With its various modules and configurations, Yokoy has both core user types, as well as several module-specific roles. In this article, we will introduce you to the core user types as they are used in the Yokoy Expense module, as well as the distinct users of all additional modules.
Please note that for the Yokoy Pay and Yokoy Invoice modules, as well as for Yokoy travel integrations, the user types are in addition to the core user types, and not separate.
Yokoy Expense & core user types
Depending on your position in your company, you are either only a Submitter, or have multiple roles. Each role comes with its own specific menu and set of functions. You can find more information about each role linked to its name below.
The Yokoy tool is structured according to three different primary roles: Submitter, Manager and Finance. These roles are actively involved in the approval process of expenditures.
Submitter: Every Yokoy user can upload new expense claims and invoices, submit them, view already submitted expenses and invoices, and archive them
Manager: This user can view, approve or reject all expenses and invoices submitted to him/her or a dedicated cost center
Finance: This user has access to all expenditures of the legal entity, can review or reject expenses and invoices, as well as export them
Beyond these roles are two support roles: HR and Admin. These roles provide organizational support for your Yokoy configuration.
There is also a non-core, but essential user type in Yokoy, Audit. This role is intended to give external auditors temporary access to your expenditures in order to check their legitimacy directly in Yokoy.
Yokoy Pay
In addition to the core user types, Yokoy Pay has specific roles to manage your Yokoy Pay cards:
Cardholder: Even though the cardholder role is not a distinct role in Yokoy as it is integrated in the Submitter role, one important distinction needs to be made when it comes to Yokoy Pay. As soon as a Submitter becomes the cardholder of a Yokoy card, this person will get access to a wide range of card functionalities in the Submitter / Card transactions tab which cardholders of other cards don't get.
Cards Admin: This role can manage and review corporate card assignment and usage. This can, but does not necessarily include, managing account funding for the bank account to which corporate cards are linked.
If you are made a Cards Admin, you will receive materials specific to your Yokoy Pay product, which will explain the responsibilities and functions of your new role to you.
Yokoy Invoice
In addition to the core user types, Yokoy Invoice has a specific role to manage your invoices:
Invoice Processor: This role can manage invoices and suppliers. It is similar to the Submitter function in this module, as both user types can upload, code and submit invoices, thus being the starting point of the invoice approval flow. However, the Invoice Processor is also responsible for maintaining the supplier list of the organization and monitoring the invoice approval process.
If you are made an Invoice Processor, you will receive materials to explain the responsibilities and functions of your new role to you.
Yokoy travel integration
In addition to the core user types, using Yokoy travel integrations adds a specific role to manage your travel provider integrations:
Travel Admin: This role can manage travel expenses. Depending on the configuration, the Travel Admin may be responsible for reviewing correct assignment of travel costs, or may additionally be responsible for submitting them to the approval process.
If you are made an Travel Admin, you will receive materials specific to your travel provider integration to explain the responsibilities and functions of your new role to you.
