Roles and permissions in the Expenses module determine what each employee can do, from submitting their own expenses to approving team expenses or managing company-wide settings.

Permissions are organized into permission groups. Every employee belongs to one group, and each group has its own set of permissions. You can edit default groups or create custom ones for specific roles like Finance Managers, Team Leaders, or External Auditors.

How to use

1. In your sidebar, go to Settings 
2. Click Permissions (or type “Permissions” in the search bar)
3. Select an existing group clicking on “View group”  or click + New group to create a new one
4. Within each group, you can configure:
   • Permissions – what the group can do
   • Delegate permissions – whether they can manage permissions for others
   • Employees – who belongs to the group
   • External users – external collaborators with specific rights

Creating a Custom Permission Group

Custom groups allow you to tailor permissions for specific roles or departments, ensuring more flexibility and security.

1. In your sidebar, go to Settings
2. Select Permissions and click + New group
3. Give the group a name (e.g., “Finance Managers - EU”)
4. Assign the necessary Expenses permissions
5. If needed, update the Employees or External users tabs
6. If needed, edit the visibility to select who the members of this permission policy will see (e.g., only the members in your team)
7. Click Save changes

Assigning Expense Permissions to a Group

Expense permissions define who can create, edit, approve, or manage expenses. Assigning these correctly ensures smooth workflows and proper control.

1. In the Permissions tab of a chosen group, search for Expenses or scroll until you find the Expenses icon
2. Click on Expenses to see all available permissions
3. Enable or disable the permissions needed, such as:
   • Add new expenses on behalf of someone else – Create expenses for other employees.
   • Can access expense settings – Manage the Expense settings section, approval flows, and features.
   • Can manage cards – Manage all company cards.
   • Can reimburse expenses – Process reimbursements via SEPA file or payroll.
   • Can request cards – Request single-use cards for themselves.
   • Can see transactions – View all transactions.
   • Can set expenses as Paid – Mark expenses as paid.
   • Global Approver for Expenses – Fully manage expenses, overriding approval flows.
   • Reset the expense approval flow – Restart approvals for any expense.
   • See the employee Legal Entity – View the legal entity of employees.
   • Can delete rejected manual expenses – Control deletion rights for self, direct reports, teams, legal entity, or whole company.
   • Can edit expenses with pending status – Control editing rights for self, direct reports, teams, legal entity, or whole company.
   • Can view and download “Expenses” – Control viewing/downloading rights for self, direct reports, teams, legal entity, or whole company.
4. Click Save changes when done

Revoking User Access

Removing Users from the Expense Users Permission List

1. On your sidebar, navigate to Settings > Permissions > Expenses
2. Locate and remove users who should no longer have access to submit or manage expenses. This will revoke their ability to create or submit expenses in the module.

FAQ

1. Can an employee belong to more than one permission group?
   No, each employee can only belong to one permission group at a time.
    
2. Do changes apply immediately?
   Yes, updates affect all users in the group as soon as they are saved.