Admin setup for Reimbursements

If you are setting up the Reimbursements app for your organisation, there are a few prerequisites to complete first. This guide is designed for busy administrators and focuses on the shortest path to a working setup.

• What to set up first
• Add collaborators to the workspace
• Register contacts
• Assign roles and permissions
• Create projects with budget lines (optional)
• Share the app link with the team
• Recommended setup order
• After setup

What to set up first

Before collaborators can submit expenses, make sure you have completed the following foundations:

✓Add collaborators to the organisation workspace.✓Register contacts (collaborators) in the Contacts app.✓Assign roles and permissions for the Reimbursements app.✓Create projects with budget lines (if you want to allocate expenses to engagements).✓Share the app link with the team so they can use it on mobile as a PWA.

Add collaborators to the workspace

The first step is making sure the people who will submit expenses exist in the organisation as collaborators.

Without collaborators, there is nobody to assign permissions to and nobody who can record or approve expenses.

Related guides

• Add collaborators
• Manage collaborators

Register contacts

The Reimbursements app uses the organisation's collaborators to identify who submitted each expense. Make sure every team member who will use the app is registered both as a collaborator and as a contact in the Contacts app.

Related guides

• Add a contact

Assign roles and permissions

Reimbursements access depends on roles and policies. Different users need different levels of access:

• Collaborators need permission to create expenses and expense reports.
• Managers need permission to view and approve their team's expenses.
• Admins need full access to configure, export, and manage all expenses.

You can assign access directly to a single collaborator, but the best practice is to assign roles at the team level whenever possible.

Best practice

If multiple collaborators need the same Reimbursements access, assign permissions at the team level instead of configuring each collaborator one by one.

Related guides

• Add roles to collaborators
• Manage policies
• IAM best practices

Create projects with budget lines (optional)

If you want expenses to be allocated to specific projects, the project structure with budget lines must be in place first.

When a collaborator adds an expense and selects a project, that expense can flow into the project's cost tracking. This is useful for consulting firms and agencies that need to attribute travel, meals, or material costs to specific client engagements.

Without projects and budget lines, collaborators can still submit expenses — they simply will not be linked to any project.

Note

This step is only necessary if your organisation also uses the Projects module. If you use Reimbursements independently, you can skip it.

Related guides

• Set up a project with a budget
• Understanding budget lines

Share the app link with the team

The Reimbursements app works on mobile as a Progressive Web App (PWA). Collaborators can open the app link directly in their phone's browser and add it to their home screen — no app store download required.

Share the link with the team so they can record expenses on the go, directly from a client site, restaurant, or during a business trip.

Mobile access

The Reimbursements PWA works on both iOS and Android. Collaborators simply open the link in their mobile browser and tap "Add to Home Screen" for quick access.

Recommended setup order

For the fastest reliable setup, follow this order:

1. Add collaborators to the organisation.
2. Create teams and assign collaborators.
3. Assign Reimbursements permissions, preferably at the team level.
4. Register contacts if not already present.
5. Create projects and configure budget lines (if you want project allocation).
6. Share the app link with the team.

After setup

Once the admin setup is complete, these are the most useful next resources:

💳

Add an expense

Record the first expense entry — the core action for every collaborator.

Open quick start

📋

Create an expense report

Group expenses into a report ready for approval and export.

Open quick start

👥

Manage collaborators' expenses

Review, approve, and export team expenses as an admin or manager.

Open guide