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Manage accounts on behalf of other users

With Manage accounts, an assistant, manager or the finance department can handle expense reports, receipts and documentation for another user – with their own login. You as the administrator give the permission.

  • 👥 When is the feature used?

    • 👩‍💼 An assistant handles expenses for several people
    • 📊 The finance department helps users with their expense reports
    • 💳 Several people share one card
    • 🩺 An employee is absent or on sick leave

    👉 Applies to: administrators who give the permission. The person who manages accounts for others finds their guide in the article Manage accounts for other users under User.

    📁 Prerequisites

    Each user who is to be managed needs an internal account linked to them, for example:

    • 👤 The employee’s name
    • 🏢 Cost center
    • 📁 A personal internal account

    ✅ The internal account controls which expense reports can be managed.

    ⚙️ Step 1 – Give permission to manage accounts

    1. Go to Administrate > Persons.
    2. Select the person who will manage accounts for others.
    3. Open the Manage accounts tab.
    4. Choose the internal account that belongs to the user who needs help.
    5. Click Save.

    ✅ The person now sees the Manage accounts menu on the start page in the web.

    📧 Step 2 – Activate email notifications

    Do you want the person to receive the same notifications as the user?

    1. Go to Administrate > Persons.
    2. Select the user who needs help.
    3. Open the Extra email recipients tab.
    4. Add the person who should receive the notifications.
    5. Click Save.

    ✅ The notifications are now also sent to the selected person.

    📱 Step 3 – Registration code for the app (optional)

    If the person should also be able to switch to the user in the Expense app, you need to create a registration code.

    1. Go to Administrate > Persons.
    2. Select the user who needs help.
    3. Open the Mobile Devices tab.
    4. Click Add Device.
    5. Give the registration code that appears to the person who will manage the account.

    ⚠️ If the person uses the app as the other user, Expense does not register that someone other than the cardholder made the changes. We recommend using the web for this.

    ✅ What can the person do?

    Where What the person can do
    💻 The web Link receipts, attach documentation, do the accounting for purchases and prepare expense reports via the Manage accounts menu
    📱 The app Switch to the user with the registration code

    👉 The person never needs the user’s password.

    💡 Tips for best results

    • ✅ Check that the internal accounts are linked correctly
    • 👥 Document who manages accounts for whom
    • 📧 Turn on email notifications for faster follow-up
    • 🔍 Review the permissions regularly

    ❓ Frequently asked questions (FAQ)

    Can several people manage the same user?
    Yes, if the internal accounts are set up for it.

    Can the feature be used for whole departments?
    Yes, depending on how your internal accounts are set up.

    Does the person need the user’s password?
    No, access is controlled by the permission and the registration code.

    Does the person receive notifications automatically?
    No, add the person as an extra email recipient on the user.

    ✅ Summary

    • 📁 Each user needs an internal account
    • ⚙️ Give permission in the Manage accounts tab
    • 📧 Add extra email recipients for notifications
    • 📱 Create a registration code if the person will use the app

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