Account Admin

Import your data

Take advantage of our Import button for setting up Departments, Categories, Projects and Users in Admin.

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Add your users

Get your users setup on the account and start customising their profiles.

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Import user data

This helpful article details the steps you need to follow when importing user data.

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Import user data changes

Import a CSV file to change user details on mass

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User Permission Options

What are the different user permission options available.

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Add/Link users

Add existing users from your linked ExpenseIn accounts. Once added, you will be able to manage the users within this account.

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Delete a linked user

How to delete a linked user from one account

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Set up your departments

Group your users into the relevant department to allow departmental reporting within the finance section.

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Set up approval

Approval flows define the expense authorisation hierarchy. Apply approval flows to projects, departments and users.

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Understanding approval flows

Explore how the system handles multiple approval flows and approval hierarchy.

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Add your categories

Edit existing categories or add your own to match any nominal codes that you use.

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Add a personal assistant (PA)

Set up users so they can assist other users by creating and submitting expenses on their behalf.

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Add an expense policy

Policies define the rules and limits for expense claims. You can customise your policies and assign them to users.

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View users policy acceptance

How to view which users have accepted your company policy and who has not.

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Receipt Verification

An overview of the Receipt verification feature

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Set up duty of care

How to enforce that your users upload their vehicle documents before they are able to submit their mileage expenses

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Add your projects

Add your projects so that your users can assign expenses to them. The finance team can then report on project expenditure.

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Add your company cars

Assign company vehicles to your employees to enable the advanced mileage log form for them to record and submit monthly mileage.

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Add custom purchase methods

In addition to the system purchase methods, you can add your own purchase methods.

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Adding existing mileage

Adding existing mileage into ExpenseIn will ensure that any mileage rate limits take into account the user's mileage prior to ExpenseIn.

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Enable reminders

Remind users to submit their expenses and remind approvers to approve expenses within the expense cycle deadline.

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Set up user groups

Group your users independent to any departmental structure. This is useful when setting up visibilities in the Admin area.

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Create a custom field

Add your own additional fields that can be populated when creating new users, expenses and projects.

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Add custom exchange rates

Add your own exchange rates which will be used when converting international expenses.

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Add export formats

Create your own CSV file to allow you to export your expenses from the Finance section and import into your accounting package.

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Add the mileage pdf report

How to add the mileage pdf report

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Add time rates

Add your own time rates which can be selected by end-users when creating time expenses.

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Advanced settings

This is where you can customise your account by toggling on features that are important to you.

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Edit a CSV export format

To edit an existing CSV export format please follow the steps below.

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Edit user details, permissions and settings

You can change your users details, permissions and settings at anytime if you are an Admin user.

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Schedule a user as leaving

Schedule an employee leaving date to remove the user's access to their user account.

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Reinstate a leaver

How to give a user access to their account after being added as a leaver.

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Edit categories

Edit your existing categories.

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Edit a project

Edit an existing project.

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Delete a project

Delete a project to permanently remove access to a project on the account

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Edit an approval flow

Add, edit or delete an approval flow stage.

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Delete an approval flow

You can delete an approval flow from Admin if it is no longer assigned to any users.

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Change mileage rate settings

Manage your mileage rates for personal car mileage.

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Change fuel rates

Configure your vehicle specifications if claiming back VAT on mileage expenses or using company cars.

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Edit PA Assist

Add or remove users to assist in a existing PA Assist setup.

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Delete a PA Assist setup

Remove a PA Assist setup if no longer required.

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Add or edit tax rates

We have pre-populated your account with your local tax rates. You can edit and add tax rates as required.

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Add known merchants

Add in the names of suppliers you use regularly and they will appear in the time-saving auto-complete list on the expense claim form.

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Linked Accounts

This article explains how you can have access to multiple linked ExpenseIn accounts from one log in.

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Re-send a user invitation

How to send an invite email or resend one if it has expired.

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Delete a user

Delete a user account to permanently remove an individuals access to their ExpenseIn account for your company.

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Download your admin data

How to download your user, category, project and company car information

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