🌐 Web | 👤 Submitter
With the assistance function, you can manage expenses, trips and transactions on behalf of others. As an assistant, you can create, submit and recall expense and trip expense reports for the person you're assisting, as well as check transaction matching and manually match transactions to expenses if required.
You have been assigned as an assistant for expenses if you see Submitter > Assistance.
💡 Tip
Want to assign someone else to act on your behalf? See Assign an assistant to manage your spend.
Managing expenses with the assistance function
To start managing the spend of the person you've been authorized to assist, go to Submitter > Assistance.
Select the person from the Employee drop-down menu whose spend you are going to manage.
Once selected, you see an overview of the other person’s spend, with specific tabs for single expenses, trip expenses, and card transactions.
Expenses and trips are grouped into new, submitted and exported expenses to help you identify those reports that require your intervention.
Card transactions are grouped into New transactions to process and New transactions processed, so you can identify those transactions that still need to be matched to their corresponding expense.
You also see options to create new expenses on the other person’s behalf.
You can now create, submit or recall expenses and trip expenses as if they were your own, as well as manage any transaction matching.
🚧 Caution
Only use the options displayed in the assistance view.
Using the identical icons in the sidebar creates the expense as your own.
✏️ Note
If you don’t see exported expenses in the Assistance view, contact your company admin. They can give you permissions in the Compliance section (Admin > Company settings).
Managing invoices for someone else
To submit invoices on the behalf of another user, go to Submitter > Invoices. You can view all invoices either that you have uploaded or that have been uploaded by the person you're assisting.
For example, without Submitter delegate permissions, you only see invoices where you have been selected as a submitter:
Once you are granted submitter delegate permissions for another user, you are added as a joint submitter to all invoices for that user. Unlike forwarding an invoice to another submitter, you can view all invoices in the invoice overview.
To upload a new invoice on someone else’s behalf, add the invoice as if it were your own and then in the Submitter field, select the other person.
For similar articles about the submitter tasks an assistant can perform on the behalf of other users, see: