This guide will walk you through the different Expense roles and permissions available. Please also see our other guides: How to set up Expenses as an Admin and Approving expenses.  

How to invite and delete staff members and cardholders

Please refer to our User Role Management Guide for more information. 

How do Expense permissions and roles work?

There are two permissions for expenses: expense admin and expense user.

An expense admin is able to do the following:

1. Activate Airwallex Expenses for the account
2. Set up and manage the accounting integration for Airwallex Expenses
3. View and edit all expenses in the account
4. Approve expenses submitted to them for review
5. Sync expense data to Xero or QuickBooks
6. View and edit approval workflows

An expense user is able to do the following:

1. View and edit expenses from their own employee cards
2. Submit their expenses for review and approval
3. Approve expenses submitted to them for review

By default, all users with the Admin system role will have expense admin permissions, and all users with the Cardholder system role will have expense user permissions. You can also create custom roles with the expense admin and expense user permissions separately.