Expenses permissions allow HR and finance teams to control who can create, view, approve, or manage expense reports within the system. With these permissions, you can ensure that sensitive financial information is handled securely, approvals follow company policy, and employees are reimbursed accurately and on time. This article explains the different permissions available and how to assign them effectively.
Employees must be assigned to the corresponding permissions group for Expenses permissions to apply.
How to set up your Expenses permissions
- In your sidebar, go to Settings
- Click on Permissions
- Select the Expenses section
- Enable or disable the permissions
- Click on Save changes
Some permissions let you choose the specific scope of a permission: deciding who a user is allowed to perform a the action on.
- For themselves: Only on their own profile/data.
- For direct and indirect reportees: On employees who report to them, directly or through a hierarchy.
- For people on teams they lead: Only on members of teams they manage.
- For people in their legal entity: Anyone in their department, branch, or company entity.
- For the whole company: Across all employees in the organisation.
Expenses permissions
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Add new expenses on behalf of someone else
This permission allows the employees inside the specific group of permissions to create regular and mileage expenses for other employees.
The user must have permission to Can view and download ‘Expenses’.
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Can access expense settings
This permission allows the employees inside the specific group of permissions to see and manage the Expense setting section. They will be able to set approval groups and flows, customise the expense forms, and enable features for the Expense app.
The user must have permission to Can view and download ‘Expenses’.
Enable this permission for Reset the expense approval flow to work.
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Can manage cards
This permission allows the employees inside the specific group of permissions to manage all cards.
Enable this permission for these to work:
- Cancel a Factorial card
- Change a Factorial card budget and limits
- Change the alias of a Factorial card
- Change the phone number of a cardholder
- Create a Factorial card
- Deactivate a Factorial card
- Reactivate a Factorial card
Check Finance permissions > Banking permissions
The user must have permission to See cards → Check Finance permissions > Banking permissions
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Can reimburse expenses
This permission allows the employees inside the specific group of permissions to reimburse expenses by SEPA file or payroll.
The user must have permission to Can view and download ‘Expenses’.
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Can request cards
This permission allows the employees inside the specific group of permissions to request single-use cards on their own.
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Can see transactions
This permission allows the employees inside the specific group of permissions to see all transactions.
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Can set expenses as Paid
This permission allows the employees inside the specific group of permissions to manage the "Paid" status for expenses.
The user must have permission to Can view and download ‘Expenses’.
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Global Approver for Expenses
This permission allows the employees inside the specific group of permissions to fully manage an expense overriding the applicable approval flow.
The user must have permission to Can view and download ‘Expenses’.
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Manage expensables
This permission allows the employees inside the specific group of permissions to manage expensables through integrations.
The user must have permission to Can view and download ‘Expenses’.
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Reset the expense approval flow
This permission allows the employees inside the specific group of permissions to reset the whole approval flow for Pending, Approved or Rejected expenses
The user must have permission to
- Can view and download ‘Expenses’
- Reset the expense approval flow
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See the employee Legal Entity
This permission allows the employees inside the specific group of permissions to see the Employee's Legal Entity.
Enable this permission for Can see the employees of a legal entity to work → Check Company permissions.
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Can delete rejected manual expenses
This permission allows the employees inside the specific group of permissions to permanently remove expense reports that have been manually submitted and subsequently rejected.
The user must have permission to Can view and download ‘Expenses’.
You can choose the scope of this permission.
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Can edit expenses with pending status
This permission allows the employees inside the specific group of permissions to modify expense reports that have been submitted but not yet approved.
The user must have permission to Can view and download ‘Expenses’.
You can choose the scope of this permission.
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Can view and download ‘Expenses’
This permission allows the employees inside the specific group of permissions to see the expense tab and to export expenses as a file (like CSV or Excel) for reporting, analysis, or record-keeping.
Enable this permission for these to work:
- Add new expenses on behalf of someone else
- Can access expense settings
- Can reimburse expenses
- Can set expenses as Paid
- Global Approver for Expenses
- Manage expensables
- Reset the expense approval flow
- Can delete rejected manual expenses
- Can edit expenses with pending status
You can choose the scope of this permission.