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 Team Management in the left menu (Team 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.
Under G/L Accounts, select Give these G/L accounts to future team members when their sheet is created to use your current accounts for newly joined teammates. Under Accounting Email, first push a saved address, then select Give the saved Accounting Email to future team members to set it as their removable report recipient. These choices are independent and off until a team owner or co-admin enables them. Pushing to selected current members does not enable future-member sharing. ExpenseBot never automatically rewrites an existing teammate's G/L sheet and preserves personal report recipients; use an explicit push for existing sheets and review anyone shown as skipped or failed before retrying.
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.
Review invoices captured by multiple people
Open Push Settings -> Corporate Card -> View Team Dashboard. Under Cross-member duplicate review, choose Check expenses. The check compares licensed teammates' sheets for the displayed reporting period; it does not automatically remove or omit anything.
Review the people, invoice reference, date and amount. Choose the copy to keep, then Review omission -> Confirm omission. The other teammates' copies are omitted, not deleted. If the team owner's copy is in the group, keep that copy; the owner can review their own expense directly in Review Expenses instead. Copies already on a report cannot be omitted here.
Wait for the result and check again. If some copies could not be confirmed, review the remaining matches rather than assuming all were updated. If a team sheet cannot be checked, no omissions are allowed until access is restored. An uncertain update needs support confirmation before retrying that group.
To restore an omitted copy, its owner opens My Reports -> Review expenses, finds the omitted expense and chooses Include in reports & insights. No spreadsheet row or receipt file was deleted. Existing report artifacts are not rewritten.
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.