Add a new employee

Goal

Create a new employee in Business Central and enable them for Expense Management.

Steps

1. Create the employee record and enable TEM

Option A - Manual

1. From Truvio Expense Management - Overview, select Employees → + New
2. Fill in the standard Business Central employee fields (name, email, etc.)
3. Open the Expense Management tab and click Configure for TEM to launch the setup wizard
4. Work through the wizard steps:
   • Select the Employee Posting Group and Employee Profile
   • Assign or create a portal login (see Create logins)
   • Assign the Approver who will review this employee's expenses
   • Optionally enable Send Welcome Email on the final step

Option B - Copilot import

If the employee does not yet exist in Business Central, you can use Copilot to create the record from a payroll export or CSV file instead of entering fields manually:

1. From Truvio Expense Management - Overview, select Employees
2. Click the Copilot import action and attach your CSV or Excel file (typically exported from your payroll system)
3. Copilot maps the file columns to employee fields - review the suggestions
4. If the mapping needs adjusting, type a correction prompt and click Regenerate
5. Click Add Employees to create the records

After import, continue from step 2 (additional setup) below.

Using Multi-Entity Management (MEM)? Set the Business Central User field on each portal login - MEM entity filtering relies on it. See Multi-Entity Management.

2. Complete additional employee setup

After the wizard, open the employee card and set reimbursement fields if applicable:

Field	When required
Alt. No. For File Export	File Export reimbursement method - if payroll system uses a different employee ID
Vendor No. For Reimbursement	Vendor Export reimbursement method

What to check

• Employee can log in to the portal or mobile app
• Expense they submit routes to the correct approver
• Employee profile is correct - check visible categories match what the employee needs

Related

• Reference: Employee setup
• Reference: Portal logins
• Best practice: Employee profile design