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Step 4: Add and invite users

Add your users, give them the right permissions and approver – and then invite them. The invitation is not sent automatically. You do that as the administrator when you are ready to go live.

  • 👥 How it works

    Step What you do
    1 Add the users, one at a time or by import
    2 Give approval permission and link an approver
    3 Set internal accounts and permissions
    4 Invite the users and send a welcome email

    ⚠️ Important: Users do not receive an invitation automatically when you add them. You decide when they are invited.

    👉 Applies to: administrators. This is step 4 in Checklist: get started as an administrator.

    👤 Step 1 – Add users

    Option Do this
    One at a time Go to Administrate > Persons > New Person. Enter first and last name and email, select User, enter a user name and password and choose permissions, for example card user. Click Save.
    Many at once Go to Administrate > Persons, click the three dots and follow the import instructions. Then click Create users, choose email as user name and a default password, select the users and click Create.

    File format for import: tab-separated .txt with the columns first name, last name, email and language (ISO 639-1, for example en). Create the list in Excel and save it as text.

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

    ✅ Step 2 – Approval

    1. Go to Administrate > Persons and select the approver.
    2. Select Can approve and save.
    3. Then open each user and choose the responsible approver under My Approvers.

    👉 Do you need more steps or rules in the approval flow? Read Flexible approval rules.

    ⚙️ Step 3 – Internal accounts and permissions

    • 📊 Save default values for internal accounts per person, for example cost center
    • 🔒 If needed, lock the user to an account. ⚠️ The user then always has to use that account
    • 💳 Activate Card user if the person has a company card, so receipts can be registered directly
    • 📊 Let users do the accounting for their own expenses, and guide their choices with the chart of accounts and MCC codes

    📧 Step 4 – Invite the users

    Method Do this The user receives
    Invite users Go to Administrate > Invite Users. Click Select all, search or select individual users and click Send invitations. An email with a temporary login link
    Mass mailing Go to Administrate > Messages and send the welcome email below to all users. Your welcome email with login details and instructions

    📝 Suggested welcome email

    Subject: Welcome to Expense – our new digital receipt handling

    Hi!

    As part of our digitalization work, we will now start using Expense – an easy way to handle receipts and expenses digitally.

    How to get started:

    1. Log in to your Expense profile via the link: https://companyname.dicomkontera.se
    2. Download the Expense app from the App Store or Google Play.
    3. Link the app: Log in to the web portal with your user name [enter the user name] and password [enter the password]. You change to your own password the first time you log in. Go to My > Settings > Mobile Devices > Add Device. There you get a registration code that you enter the first time you open the app. You can also log in to the app with your user name and password.

    Take a look at our guide to getting started or watch the introduction video.

    Useful links:

    📅 From [date and month] we will start photographing and handling receipts digitally in the Expense app.

    🔐 Have you not received your login details, or is your email not registered in Expense? Contact your administrator in the finance department.

    📱 What does the user do next?

    1. Logs in to Expense.
    2. Downloads the app and links it to their account.
    3. Starts registering receipts.

    ✅ The system is ready to use.

    🎥 Watch the instruction video

    💡 Tips for best results

    • ✅ Add all users by import at the start
    • 📧 Check that the email addresses are correct before you invite
    • 📣 Inform users well before the start date
    • 🔍 Ask users to check their spam folder if the invitation does not arrive
    • 👥 Test with a few users before inviting everyone

    ❓ Frequently asked questions (FAQ)

    Is the invitation sent automatically?
    No. You invite the users via Invite Users or a mass mailing under Messages. When a card is linked, the system automatically sends an email saying that transactions have been imported into Expense. That email is not a welcome email and does not replace the invitation.

    Can I invite several users at once?
    Yes, select several users or use Select all.

    What do I do if the user does not receive the email?
    Check the email address, ask the user to look in their spam folder and send a new invitation.

    Do I have to choose an approver straight away?
    No, but it is recommended before users start.

    What do I do if someone has no email address?
    Add the email address to the user’s profile before you invite them.

    ✅ Summary

    • 👤 Add users one at a time or by import
    • ✅ Choose approver and permissions
    • 📧 Invite the users yourself – this does not happen automatically
    • 📝 Send a clear welcome email

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