Manage Accounts on Behalf of Other Users in Expense (For Administrators)

With the Manage Accounts feature, an administrator or designated employee can manage reports, receipts, and supporting documentation on behalf of another user in Expense. This feature is particularly useful for managers, executive assistants, finance teams, or other individuals who support employees with administrative tasks. By granting the appropriate access, organizations can improve efficiency, provide better support during absences, and ensure that reports are completed and submitted on time.

When Is This Feature Used?

The feature is useful in situations such as:

👥 An assistant managing expenses for multiple employees
📊 A finance department supporting users with reports and documentation
🩺 An employee being absent or on sick leave
✅ Administrators helping users with day-to-day expense management

👉 The designated person can manage reports and supporting documents on behalf of other users.

Prerequisites

To use this feature, your organization must have an internal account linked to each user, for example:

👤 Employee Name
🏢 Cost Center
📁 Personal Internal Account

✅ The internal account is used to identify which reports should be managed on behalf of a user.

Activate the Manage Accounts Feature

Step-by-Step

Navigate to Administration > People
Select the person who will manage accounts for other users
Open the Manage Accounts tab
Select the internal account associated with the user
Click Save

✅ The feature is now activated for the selected person.

What Can the Administrator Help With?

Manage Receipts

📷 Attach and manage receipts
🔄 Help users connect receipts to transactions
✅ Ensure required documentation is included

Upload Supporting Documents

📄 Add invoices, participant lists, and other supporting files
📎 Complete missing attachments before approval

Work with Reports

📊 Assist with expense reports and reimbursements
✅ Review submitted information
📤 Prepare reports for approval and further processing

👉 This provides valuable support for users who need assistance with their reporting.

Enable Email Notifications

To ensure the person managing accounts receives information about new reports, additional email recipients can be configured.

Step-by-Step

Navigate to Administration > People
Select the user receiving assistance
Open the Additional Email Recipients tab
Add the person who should receive notifications
Click Save

✅ Email notifications will now also be sent to the selected person.

Benefits of the Feature

⏱️ More Efficient Administration

Faster report processing
Reduced administrative burden for employees
Fewer delayed submissions

👥 Better Employee Support

Assistance during absences
Support for users who rarely work in Expense
Easier onboarding of new employees

✅ Increased Control

Clearer responsibility allocation
Improved report follow-up
More secure handling of supporting documentation

💡 Best Practice Tips

Ensure Internal Accounts Are Correctly Linked

✅ Verify that users are connected to the correct internal accounts
✅ Maintain a clear internal account structure

Document Access Responsibilities

👥 Keep track of who administers accounts for whom
✅ Review delegated responsibilities regularly

Enable Notifications

📧 Activate additional email recipients
⚡ Improve responsiveness and follow-up

Review Permissions Regularly

🔍 Ensure users only have the access they need
✅ Remove outdated permissions when roles change

👉 These practices help maintain secure and efficient administration.

Frequently Asked Questions (FAQ)

Can multiple people manage accounts for the same user?

Yes, provided your organization's permissions and internal account setup allow it.

Does the person need to be an administrator?

Not necessarily. Access is determined by your organization's Expense configuration and assigned permissions.

Will the person managing accounts receive automatic notifications?

Yes, if they have been added as an Additional Email Recipient.

Can this feature be used for entire departments?

Yes. Depending on how internal accounts are configured, the feature can support teams, departments, or individual users.

Summary

👥 Manage expense reports on behalf of other users
📊 Assist with receipts, supporting documentation, and reporting
📁 Based on internal account assignments
📧 Enable additional email notifications for better follow-up
✅ Improve support for managers, assistants, and finance teams
🚀 Streamline administration and increase efficiency in Expense