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Step 3: Customize your settings

The settings control how expenses are registered, approved, accounted for and exported. Go through them before your users start, so the flow is right from the start.

  • ⚙️ The settings at a glance

    Setting Where What it controls
    ✅ Approval method Administrate > Settings How expense reports are approved. Preset to digital approval
    🚫 Allow without accounting Administrate > Settings Whether users should be spared from doing the accounting themselves
    💳 Credit accounts Administrate > Settings Which account company card purchases are accounted to
    👤 Offset account for private expenses Administrate > Settings For example, liability to employees
    📤 Import & Export Administrate > Settings > Import & Export Export formats for accounting, payroll and BGC, and wage types
    📩 Reminders Administrate > Settings > Misc Automatic email reminders to users
    🔑 License information Administrate > Settings > Misc Number of licenses and how many are in use
    🌍 VAT within and outside the EU Administrate > VAT Settings Reverse charge VAT on foreign purchases

    👉 Applies to: administrators. This is step 3 in Checklist: get started as an administrator.

    ✅ Step 1 – Approval and accounting

    1. Go to Administrate > Settings.
    2. Check the approval method. It is preset to digital approval.
    3. Select Allow without accounting if employees should not do the accounting for their own expenses.
    4. Click Save.

    👉 Do you need approval in several steps, per project or with amount limits? Read Flexible approval rules.

    💳 Step 2 – Credit account and offset account

    Type of purchase Accounted to
    💳 Company card The credit account for the card
    👤 Private expenses Offset account, for example liability to employees

    Enter the accounts under Administrate > Settings and save.

    ✅ The accounting is correct and reconciliation is easier.

    📤 Step 3 – Import and export, and wage types

    1. Go to Administrate > Settings and choose the Import & Export tab.
    2. Choose export formats for accounting, payroll and BGC.
    3. Open the payroll format and enter or check the wage types for mileage allowance, per diem and expenses.
    4. Click Save.

    👉 Check the wage types again if you change payroll system or start using new types of reimbursement. More in Link wage types to your payroll system.

    📩 Step 4 – Reminders and licenses

    1. Go to Administrate > Settings > Misc.
    2. Activate reminders and save.
    3. Scroll down to License information to see the number of licenses and how many are in use.

    🌍 Step 5 – VAT within and outside the EU

    1. Go to Administrate > VAT Settings.
    2. Activate EU VAT and, if needed, VAT outside the EU.
    3. Set up input and output VAT accounts and link them.
    4. Click Save.

    👉 Step by step in Foreign VAT – reverse charge within and outside the EU.

    🍽️ Representation

    Customize the representation types under Administrate > Representation. See Representation – representation types.

    🎥 Watch the instruction video

    💡 Tips for best results

    • ⚙️ Go through all settings before you invite users
    • 📊 Make sure the chart of accounts is ready first
    • 👥 Test the approval flow with a few users
    • 💰 Check the wage types before the first payroll export

    ❓ Frequently asked questions (FAQ)

    Do I have to set everything up straight away?
    Set up the most important things before users start: approval, accounts and export.

    Can I change settings later?
    Yes, the settings can be adjusted at any time.

    Do we have to use several approval steps?
    No, but they can be activated when needed.

    Can wage types be changed later?
    Yes, they can be updated at any time.

    ✅ Summary

    • ✅ Set the approval method and whether users should do the accounting
    • 💳 Enter the credit account and the offset account
    • 📤 Choose export formats and check wage types
    • 📩 Activate reminders and check your licenses
    • 🌍 Set up VAT within and outside the EU

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