Organization Name Change – Update Users' Email Addresses in Expense
If your company changes its name and, at the same time, changes its email domain, users' email addresses must be updated in Expense. User accounts, historical reports, approval workflows, and other settings are not affected, but each user must have their new email address registered and verified. This guide explains how to update users' email addresses in bulk and what actions users need to take afterward.
What Is Affected by an Organization Name Change?
If only the company name and email domain change:
- ✅ User accounts remain unchanged
- ✅ Historical expense reports are not affected
- ✅ Approval workflows are not affected
- ✅ Corporate card connections remain unchanged
- ✅ Internal accounts are not affected
- ⚠️ Email addresses need to be updated
👉 The most common task is to update all users' email addresses.
Update User Email Addresses via Export/Import
Step 1 – Export Users
- Navigate to Administrate > Persons
- Click the Three Dots menu
- Select Export People
✅ An export file containing all users will be generated.
Step 2 – Open the File in Excel
- Open the exported file.
- Select and copy the contents.
- Paste the contents into Excel.
✅ User data will now appear in separate columns.
Step 3 – Update the Email Addresses
In Excel:
- 📧 Email addresses are typically located in Column C
- ✏️ Replace the old email addresses with the new ones
Example
Change:
To:
✅ Update all affected users before continuing.
Step 4 – Save the File in the Correct Format
Once the updates have been completed:
- Select Save As
- Choose the file format:
⚠️ Do not save the file as a standard Excel file (.xlsx).
✅ The file is now ready for import.
Step 5 – Import the Updated File
- Navigate back to: Administration > People
- Click the Three Dots menu
- Select the import function
- Upload the updated file
✅ The users' email addresses will now be updated.
What Does the User Need to Do After the Update?
Once a new email address has been added, each user must complete a few steps.
Set the New Email Address as Primary
The user must:
- Log in to the company's Expense domain
- Navigate to My Settings
- Locate the email addresses on the far right
- Select the new email address as Primary
✅ The new address will now become the user's primary email address.
Verify the Email Address
To access all functionality, the user must verify the new email address.
- Go to My Settings
- Click Verify Email Address
- Follow the instructions in the verification email
✅ The email address is now verified.
Managing Receipts via Email
After the user has:
- ✅ Set the new email address as Primary
- ✅ Verified the email address
the ability to submit receipts by email is enabled again.
Send Receipts as Usual
Users can continue emailing receipts to:
✅ Receipts will be linked to the user's account just as before.
Important Information
- ⚠️ The import updates email addresses but does not verify them.
- ⚠️ Each user must set the new email address as their Primary address.
- ⚠️ Each user must verify the new email address themselves.
- ✅ Receipt submission via email only works after verification.
- ✅ Existing reports and historical data are not affected.
💡 Best Practice Tips
- 📊 Export and update all users at the same time.
- 📧 Inform users that they must verify their new email addresses.
- ✅ Verify that the new domain is correct before importing.
- 🔄 Consider testing the process with one user before updating the entire organization.
👉 This helps ensure a smooth transition with minimal disruption.
Frequently Asked Questions (FAQ)
Are existing reports affected by the name change?
No. Historical data and reports remain unchanged.
Can users continue logging in immediately after the change?
Yes, but they should verify and confirm their new email address as soon as possible.
Where does the user set the new email address as primary?
Under My Settings after logging in to the Expense web portal.
When will email receipt forwarding work again?
Once the user has:
- Set the new email address as Primary
- Verified the email address
✅ Receipt submission by email will then work as normal.
Summary
- 📧 Update users' email addresses through the People export/import process
- 📊 Email addresses are typically located in Column C of the export file
- 📄 Save the file as a tab-delimited text file before importing
- ✅ Users must set their new email address as Primary
- 🔐 Users must verify the new email address
- 📩 Once verified, receipts can again be sent to receipt@expense.se
- 🚀 The organization can complete a name and domain change without affecting user history or expense reports