User types and fields

Administrator

• Can access and manage Settings.

Finance

• Can view expense history for all users from the Archive tab within Expenses.

• Can view, approve, or reject expenses at any stage of a claim.

• Has access to Banking to manage and view credit card transactions across all users.

• Has access to Accounting to view and manage all expenses for export to third-party systems.

Auditor

Aimed at finance teams or external auditors who require reporting access without making changes.

• Has read-only access to financial data and reports.

• Can view and export expense history for all users from the Archive tab within Expenses.

• Can view and export expense data for all users from Insights.

• Cannot raise, edit, or approve expenses.

Employee / User

• Can add expenses.

• Can view and manage receipts.

• Can view and manage their own expenses.

Active

Determines whether the account is active.

If an employee leaves, you can deactivate the account to prevent access while keeping the user record.

Microsoft sign-in only

This user can only sign in using SSO.

Switch off all notifications

Individual notifications can be also be managed in People > My user preferences.

Administrator

Provides access to all system setup and administrative tasks.

Finance

Allows you to view and approve all employee expense claims.

Auditor

Allows you to view and export all approved expense claim data.

Email address

Enter the user’s contact email address so they can be invited to register and access the application.

Line manager

Select an approver from the list defined when approval workflows were created.

Approval workflow

Select a workflow that was created in Approvals.

Default vehicle

Select a vehicle from those created in Vehicles and rates.

Your home / place of work

Commute distance

Work from home

Check this box if the user is contract to work from home.

Supplier code

For reimbursements, enter the supplier record code or ID from your accounting system.

Supplier code card

For credit card transactions, enter the supplier record code or ID. This may be a shared or bucket account across all users.

Supplier code advance

Payroll code

Enter the employee record code or ID.

Personal identifier

Department

• Optional.

Location

• Optional.