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Checklist – How Administrators Get Started with Expense

Getting started with a new expense management system can feel overwhelming, but with the right setup, you'll be ready to manage expenses, approvals, accounting, and reimbursements efficiently from day one. This administrator checklist walks you through the most important setup steps, including configuring accounts, internal accounts, representation templates, and user management.

Getting started with a new tool can sometimes be overwhelming, which is why we've developed a checklist to make sure you'll be up and running in no time!

 Step 1 – Configure Your Accounts

Before inviting users and processing reports, review and adjust your chart of accounts.

Adjust Standard Accounts

  1. Navigate to:

Administrate > Accounts

  1. Review all available accounts
  2. Update account numbers and descriptions as needed
  3. Save your changes

✅ All accounts can be customized before you start using the system.

Expense Screen Recording - Chris (2)-gif-1

If You Use Internal Accounts

If your organization uses cost centers, projects, departments, or other internal dimensions, configure them before going live.

Configure Cost Centers

  1. Navigate to:

Administrate > Internal Accounts

  1. Open Cost Center
  2. Adjust:
    • Name
    • Requirements
    • Visibility settings

✅ Your cost center structure is now configured.

Configure Account Codes

  1. Go to:

Administrate > Internal Accounts > Cost Center > Account Codes

  1. Edit:
    • Account code
    • Description
  2. Create additional account codes if required

✅ Users can now allocate expenses correctly.

Configure Projects

If your organization uses projects:

  1. Repeat the same steps used for cost centers
  2. Create project codes
  3. Assign names and descriptions

If you do not use projects:

✅ Remove the default project structure.

Import Multiple Cost Centers

If you have many cost centers:

  1. Click the Three Dots (⋮)
  2. Access the import options
  3. Download the template
  4. Import your cost center structure

✅ This saves time when configuring larger organizations.


Expense Screen Recording - Chris (3)-gif

If You Do Not Use Internal Accounts

If internal accounts are not required:

  1. Go to:

Administrate > Internal Accounts

  1. Delete any default internal accounts
  2. Navigate to:

Administrate > Settings

  1. Disable:

Use Internal Accounts

  1. Save

✅ Users will no longer see internal account fields.

Step 2 – Customize Representation Templates

Representation settings should be reviewed before users begin submitting expenses.

Review Representation Types

  1. Navigate to:

Administrate > Representation

  1. Review the available templates
  2. Adjust the representation categories according to company policy

✅ Your representation structure is ready for use.

Customize Required Fields

  1. Open a representation type
  2. Select:

Representation Text

  1. Configure:
  • Required fields
  • Participant information
  • Purpose requirements

✅ Users will receive the correct prompts during registration.

Configure VAT Handling

Navigate to:

Representation Text > Inactive

Review and adjust:

  • 🍽️ Food VAT treatment
  • 🍷 Alcohol VAT treatment
  • 📊 Representation settings

These templates are based on standard Swedish Tax Agency recommendations and can be customized if needed.

✅ Representation is now configured according to your requirements.

Step 3 – Add Users

Once the system structure has been configured, it's time to add your users.

Add Users Individually

  1. Navigate to:

Administrate > Persons > New Person

  1. Enter:
  • First Name
  • Last Name
  • Email Address
  • Notification Settings
  • Username
  • Password
  • User Permissions
  1. Save

✅ The user has been created.

Best Practice for Usernames and Passwords

We recommend:

  • 📧 Using the employee's email address as the username
  • 🔑 Using a temporary password such as:
    • 1234
    • Company Name

Users will be prompted to update their password after signing in.

✅ Simple onboarding with minimal administration.


Expense Screen Recording - Chris (4)

Import Users in Bulk

For larger organizations, users can be imported in groups.

  1. Navigate to:

Administrate > People

  1. Click the Three Dots (⋮)
  2. Follow the import wizard

Create User Accounts

After importing:

  1. Click Create User
  2. Select default values such as:
    • Email Address
    • Password
  1. Select the employees who require access
  2. Click Create Users

✅ User accounts are created in bulk.

Notify Users

Once users have been imported:

  1. Navigate to:

Administrate > Messages

  1. Create a message
  2. Inform users that Expense is ready to use

✅ Employees can begin activating their accounts and using the Expense app.

💡 Administrator Setup Checklist

Before launching Expense, ensure that:

  • ✅ Chart of accounts has been reviewed
  • ✅ Internal accounts are configured or disabled
  • ✅ Cost centers and projects (dimensions) have been created
  • ✅ Representation templates are customized
  • ✅ Users have been imported or created
  • ✅ Permissions have been assigned
  • ✅ Notification settings have been reviewed
  • ✅ Users have been informed how to log in

Frequently Asked Questions (FAQ)

Should I configure accounts before creating users?

Yes. We recommend completing the accounting structure before inviting employees.

Can I import users in bulk?

Yes. The import function allows administrators to create multiple users at once.

What if we don't use cost centers or projects?

You can disable internal accounts completely under Administration > Settings.

Can representation templates be customized?

Yes. Representation categories, text fields, and VAT treatment can all be adjusted.

What is the easiest way to notify users?

Use Administration > Messages to send a bulk communication.

Summary

  • ⚙️ Configure your chart of accounts before launch
  • 📁 Set up internal accounts, cost centers, and projects if required
  • 🍽️ Customize representation templates and VAT settings
  • 👥 Add users individually or through bulk import
  • 📧 Notify users through the messaging feature
  • ✅ Complete your Expense implementation with a solid administrator setup
  • 🚀 Start using Expense with confidence and an optimized workflow