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How to activate and customize Expense Co-Pilot

Expense Co-Pilot is an intelligent assistant designed to make expense management smarter, faster, and more accurate. By analyzing previous transactions and purchasing patterns, Co-Pilot can provide recommendations, automate parts of the accounting process, and help users manage recurring purchases and subscriptions more efficiently. Think of it as having a digital purchasing assistant available whenever you work in Expense.

 What Is Expense Co-Pilot?

Intelligent Recommendations

Expense Co-Pilot can:

  • 🤖 Suggest appropriate accounting based on previous transactions
  • 📊 Learn from historical purchase patterns
  • 💡 Recommend accounts during the posting process
  • ⚡ Reduce manual work when handling recurring purchases

Subscription and Purchase Automation

Co-Pilot helps simplify administration by:

  • 🔄 Identifying recurring purchases
  • 📑 Supporting subscription management
  • ✅ Automating repetitive tasks where possible

This creates a smoother and more efficient user experience.

Activate Expense Co-Pilot

Administrator Access Required

⚠️ Co-Pilot must first be activated by an administrator.

If you do not see Co-Pilot within Expense, contact your system administrator.

Activate Co-Pilot for Your Organization

  1. Log in to Expense
  2. Navigate to:

Administrate > Admin Panel > Activate Co-Pilot

  1. Activate the feature
  2. Save your changes

✅ Co-Pilot is now enabled for your organization.

Verify Activation

After activation:

  1. Open Settings
  2. Verify that the Co-Pilot menu is available

✅ Users can now access Co-Pilot functionality.

Expense Co-Pilot in the Mobile App

Co-Pilot Purchase Indicators

Once activated, users will see:

  • 🤖 A Co-Pilot icon next to purchases processed by Co-Pilot
  • 💡 Suggested accounts within the account selection screen
  • ✅ Clearly labeled Co-Pilot recommendations

This allows users to identify where Co-Pilot has assisted.

Settings Information

A dedicated Co-Pilot section is also available under:

Settings

Here users can learn more about the functionality and manage personal preferences.

Mobile App Rollout

The mobile version is currently being released in phases.

✅ Additional functionality and improvements will continue to be introduced over time.

Customize Co-Pilot Preferences

Turn Off Recommendations for Yourself

Users can customize how Co-Pilot works for their own account.

  1. Click the Profile Icon
  2. Navigate to:

Settings > Co-Pilot

  1. Adjust your preferences

You can disable:

  • Recommendations
  • Notifications
  • Suggested actions
  1. Click Save

✅ Your personal Co-Pilot preferences have been updated.

Important

These changes only affect:

  • ✅ Your personal account
  • ✅ Your own notifications
  • ✅ Your personal recommendations

They do not affect other users.

Deactivate Co-Pilot for the Entire Organization

Administrator Deactivation

To disable Co-Pilot company-wide:

  1. Navigate to:

Administrate > Admin Panel > Deactivate Co-Pilot

  1. Confirm the deactivation

✅ Organizational Co-Pilot automation is disabled.

What Happens After Deactivation?

After deactivation:

  • ❌ Purchases will no longer be automatically recorded by Co-Pilot
  • 💡 Accounting suggestions may still appear during the posting process
  • ✅ Users can continue processing expenses manually

Manage User Access to Co-Pilot

Selective Activation

Administrators can decide:

  • Which users have access
  • Which departments should use the feature
  • Whether Co-Pilot should be rolled out gradually

✅ This allows controlled implementation and testing.

Adjust Co-Pilot Recommendations

Edit Co-Pilot Decisions

If Co-Pilot has made a recommendation or accounting choice that you want to change:

  1. Open the purchase
  2. Look for the Co-Pilot icon
  3. Edit the transaction
  4. Save the updated information

✅ Users and administrators remain fully in control of all accounting decisions.

Benefits of Expense Co-Pilot

Faster Processing

Reduce manual accounting and transaction handling.

Smarter Recommendations

Receive account suggestions based on previous activity.

Improved Accuracy

Leverage historical transaction patterns to improve consistency.

Reduced Administration

Automate repetitive accounting and purchasing tasks.

💡 Best Practice Tips

Review Recommendations Regularly

Co-Pilot is designed to assist, but accounting should always be reviewed before submission.

Start with Selected Users

Consider activating Co-Pilot for a smaller user group before rolling it out company-wide.

Keep Personal Preferences Updated

Adjust notifications and recommendations to suit your own workflow.

Monitor Recurring Purchases

Use Co-Pilot insights to identify subscriptions and recurring expenses.

Frequently Asked Questions (FAQ)

Can I decide which users receive Co-Pilot access?

Yes. Administrators can control which users are enabled for Co-Pilot.

Does Co-Pilot always provide recommendations?

No. Recommendations are only shown when sufficient data exists or when a meaningful suggestion can be made.

How do I know if Co-Pilot is active?

You will see a Co-Pilot icon on purchases and a dedicated Co-Pilot section in Settings.

Can I edit purchases recorded by Co-Pilot?

Yes. Both users and administrators can modify transactions after Co-Pilot has made a recommendation.

Can I disable Co-Pilot for myself without affecting others?

Yes. Personal preferences can be adjusted under Settings > Co-Pilot.

Summary

  • 🤖 Expense Co-Pilot provides intelligent accounting and purchasing recommendations
  • ✅ Administrators activate it via Administrate > Admin Panel
  • 📱 Co-Pilot assistance is available in both the web portal and mobile app
  • ⚙️ Users can customize notifications and recommendations
  • 👥 Access can be controlled per user
  • ✏️ All Co-Pilot recommendations remain editable
  • 🚀 Increase efficiency and reduce manual work with Expense Co-Pilot