How to Remove Users
When an employee leaves the company, goes on parental leave, takes a leave of absence, or no longer requires access to Expense, you can simply deactivate their user account. Deactivating a user prevents future access while preserving all historical data, reports, receipts, and documentation for audit and reporting purposes. This approach helps maintain accurate records while freeing up licenses that can be assigned to other employees.
Deactivate a User
Open User Management
- Navigate to:
Administrate > Users
- Locate the employee you want to deactivate
✅ You can now update the user's account settings.
Change User Status
- Open the user's profile
- Change the status from:
Active → Inactive
- Click Save
✅ The user can no longer access Expense.
What Happens When a User Is Deactivated?
When a user is marked as inactive:
- ✅ Access to Expense is removed
- ✅ Historical reports remain available
- ✅ Receipts and supporting documents are retained
- ✅ Approval history is preserved
- ✅ Accounting and audit records remain intact
This ensures complete traceability while preventing future use of the account.
View Inactive Users
Access Inactive Profiles
Administrators can review deactivated users at any time.
- Navigate to:
Administrate > Users
- Change the view from:
Active → Inactive
- Review the list of inactive users
✅ You can still access historical information and user profiles when needed.
Restore a User
If an employee returns and requires access again:
- Open the inactive user's profile
- Change the status from:
Inactive → Active
- Click Save
✅ The user regains access to Expense.
License Management
Reuse Available Licenses
When a user is deactivated, their license becomes available for reassignment.
Depending on your setup, this may include:
- 💳 Corporate Card Licenses
- 💰 Expense & Mileage Reimbursement Licenses
- ✈️ Travel Expense Licenses
✅ The freed-up license can be assigned to another employee.
Common Scenarios for Deactivating Users
Employee Leaves the Company
Deactivate the account while preserving reporting history and documentation.
Parental Leave
Temporarily remove access and reactivate when the employee returns.
Leave of Absence
Prevent access without losing historical records.
Internal Role Changes
Deactivate unused accounts and reassign licenses as organizational needs change.
Benefits of Deactivating Instead of Deleting Users
Preserves Audit History
All expense reports and receipts remain available for future reference.
Maintains Compliance
Historical financial records remain intact.
Saves Licensing Costs
Unused licenses can be reassigned to active users.
Simplifies User Management
Users can easily be reactivated if needed.
💡 Best Practice Tips
Deactivate Instead of Deleting
Where possible, deactivate users rather than removing historical records.
Review Inactive Users Regularly
Conduct periodic reviews to ensure licenses are being used efficiently.
Update Approval Workflows
After deactivating a manager or approver, make sure any affected workflows are reassigned.
Verify Outstanding Reports
Before deactivating a user, confirm that all expense reports have been processed.
Frequently Asked Questions (FAQ)
Can I delete a user completely?
Expense recommends deactivating users instead of deleting them to preserve financial records and audit history.
What happens to the user's receipts and reports?
All historical reports, receipts, and supporting documents remain available in Expense.
Can I reactivate a user later?
Yes. Simply change the user's status back to Active.
Does deactivating a user free up a license?
Yes. The license becomes available and can be assigned to another employee.
Can I view inactive users?
Yes. Change the user filter from Active to Inactive in Administrate > Users.
Summary
- 👤 Deactivate users via Administrate > Users
- ✅ Change the user status from Active to Inactive
- 📎 Preserve all reports, receipts, and historical records
- 🔄 Reactivate users at any time if access is needed again
- 💳 Free up licenses for reassignment
- 🚀 Efficiently manage user access while maintaining complete audit history