Creating and editing users

  • Updated on Apr 17, 2026
  • Published on Apr 2, 2026
  • 2 minute(s) read
  • RH
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Once your company has been registered and you have been setup as an admin user, you can add more users. If you have a lot of users, you may find it easier to import them.

Creating a user account

Note: Only admins can create user accounts

  1. In the Setup menu, select People.

  2. Click + Person.

  1. For information on all the user account fields, see User types and fields.

  2. Click Save. The new user will be added to the list of people. However, they will not be able to access Capture Expense until you send them an invite.

Inviting users to Capture Expense

  1. In Setup > People, users who are yet to receive an invite will be shown with a Send invite label.

  2. Tick the box(es) beside any user you wish to send (or re-send) the invite.

  1. Expand the Actions menu on the right, then select Send Invitations.

  2. Click Send Invitations to confirm. The status of the user(s) will change to Pending and the user(s) will receive a welcome email.

  3. After the user signs in for the first time, their pending status will disappear.

Editing users

  1. In the Setup menu, select People.

  2. Select the user you want to edit, then click Edit.

  3. Make any changes, then click Save.

For more information about the user fields, see User types and fields.

Additional user actions

You can perform additional actions on any user by selecting their name in the list of people (Setup > People), then expanding the Actions menu on the right of the screen.

Note: The list of available actions may vary, depending on the user’s type, status, and which features of Capture Expense you have access to.

Name

Description

Edit

Select this button to update the user's account details.

Card

Select this button to assign a credit card to the user.

Vehicle

Select this button to assign a vehicle to the user.

Send invitation

Select this option to send or resend an invitation to the user.

Export

Select this option to export all user record data.

Import

Select this option to import user record data in bulk.

Vehicle log

Select this option to track the vehicle mileage incurred by the user.

Remove

Select this option to remove the user account record.

Display invite link

Select this option to copy the invitation URL and send it to the user manually.

Switch off a user’s notifications

By default, users and approvers receive email notifications when expenses are submitted or require approval. You can disable these for a specific user if needed.

  1. Click the checkbox beside the user, then click Edit.

  2. Select the Switch off all notifications checkbox, then click Save.

Note: Users can also manage their own notifications from their account settings - XX.

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