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Name change in the organization: update user details

If your company changes its name and email domain, the users’ email addresses need to be updated in Expense. You update everyone at once by export and import, and can change other details at the same time, for example employee number, clearing number and account number. Each user then sets the new address as primary and verifies it.

  • 🔍 What is affected?

    Not affected Needs updating
    User accounts, history and expense reports The users’ email addresses
    Approval flows, internal accounts and card links Other details if needed, for example employee number, clearing number and account number

    👉 Applies to: administrators in companies changing name or email domain.

    📤 Step 1 – Export the users

    1. Go to Administrate > Persons.
    2. Click the three dots and choose Export persons.

    ✅ You get a file with all users.

    ✏️ Step 2 – Update the details in Excel

    1. Open the export file, copy the content and paste it into Excel.
    2. Replace the email addresses with the new ones and, if needed, update other details, for example employee number, clearing number and account number. This has to be done manually. The email addresses are usually in column C.
    3. Save the file as a tab-delimited text file (.txt).

    ⚠️ Do not save as a normal Excel file (.xlsx), as the file cannot be imported then.

    📥 Step 3 – Import the file

    1. Go to Administrate > Persons.
    2. Click the three dots and choose import.
    3. Load the updated file.

    ✅ The users’ details are now updated.

    💡 Test with one user first before you update everyone.

    📧 Step 4 – Ask the users to complete the change

    The import adds the new address but does not make it primary and does not verify it. Each user needs to:

    1. Set the new address as primary under My > Settings.
    2. Verify the new address.

    ✅ After that, emailing receipts works again.

    Send the users the link to Switch to a new email address after a name change, where the steps are described for them.

    ❓ Frequently asked questions (FAQ)

    Are existing expense reports affected?
    No, history and expense reports remain.

    Can users log in straight after the import?
    Yes, but they need to set the new address as primary and verify it.

    Why does emailing receipts not work after the change?
    The user has not set the new address as primary or has not verified it yet.

    ✅ Summary

    • 📤 Export the persons
    • ✏️ Change to the new email addresses manually, update other details and save as tab-delimited .txt
    • 📥 Import the file
    • 📧 Ask the users to set the address as primary and verify it

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