Expense Management Users
Users of Expense Management can be categorized into three groups: admins, reviewers and approvers, and submitters. This guide covers what each group is responsible for, where each group works (web app versus field app), and which guides pertain to each group.
| Group | Responsible for | Works in |
|---|---|---|
| Admins | Connections, cards, users, coding rules, approval workflows | Web app |
| Reviewers and approvers | Checking coding, approving or sending back, syncing | Web app |
| Submitters | Capturing receipts and tagging them to a job | Field app |
Admins
An admin is responsible for:
- Connections. The ERP connection and the bank connection that produces the transaction feed.
- Cards. Every card needs an Assigned user, and depending on the ERP an ERP employee and an ERP card account. The assigned user is what links a person's receipts to their transactions.
- Users. Inviting cardholders and reviewers, and setting their access.
- Coding profiles and policies. Templates that pre-fill the accounting detail on common purchases, and the policies that control which templates a given user can reach.
- Approval workflows. Who reviews what, and in what order.
- Account settings. Vendor source, expense date and amount source, custom numbering and descriptions, the automatic transaction cutoff date, and whether expenses submit for review and sync on approval automatically.
A card with no Assigned user produces unlinked expenses. Audit every card for blanks before go-live, and remember that a card does not appear as an option until a transaction has been made on it.
Admin guides: Connecting your ERP, Connecting your bank, Setting up cards, Inviting users, Coding profiles, Policies, Settings: Account.
Reviewers and approvers
Reviewers & approvers are the people an expense is routed to once it leaves the Draft status. Typically, reviewers and approvers will be members of your project management and/or accounting teams.
Reviewers & approvers are responsible for checking the costs are charged to the correct jobs, using the correct budget codes, and that the ledger account & dates on the expense are correctly coded.
A standard flow includes submittal from the field team, PM review & coding, and accounting approval and syncing.
A reviewer's work on a single expense is: open it from the queue, confirm the receipt is matched to the right transaction, check the coding, then approve it or send it back with a comment.
Routing an expense to the PM on the job requires multi-stage review to be enabled. Route PM as Second Reviewer depends on it.
Reviewer guides: Approval workflows, Multi-stage review, Review and approve an expense, Expense statuses, Syncing to ERP.
Submitters
Submitters are the cardholders, usually superintendents, foremen, and crew. They work almost entirely in the field app on their phone, and their whole job is to submit receipt photos & say what the receipt is for.
A submitter is responsible for:
- Photographing the receipt at the point of purchase
- Selecting the job the purchase belongs to, or leaving it blank when the expense is overhead
- Adding a description when the purchase needs an explanation
- Submitting the receipt for approval
A submitter can capture a receipt before the transaction posts. Agave then holds the receipt and matches it when the transaction posts to the corresponding bank account.
Submitter guides: Field App Guide: installing the app on iPhone or Android, logging in, and submitting receipts.
Related guides
- What is Expense Management?: What the product does and how an expense flows through it
- Glossary: Terminology used across the Expense Management guides