditions:
| Usage Condition | Threshold | System Action |
|---|---|---|
| Normal usage | Below configured limit | Usage monitored |
| Alert stage | Admin-defined alert percentage reached | Email notification sent |
| Limit reached (Android) | 100% of defined cap | Configured restriction enforced |
| Managed app roaming disabled (iOS) | Roaming setting applied | Cellular access blocked for selected apps |
6. Troubleshooting
Usage Not Reporting
If data usage does not reflect in the console:
- Ensure the device is online.
- Confirm VPN activation on Android devices.
- Verify correct policy association.
- Check last sync time under: Manage > Devices > [Select Device]
- Data metrics update during device sync.
Delayed Alerts
If alert emails are delayed:
- Verify the configured data limit in the policy.
- Ensure devices are syncing regularly.
- Confirm email notification settings are properly configured.
Dual-SIM Devices (Android)
On dual-SIM devices:
- Confirm the correct SIM is set as primary for mobile data at the OS level.
- Data reporting follows Android OS-level usage metrics.
- Hexnode reflects usage based on the active data SIM.
7. Audit & Reporting
Hexnode provides device-level visibility and fleet-wide reporting options.
Per-Device Data Summary
Navigate to: Manage > Devices > [Select Device] > Data Management.
Administrators can view:
- Total Data Usage
- Mobile Data Usage
- Wi-Fi Data Usage
- App-wise data statistics
Fleet-Wide Reports
Navigate to: Reports > Built-in Reports > Usage Insights > Data Usage.
Reports can be generated based on:
- Device
- Apps
- Device Group
Reports may be exported in supported formats such as PDF or CSV, or scheduled for automated delivery as required.
