As our system covers the whole expenses process, it is relevant for a number of different functions of a business. Such as the employees, who do the spending; the Administrator, who monitors this; the Finance teams, who do the accounting; and the accountant or bookkeeper who checks the accounts and makes sure it’s all correct.

To improve the ease and flexibility of our system, we have created three different user roles to reflect this. The role assigned to a person will affect what they can see and do with Expend.

Please note, you can assign more than one role to a person. For instance, someone can be both a Member and an Admin.

Member role

This role is intended for users who will be using the Expend card and making expenses. They are able to access the app and dashboard, but they will not be able to see certain parts of the dashboard (i.e. other team members spending) and perform certain actions (i.e. move money to their card).

Any user who will have an Expend card must have the Member role.

Administrator role

The administrator is the person in charge of the organisation’s Expend account. You can have more than one administrator if you wish.

Admins are able to:

  • Invite colleagues to the Expend account and assign their role

  • Order colleagues (and themselves) cards; set their spending rules

  • Fund the Expend account and distribute money to individual cards

  • See the expenses of all the members in the organisation

  • Review expenses

  • Set up and monitor the accounting integration

  • Run reports for the entire account

  • Lock and unlock cards

Financial Reviewer role

The financial reviewer role is designed for your organisation’s accountant or bookkeeper. They can be either internal or external to your organisation.

The financial reviewer is able to:

  • View your organisation’s cards and spending

  • Review expenses

  • Download reports and statements

  • Manage your Xero or QuickBooks integration

Choosing a role

You choose the role of a colleague when you invite them to your Expend organisation. This role will then be displayed by their name on the ‘Members’ page of the Admin dashboard.

If you’d like to change the role of a colleague, please contact us via our live chat with the name of the individual and the role you’d like them to be.

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