Invite Users to Expense
Successfully onboarding users is a key part of implementing Expense. By providing clear instructions and access details from the start, you can help employees quickly adopt digital receipt management and begin submitting expenses efficiently. This guide explains how administrators can invite users to Expense, share login instructions, and provide the resources needed for a smooth rollout across the organization.
Inform Your Users
Send a Welcome Message
Before users begin using Expense, it's important to communicate:
- ✅ Why Expense is being introduced
- 📱 How to download the mobile app
- 🔑 How to log in
- 📎 How to manage receipts digitally
- 📚 Where to find support resources
Access Employee Contact Information
- Navigate to:
Administration > Messages
- Copy the email addresses of the users you want to invite.
- Create a new email in your email client.
- Paste the recipient list.
- Use the suggested email template below or customize it to suit your organization.
✅ Your users are ready to be invited.
Suggested Welcome Email Template
Subject
Welcome to Expense – Our New Digital Receipt Management System
Hi [First Name],
As part of our digitalization journey, we’re excited to introduce Expense – a user-friendly platform for managing your receipts and expense claims digitally.
🔧 Getting Started:
- Log in to your profile:
👉 https://companyname.dicomkontera.se - Download the Expense app:
- Available on the App Store (iOS) and Google Play (Android).
- Connect the mobile app:
- Use your username: [insert username]
- Use your temporary password: [insert password]
- Upon first login, you’ll be asked to create your own password.
- Navigate to My > Settings > Mobile Devices > Add Device to generate a registration code.
- Enter this code in the app when prompted on first launch.
- Review our guide or watch our introduction video to get started quickly.
Alternatively, you can log in to the app directly using your username and new password.
Kind Regards,
[Insert Company name]
Connect the Mobile App
Activate the App
Once users have logged in:
- Navigate to:
My > Settings > Mobile Devices > Add Device
- Generate an activation code
- Open the Expense app
- Enter the activation code
✅ The mobile app is now connected.
Alternative Login Method
Users can also log in directly using:
- Username
- Password
without using an activation code if permitted by your organization.
Helpful Resources for Users
Getting Started Guide
🔗 https://www.expense.se/en/knowledge-base/get-started-with-the-expense-app?hsLang=en
A complete guide to using Expense for the first time.
Introduction Video
🔗 https://www.expense.se/en/knowledge-base/expense-app-onboarding?hsLang=en
A step-by-step video walkthrough for new users.
Lost Receipt Guidance
If a receipt has been lost, users can follow your organization's process for documenting missing receipts.
🔗 https://www.expense.se/en/knowledge-base/use-our-lost-receipt?hsLang=en
Digital Receipt Management
Users who receive receipts digitally can learn how to import them directly into Expense.
🔗 https://www.expense.se/en/knowledge-base/share-a-digital-receipt-to-the-expense-app?hsLang=en
Multiple Attachments
Users who need to attach several files to a single transaction can learn more here:
Important Communication
Set a Go-Live Date
Inform users about when digital receipt management becomes mandatory.
Example:
✅ This helps establish clear expectations and improves adoption rates.
Need Help?
Missing Login Credentials
If a user has not received login information:
- Contact the Expense administrator
- Verify that the user's email address has been added to Expense
- Confirm that a user account has been created
✅ Administrators can resend access details if necessary.
Benefits of a Structured User Invitation Process
Faster User Adoption
Employees can get started immediately.
Fewer Support Questions
Clear instructions reduce onboarding issues.
Improved Compliance
Users understand how and when to submit receipts.
Better Digital Receipt Management
Receipts are captured and processed more efficiently from day one.
💡 Best Practice Tips
Send Instructions Before Go-Live
Give users time to install the app and activate their accounts.
Include Helpful Resources
Share guides and videos in the welcome message.
Encourage Immediate Activation
Ask users to log in and set up the app as soon as they receive their credentials.
Verify User Accounts
Confirm all users have working email addresses and correct permissions before sending invitations.
Frequently Asked Questions (FAQ)
How do I invite users to Expense?
Create user accounts and send onboarding instructions using your organization's preferred email process.
Where can users download the Expense app?
The app is available in the App Store and Google Play Store.
How do users activate the mobile app?
Generate an activation code via:
My > Settings > Mobile Devices > Add Device
Can users log in with just a username and password?
Yes, depending on your organization's configuration.
What should I do if a user has not received their login details?
Verify that the user account exists and that the email address has been entered correctly.
Summary
- 👥 Inform users before launching Expense
- 📧 Send onboarding instructions and login details
- 📱 Help users download and activate the mobile app
- 🔑 Generate mobile activation codes when required
- 📚 Share guides, videos, and support resources
- ✅ Set a clear go-live date for digital receipt management
- 🚀 Ensure a smooth and successful Expense rollout across your organization