How to Hide Expenses or Mileage Reimbursement for Users
Expense allows administrators to control which features are available to users. If your organization does not use mileage reimbursement, expense claims, or certain modules, you can easily hide these options from users to create a cleaner and more streamlined experience. By disabling unnecessary features, you can simplify the user interface, reduce confusion, and ensure employees only see the functions relevant to their role.
Why Hide Features?
Hiding unused features can help:
- ✅ Simplify the user experience
- 👥 Reduce user confusion
- ⚡ Improve adoption and usability
- 📊 Ensure users only access approved processes
- 🔒 Align the system with your company policies
Hide Mileage Reimbursement
If your organization does not use mileage reimbursement, you can remove this option from the Expense app and portal.
Step-by-Step
- Go to:
Administration > Settings
- Open the Other tab
- Locate:
Use Mileage Reimbursement
- Uncheck the box
- Click Save
✅ Users will no longer see the option to create mileage reimbursement claims.
When Should Mileage Reimbursement Be Disabled?
This setting may be useful when:
- 🚗 Employees do not use personal vehicles for business travel
- 🏢 Company policy does not allow mileage reimbursement
- ✅ Mileage is handled through another process or system
Hide Expense Claims
If users should not create personal expense claims, the Expenses feature can be disabled.
Step-by-Step
- Go to:
Administration > Settings
- Open the Other tab
- Locate:
Use Expenses
- Uncheck the box
- Click Save
✅ Users will no longer be able to create expense claims using personal funds.
When Should Expense Claims Be Disabled?
This setting may be appropriate when:
- 💳 All purchases are made using corporate cards
- 📊 Expenses are handled through another process
- 🏢 Company policy only allows card-based transactions
- ✅ Personal reimbursements are not permitted
What Happens When a Feature Is Disabled?
When a feature is turned off:
Mileage Reimbursement
- 🚗 Users cannot create mileage claims
- ➕ The mileage option disappears from the app
- ✅ Existing historical records remain available
Expense Claims
- 💰 Users cannot create personal expense claims
- ➕ The expense option is removed from the interface
- ✅ Existing submitted reports remain unchanged
Benefits of Restricting Features
✅ Cleaner User Experience
Users only see the functions they are expected to use.
⚡ Faster Onboarding
New users can learn the system more quickly.
🔒 Better Governance
Enforce company policies by limiting access to specific workflows.
📊 Reduced Support Requests
Fewer unnecessary options often result in fewer questions and mistakes.
💡 Best Practice Tips
- ✅ Review feature settings before onboarding new users
- 👥 Align visible functions with company policies
- 📊 Inform users when features are enabled or disabled
- 🔍 Periodically review system configuration as business requirements change
❓ Frequently Asked Questions (FAQ)
Can I disable mileage reimbursement without affecting other functions?
Yes. Mileage reimbursement can be disabled independently of other Expense features.
Can I disable expense claims but continue using corporate cards?
Yes. Users can continue managing corporate card transactions even if expense claims are disabled.
Will disabling a feature delete existing reports?
No. Existing reports and historical data remain available.
Can the feature be enabled again later?
Yes. Administrators can re-enable the feature at any time by updating the settings.
✅ Summary
- ⚙️ Control which functions users can access in Expense
- 🚗 Disable Use Mileage Reimbursement to hide mileage claims
- 💰 Disable Use Expenses to hide personal expense claims
- ✅ Simplify the user experience and align Expense with company policies
- 🚀 Create a cleaner and more tailored Expense environment for your users