As a team admin you invite your people, push company-wide settings to them, and, if you use company cards, run card reconciliation for the whole team. Each team member keeps their own ExpenseBot account and Google Sheet.
Where to find it
- Team owner: choose Team at the top of ExpenseBot. The page is called Team Management.
- Co-admin: choose Manage Licenses in the left menu (Licenses on mobile). You'll see "Managing {owner}'s team" at the top.
How it works at the top of the page opens a short walkthrough.
Invite Team Members
- Invite each person by email to give them a license. They join by signing in with that email.
- See who has accepted, who is pending, and how many licenses are free.
- The team owner can add co-admins under Team Admins → + Make someone an admin. Removing admin access doesn't remove the person's license.
- The owner doesn't need a license to hold a company card.
Push Settings
Open Push Settings and pick an option from Choose setting:
- G/L Accounts: send your chart of accounts to the team so everyone codes expenses the same way.
- Project Tags: send project, client or department tags.
- Accounting Email: choose where completed expense reports are sent, such as finance@yourcompany.com.
- Mileage Rate: set the mileage rate your team uses.
- Travel meal reimbursement: publish an optional meal allowance policy for travel claims. See travel meal reimbursement policy.
- Corporate Card: connect the company bank or upload statements, assign each card to its holder, and reconcile charges against receipts. See corporate card reconciliation.
Corporate card checklist
- Push Settings → Corporate Card → Connect Corporate Card (Plaid), or choose Upload statements (manual) if your bank doesn't connect.
- Find accounts and employee cards, then assign each card in Assign to. Your own card can go to You (team owner). If a row says Cardholder not identified by bank, confirm who spends on that account before assigning it.
- Save Assignments.
- View Team Dashboard to follow each person's review, see unmatched charges, send a reminder, and approve completed periods.
Each week ExpenseBot matches assigned card charges to receipts in each cardholder's own sheet and emails them about anything missing. At the end of each reporting period (monthly by default), reports are submitted for everyone whose review is complete, and you get one summary email.
What admins don't do
- Admins don't issue cards, set spending limits or decline purchases. ExpenseBot works with the cards you already have.
- Team members' master Google Sheets stay theirs. Reports are organized snapshots and don't move or delete their rows.
Related answers: viewing people's reports and licenses and Push Settings.