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Step 4 - Adding Users

Adding users is a critical step in your Expense implementation. Proper user setup ensures employees can submit receipts, manage expenses, use company cards, and follow the correct approval workflow from day one. Expense allows administrators to create users individually or import them in bulk, making onboarding simple whether you're setting up a small team or an entire organization.

 Add Users Individually

Create a New User

Navigate to:

Administrate > People > New Person

Complete the following fields:

  • First Name
  • Last Name
  • Email Address
  • Username
  • Password
  • Permissions

Be sure to:

  • ✅ Enable User
  • ✅ Enable notifications if the user should receive Expense emails
  • ✅ Assign the appropriate permissions

Click Save when finished.

Set User Credentials

For a smoother onboarding experience:

  • 📧 Use the employee's email address as the username
  • 🔑 Use a temporary password such as:
    • 1234
    • Company name

Users will be prompted to update their password upon first login.

Configure Approvers

Approvers must be configured before users begin submitting reports.

Grant Approval Rights

  1. Go to:

Administration > People

  1. Open the user's profile
  2. Enable:

Can Approve

  1. Save

✅ The user can now approve reports.

Assign an Approver

  1. Navigate to:

People > Select User > My Approvers

  1. Select the appropriate approver(s)
  2. Save

✅ Reports submitted by the user will be routed correctly through the workflow.

Enable Multiple Approval Levels

If your organization requires:

  • Reviewer + Approver
  • Multi-level approvals
  • Department approvals

Contact Expense Support to activate a multi-step approval workflow.

✅ Additional approval stages can then be configured.

Configure Internal Accounts

If you use cost centers, projects, or other internal accounts, these can be assigned directly to users.

Assign Default Internal Accounts

Internal accounts can be stored on the employee profile to automatically populate transactions.

Examples include:

  • 📊 Cost Centers
  • 📁 Projects
  • 🏢 Departments

✅ This reduces manual entry and improves accounting accuracy.

Lock Users to Specific Internal Accounts

If users should only submit expenses against a specific account:

  1. Open the user's profile
  2. Select the appropriate internal account
  3. Enable:

Lock

✅ The user will only be able to use the assigned internal account.

Assign Permissions

User permissions determine what actions employees can perform in Expense.

Enable Card User

If the employee has a company card:

  1. Open the user profile
  2. Enable:

Card User

✅ The employee can immediately start attaching receipts to corporate card transactions.

Configure Posting Permissions

Expense allows organizations to decide whether employees should:

  • 📊 Account for their own expenses
  • 📎 Upload receipts only
  • ✅ Submit reports without posting

Many organizations use MCC codes and account mappings to simplify posting and help users choose the correct expense category.

Import Users in Bulk

For larger organizations, users can be imported instead of created manually.

Open the Import Tool

Navigate to:

Administrate > People > Three Dots (⋮)

Follow the import wizard.

Prepare the Import File

The import file must be:

  • 📄 Tab-separated .txt
  • ✅ Columns must appear in this order:
  1. First Name
  2. Last Name
  3. Email Address
  4. Language (ISO 639-1 format)

Example in Plain Text (like notes)

Anna(tab)Svensson(tab)anna's email(tab)

The email address is used to determine whether the user already exists in Expense.

Create the Import File

  1. Use Excel or another spreadsheet tool
  2. Enter user information
  3. Save the file as:

Plain Text (tab delimited) .txt

✅ The file is now ready for import.

Create User Accounts After Import

Once the import has been completed:

  1. Click Create Users
  2. Select default credentials
  3. Set:
    • Username
    • Temporary password
  4. Select the users
  5. Click Create Users

✅ Login credentials are generated.

Important Post-Import Tasks

After importing users, remember to:

  • ✅ Assign approvers
  • ✅ Configure internal accounts
  • ✅ Enable Card User permissions where applicable
  • ✅ Assign approval rights if required
  • ✅ Validate user access

Importing creates the users, but additional configuration may still be required.

Notify Users

Once users have been created, inform them that Expense is ready to use.

Send a Bulk Message

Navigate to:

Administration > Messages

Create and send a message to all users.

✅ Employees receive onboarding instructions immediately.

Suggested User Welcome Message Plain Text

Hi Team,

As part of our ongoing digital transformation, we are introducing Expense, a user-friendly system for managing digital receipts and expenses.

Soon, you will receive an email from Expense with your login credentials. Here’s how to get started:

  • Use your email address as your username.
  • Enter "1234" as your temporary password.
  • On your first login, you will be prompted to change your password.
  • Log in using the following link: (https://companyname.dicomkontera.se)
  • Verify your email address.
  • Connect the mobile app by going to My > Settings, either with your username and password or with a registration code.

Final Tips

Keep Permissions Simple

Only assign permissions required for the user's role.

Use Email Addresses as Usernames

This reduces login issues and simplifies onboarding.

Configure Approvers Early

Users cannot follow the approval workflow correctly without assigned approvers.

Use Bulk Imports for Larger Rollouts

Importing users can save considerable time during implementation.

Contact Support for Advanced Workflows

Expense Support can assist with:

  • Multi-step approvals
  • Reviewer workflows
  • Complex organizational structures

Frequently Asked Questions (FAQ)

Can I add users one at a time?

Yes. Individual users can be created via Administration > People > New Person.

Can I import users in bulk?

Yes. Users can be imported using a tab-separated .txt file.

What permission should company card users have?

Enable Card User.

Can users be restricted to a specific cost center or project?

Yes. Use the Lock option on internal accounts.

Do approvers need special permissions?

Yes. The Can Approve permission must be enabled.

Summary

  • 👥 Add users individually or import them in bulk
  • 📧 Use email addresses as usernames for easier onboarding
  • ✅ Assign approvers and permissions before go-live
  • 💳 Enable Card User for company card holders
  • 📁 Configure internal accounts and account restrictions where required
  • 📨 Use bulk messaging to notify employees
  • 🚀 Create a smooth and scalable onboarding experience in Expense