A guide to Expense Management user roles

As an admin, you can assign roles to the employees at your business with Expense Management access. Users with the spender role have basic permissions. Approver and admin roles can be additionally assigned to provide users with more Expense Management permissions. These roles apply only to the expense management tool and don’t affect a cardholder’s role in your Capital One account.

A user’s Expense Management role corresponds to Capital One role—account manager or authorized user—by default, but you can change the Expense Management role for each employee at any time. Changes made to an employee’s Expense Management role will not change their Capital One role.

Spenders can only view the expenses and reports they’ve created. Spenders can submit expense reports for approval. Every user on the Expense Management account has spender capabilities. Authorized users on your Capital One business account are designated spenders by default.

Approvers are responsible for reviewing and approving expense reports created by specific employees or containing expenses for a particular project.

Admins can view expenses and approve reports for the entire business and edit Expense Management settings. Account managers on your Capital One business account are designated as admins by default.

Select the Settings tab in the left side panel. Then, select the View employees page within the Employees drop-down.

From the Employee overview table, select the user whose role you’d like to update.

In the Edit employee pop-up, go to Employee role and select admin from the drop-down.

Select Save to finish.

The user’s Expense Management account will now be updated to the admin role.

You can set up two types of approvers: project approvers and employee approvers.

Employee approvers review and approve expenses submitted by specific employees. For example, a manager or team lead may approve expenses for the employees that report to them. To learn more, read the Set up employee approvals help article.

Project approvers review and approve expenses for a specific project. For full instructions on setting up projects and project approvals, read the Set up project approvals help article.

If you have any more questions about Expense Management roles, contact our support team at support@capitalone-fylehq.com.