Administering Expense on Behalf of Other Users
If you have been granted permission to administer another user's account in Expense, you can assist them with parts of the expense reporting process. This functionality is particularly useful for assistants, administrators, executive assistants, and others who support employees with receipts, documentation, and accounting. The feature helps streamline administration while ensuring that expense reports are completed accurately and efficiently.
What Does This Role Mean?
When you have been given permission to administer another user's account, a menu called Manage Accounts becomes available on the Expense homepage.
This functionality is commonly used for:
- 👥 Administrative assistants
- 📝 Secretaries
- 💳 Shared corporate card scenarios
- 🤝 Employees supporting colleagues with expense reporting
Through the Manage Accounts menu, you can access the reports and accounts you have been authorized to manage.
✅ You work directly within the user's expense reports while using your own login credentials.
What Can You Help With?
Under Manage Accounts, you can:
- 📷 Match receipts to transactions
- 📎 Attach supporting documents and files
- 📊 Account for purchases and expenses
- ✅ Prepare reports for further processing and approval
👉 This makes it easier to support employees who need assistance with their expense reports.
Important Information
⚠️ The Manage Accounts feature is currently only available in the web version of Expense.
This means that administration of reports must be performed through a web browser.
Activate the App for Users You Manage
If you also need to manage another user's account through the Expense mobile app, an administrator must first generate a registration code for that user.
How the Administrator Creates a Registration Code
- Navigate to: Administration > People
- Select the relevant user.
- Open the Mobile Devices tab.
- Click Add Device.
- A unique registration code will be displayed.
✅ The registration code is used to add the user to the mobile app.
Switch Between Users in the Expense App
Once the registration code has been added, you can switch between different user accounts directly within the app.
iPhone (iOS)
- Tap the Profile Icon.
- Select Switch User.
- Tap the Plus (+) Icon.
- Enter the registration code.
✅ The user is now added to the app.
Android
- Tap the Three Dots in the upper-right corner.
- Select Switch User.
- Tap the Plus (+) Icon.
- Enter the registration code.
✅ You can now switch between users directly within the app.
Benefits of the Feature
👥 Easier Administration
- Help users manage their expense reports
- Reduce administrative work for employees
- Streamline workflows across the organization
📱 Greater Flexibility
- Switch between multiple users
- Manage different accounts from the same device
- Work from both the web portal and mobile app
✅ Improved Control
- Ensure reports are completed correctly
- Assist with receipts, documentation, and accounting
- Reduce the risk of delayed submissions
💡 Best Practice Tips
- ✅ Make sure you have the correct permissions before you begin.
- 📷 Verify that receipts are linked to the correct transactions.
- 📎 Attach supporting documentation as early as possible.
- 🔄 Keep registration codes up to date when required.
👉 These practices help create a smoother workflow for both administrators and users.
Frequently Asked Questions (FAQ)
Can I manage multiple users at the same time?
Yes. You can add multiple users and switch between them in the mobile app.
Do I need the other user's password?
No. Access is controlled through permissions and registration codes.
Can I administer reports in the mobile app?
User switching is supported in the app, but the Manage Accounts feature itself is available in the web version of Expense.
Who can create the registration code?
An administrator with access to user management in Expense.
Summary
- 👥 Manage expense reports on behalf of other users
- 📊 Assist with receipts, supporting documents, and accounting
- 🌐 The Manage Accounts feature is available in the web version of Expense
- 📱 Add users to the mobile app using registration codes
- 🔄 Easily switch between multiple user accounts
- 🚀 Simplify administration and support other Expense users efficiently