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Employee leaving: company cards and expense reports

When an employee leaves, all card purchases and expense reports should be finished before the user is deactivated. Here you see what the employee should do before their last day, and how you as the administrator finish the rest.

  • ✅ Checklist when someone leaves

    Step What Who
    1 Upload all receipts and comment on the purchases The employee, before their last day
    2 Do the accounting and submit remaining expense reports The employee or the administrator
    3 Document missing receipts The administrator
    4 Wait until approval is complete The approver
    5 Close the company card with the bank According to your routines
    6 Deactivate the user The administrator

    👉 Applies to: administrators handling an employee who is leaving or has left.

    👤 Step 1 – Before the employee leaves

    Well before the last working day, ask the employee to:

    • 📷 Upload all receipts
    • 💬 Comment on all purchases
    • ✅ Do the accounting for and submit their expense reports

    💡 Send a reminder, see Send manual reminders.

    📊 Step 2 – Finish the expense report for the employee

    If the employee did not finish in time, you as the administrator can complete the expense report.

    1. Go to Accounting > List All and open the expense report.
    2. Do the accounting for each purchase with the book icon: choose an account, check VAT and internal accounts and click Save.
    3. Split purchases that belong on several accounts with split accounting.
    4. Fill in participants, names, purpose and company for representation with the cutlery icon.
    5. Check that all purchases are accounted for and click Submit.

    ✅ The expense report continues in the normal approval flow.

    👉 If you need to upload or replace receipts for the user, see Change or add receipts on behalf of users.

    📄 Step 3 – If receipts are missing

    1. Follow your company’s internal routine for missing receipts.
    2. Account for the purchase with 0% VAT, since VAT cannot be deducted without a receipt.
    3. Attach a PDF or image to the transaction showing that the receipt is missing, preferably using an internal template.

    ✅ This gives a clear audit trail.

    🚫 Steps 4–6 – Close the card and deactivate the user

    1. Check that all expense reports are approved and that no purchases remain.
    2. Close the company card with the bank according to your routines.
    3. Deactivate the user, see Deactivate users and free up licenses.

    ✅ The user disappears from the list of active users, the license is freed up and the history is saved.

    ❓ Frequently asked questions (FAQ)

    Can the administrator do the accounting for the employee?
    Yes, if the employee no longer has access to Expense.

    Does the expense report go through normal approval?
    Yes, when you submit it, it continues in the regular approval flow.

    What do I do if receipts are missing?
    Follow your internal routine, account for it with 0% VAT and attach a document showing that the receipt is missing.

    When should the user be deactivated?
    Only when all expense reports are approved.

    What happens if card transactions arrive after the user has been deactivated?
    They may need to be handled manually. Close the card in good time and wait to deactivate until the last card invoice has arrived.

    ✅ Summary

    • 📷 Ask the employee to finish before their last day
    • 📊 Complete and submit the expense report for them if needed
    • 📄 Document missing receipts
    • 🚫 Close the card and deactivate the user when everything is approved

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