How To Manage Expenses Permissions

What this does

This guide explains the Permissions page inside Expenses.

This page controls manager visibility, export access, line-item visibility and editing, and the approval confidence gate.

Before you start

• The user must have access to Settings.
• In practice this page is aimed at company administrators.

Steps

1. Open Expenses.
2. Go to Settings.
3. Select Permissions.
4. In Default manager visibility, choose one of the available options:

• Only teams they manage
• Teams they belong to
• Divisions they belong to
• Whole company

1. Save the settings.
2. In Expense report exports, choose which roles may export report data:

• Managers
• Viewers
• Staff

1. Save the settings.
2. In Receipt Line Items, decide who may:

• Show Line Items
• Allow Edit Line Items

1. Save the settings.
2. In Approval Confidence Gate, choose which roles must meet full confidence before they can approve expenses.
3. Save the settings.

Why this matters across the suite

These rules only work properly when the staff, team, and division structure in the Admin App is already correct.

If managers are attached to the wrong team or division upstream, this page will expose that problem rather than solve it.

Common mistakes

• Expecting permissions settings to fix upstream staff assignment problems.
• Giving export access too widely before deciding who should really be able to remove spend data from the app.
• Letting users edit receipt line items without a clear review process.

What to do next

If reports or exports still behave unexpectedly after permission changes, review both this page and the Admin App structure.

Related guides

• Expenses: Expenses reports overview
• Admin App: How to assign staff to the correct team and division