Assign or Remove a User’s Access to Expenses

You can assign or remove access to expenses for an existing or new user. You can select one of two expenses permissions; draft only or approve & pay. 

How it Works 

• You need to add expenses to your organisation’s subscription, then assign one of the two expenses permissions to invited users. 
• Users can have the draft only or approve & pay user permission added to their user role. 

Understand the Different Expenses Permissions 

A user with the approve & pay permission can: 

1. Users can create, view, edit, approve and decline their own expenses, or on behalf of other invited users. 
2. If users have the advisor, standard or invoice only + approve and pay user role then they can process payments for employee expenses by bank file or direct deposit. 
3. If users also have the adviser or standard + all reports user role then they can generate expense analytics and reports by employee, expense code and date range. 
4. They can also manage all expenses settings. 

Users with the draft only permission: 

1. A user with the draft only permission can create, submit and view their own expenses on their browser. 
2. They need the approve & pay user to approve their expenses and process them. 

Assign an Expenses Claim Permission to a User 

Existing Users 

1. In the Settings menu, select Account Settings. 

2. Click on the User link under the Organisation section. 

3. Here you can see the list of your invited users and their current expenses permission. 

4. Click Edit corresponding to the user whom you want to assign Expenses Claim permission. 

5. Select the Expense Claim Only checkbox and then select one of the two Expense Claim roles. 

6. Add any other user permissions as required. 

7. Click on Update. 

New Users 

1. In the Settings menu, select Account Settings. 

2. Click on the User link under the Organisation section. 

3. Click on the Invite a user button. 

4. Enter the user’s details. 

5. Select the Expense Claim Only checkbox and then select one of the two Expense Claim roles. 

6. Add any other user permissions as required. 

7. Click on Submit. 

Remove Access to Expenses 

1. In the Settings menu, select Account Settings. 

2. Click on the User link under the Organisation section. 

3. Here you can see the list of your invited users and their current expenses permission. 

4. Click on the Edit button next to the user’s name for whom you want to remove access to expenses.  

5. Select the checkbox None. 

6. Click on the Update button.