An admin’s guide to Expense Management

All business expenses: All your employees’ expenses are listed on this page. You can view and edit your employee’s expenses.

Your team’s expenses: If you’re assigned as an approver to employees or for a specific project, those expenses will be listed on this page.

Your expenses: Expenses you’ve made are listed on this page. You can add expense details, like category and purpose.

All business reports: All your employee’s expense reports are listed on this page. You can approve reports.

Your team’s reports: If you’re assigned as an approver to employees or for a specific project, expense reports containing those expenses will be listed on this page. You can approve reports.

Your reports: Expense reports you’ve made are listed on this page.

Manage projects: Set up projects to allow spenders to assign their expenses to specific projects. View the Add, enable and disable projects help article to learn more.

Manage policies: Create policies to better control how your employees are spending. View the Set up policies help article for instructions.

Manage cost centers: Set up cost centers to allow spenders to assign their expenses to specific cost centers. View the Add, enable and disable cost centers help article for instructions.

Add departments: Add departments and subdepartments to categorize the employees at your business. Learn more about departments in the Set up departments and subdepartments help article.

Set project approvals: Require that expenses for a specific project be approved by the appropriate employee. View the Set up project-based approvals help article for more information.

Upload logo: Add your business’s logo to include branding on PDF exports and expense reports. View the Add your business's logo help article for instructions.

View employees: View the employees with access to Expense Management and add employee details, like title or location. View the Add employee details help article to learn more.

Set employee approvals: Set up the approval process for all employees on the Expense Management account. View the Set up employee-based approvals help article for instructions.

Manage employee fields: Decide which employee fields—like location or date of joining—you’d like to capture and create custom employee fields. View the Manage employee fields help article for instructions.

Assign default administrator: A default administrator completes and submits expenses for employees who don’t have Expense Management access, ensuring that their expenses are properly reconciled. For more information, view the Assign a default administrator for expenses help article.

Add job levels: You can assign job levels to your employees in Expense Management. Learn more about how to add job levels in the Add job levels help article.

Manage expense rules: Expense rules allow for expense fields (i.e., category or cost center) to be auto-filled based on the merchant’s name. View the Set up expense rules help article for instructions.

Set expense fields: Expense fields are the details, like purpose or category, spenders add about their expenses. View the Add custom expense fields help article and Set expense fields as mandatory help article to learn more.

Manage expense categories: Set up categories to allow spenders to assign their expenses to specific categories. View the Add categories and subcategories help article to learn more.

Automate report submission: The tool can automatically add complete expenses to expense reports and submit them on behalf of employees. View the Automatic report submission help article for instructions.

Customize receipt requirements: You can set rules to define how receipts are captured across the business. Read more in the Customize receipt requirements help article.

Enable advanced features: Enable and disable advanced features for expenses reports and expense reports—like split, restriction of pending transactions, or report verification. View the Enable advanced features help article for instructions.