Checklist: get started as an administrator

👉 Applies to: new administrators. Complete the steps in order before you invite your users.

✅ The checklist

Step	What you do	Read more
1	Customize the chart of accounts to match your accounting system	Step 1: Customi z e your chart of accounts
2	Create internal accounts such as cost centers and projects – or turn them off	Step 2: Create and configure internal accounts
3	Set up import and export, reminders, VAT and representation	Step 3: Customi z e your settings
4	Add users and approvers and invite them (you send the invitation yourself)	Step 4: Add and invite users
5	Test, go live and follow the workflow	Step 5: Activate and follow the workflow
6	Export the expense reports to accounting	Step 6: Export expense reports to accounting

📊 Step 1 – The chart of accounts

Go to Accounting > Accounts.
Review the accounts and adapt them to your accounting system.
Click Save.

👉 Accounts can be changed freely until they have been used.

📁 Step 2 – Internal accounts

Do you use internal accounts?	Do this
✅ Yes	Go to Administrate > Internal Accounts, open for example Cost center and adjust the name and requirements. Add values under Account Codes. If you have many values, import them via the three dots.
❌ No	Delete the default accounts under Administrate > Internal Accounts and clear Use internal accounts under Settings.

🍽️ Step 3 – Settings and representation

Go to Administrate > Representation.
Choose a representation type and adjust the fields, for example participants and purpose.
Adjust the rules for food and alcohol under Representation > Inactive.

✅ VAT is handled according to Skatteverket’s standard rules. Read more in Representation – representation types. You will find the other settings in Step 3: Customize your settings.

👥 Step 4 – Add users

Option	Do this
👤 One at a time	Go to Administrate > Persons > New Person, enter name, email, roles and permissions and click Save.
👥 Many at once	Go to Administrate > Persons, click the three dots and follow the import instructions. Click Create users and choose email as user name and a default password.

💡 Use the email address as the user name. Users change their password the first time they log in.

⚠️ Important: Users do not receive an invitation automatically when you add them. You as the administrator invite them when you are ready to go live.

📢 Invite the users: go to Administrate > Messages and send a mass mailing with the invitation and information that they can start using Expense. Or use Administrate > Invite Users (note: this only works once per user).

🚀 Steps 5 and 6 – Go live and export

Test with a few users, follow the first expense reports and then export to accounting. The details are in Step 5 and Step 6.

✅ The system is configured, the users are added and you are ready to use Expense.

💡 Tips for best results

📊 Start with the chart of accounts and keep the structure simple
👥 Test with a few users before inviting everyone
✅ Involve the approvers early
🔄 Adjust the settings before the full launch

❓ Frequently asked questions (FAQ)

Do I have to do all the steps at once?
Complete the steps in order before you invite users, so the setup is right from the start.

Do users receive an invitation automatically?
No, you as the administrator invite them with a mass mailing under Administrate > Messages.

Can I change settings later?
Yes, but it is easiest to set them up correctly from the start.

What matters most?
The chart of accounts and the users.

✅ Summary

📊 Adjust the chart of accounts and internal accounts
⚙️ Customize settings and representation
👥 Add the users and invite them – this does not happen automatically
🚀 Go live and export to accounting