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Roles

TEM has four distinct roles. A person can hold more than one (a manager is often both an employee and an approver).

Employee (Submitter)​

Employees submit expenses, mileage, and per diems through the mobile app or web portal. They can:

  • Photograph receipts and let SmartExtract fill in the details
  • Group items into Expense Reports
  • Track approval status
  • Submit on behalf of another employee if set up as a delegate

Where they work: Mobile app or web portal.

Approver​

Approvers review submissions from their assigned employees and either approve or reject them. Approval can happen from the web portal or the approval section of the mobile app.

An employee's approver is set on the Employee Card in Business Central. Approval Policies can add extra levels or route to different approvers based on amount or category.

Where they work: Web portal (Approval section) or mobile app (Account → Approval).

Finance / Bookkeeper​

The finance team works exclusively in Business Central. After an expense is approved, they:

  • Review and post it to the general ledger
  • Adjust GL accounts, dimensions, or tax fields before posting if needed
  • Process reimbursements (payment journal, file export, or vendor payment)
  • Import Company Card statements and manage unmatched transactions

Where they work: Business Central - Travel & Expense role center.

Administrator​

The administrator configures and maintains TEM in Business Central. This includes initial setup (wizards, posting groups, categories, policies) and ongoing user management (adding employees, changing approvers, disabling users).

Where they work: Business Central - Truvio Expense Management - Overview page.