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Set up expense users and teams

[This article is prerelease documentation and is subject to change.]

Before employees can create expenses, they must be set up as expense users in Business Central. A user with SUPER or admin rights must define which employees become expense users. You can also organize expense users into teams for easier management and reporting.

Important

Create an expense user

  1. Select Search (Alt+Q) in the upper-right corner, enter Expense Users, and then choose the related link.
  2. Choose New to open the Expense User card.
  3. In the Employee No. field, select the employee to link to this expense user.
  4. Assign the appropriate Employee Posting Group to control how the user's expenses are posted to the general ledger.
  5. Optionally, assign an Expense Team Code to add the user to a team. If you assigned an Expense Team Code and the user is team manager, turn on the Team Manager field.

Important

Each expense user must be linked to an employee record that has a valid company email address set in the Company E-Mail field. The employee posting group can't be empty.

Note

When an expense user is linked to an employee, the user inherits the employee’s posting groups and assigned dimensions.

Note

Only one team manager is allowed per expense team.

Import expense users from Microsoft Entra ID

Instead of creating users one by one, you can import them from your Microsoft Entra tenant.

  1. Open the Expense Users page.
  2. Choose More options > Import Expense Users.

This imports all Entra ID users into the expense users table. After importing, open each user's Expense User Card and complete the required fields, including the Employee No. link and Employee Posting Group.

Set up expense approvers

If your organization uses the approval workflow, you must define who can approve expense reports.

  1. Open the Expense User Card for the user who should act as an approver.
  2. Turn on the Can Approve toggle.
  3. The Can approve for these expense users FastTab displays. Add the expense users that this approver is responsible for.

Note

An expense user can act as an approver only if their email matches the Authentication Email on the User Card page. Approvers must have a Business Central license.

Expense Agent supports a simple approval process with one-to-many relationships. Each approver has a list of users they can approve. Interim approvals aren't supported.

You can also view and edit all approval relationships on the Expense Approval Setup page.

Organize expense users into teams

Expense teams let you group users for reporting and management purposes. Each team can have one team manager. Defining teams simplifies classification and approval structures.

  1. Select Search (Alt+Q) in the upper-right corner, enter Expense Teams, and then choose the related link.
  2. Choose New to create a team.
  3. Enter a code and description for the team.
  4. To add expense users to the team, click the number in the Number of Team Members field to open the Expense Users page. The page is filtered to show only members of the selected team. Choose New to add members to the team.

Next steps

Set up expense categories and rules

Set up expense management
Manage employee expenses

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