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Roles

Truvio Expense Management (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 create and submit their own expenses, mileage, and per diems from the mobile app or web portal. They:

  • capture a receipt (photo or upload) - SmartExtract reads the date, amount, and merchant, and suggests a category
  • add mileage and per diem claims
  • optionally group several items into an expense report before submitting
  • submit for approval and track each item's status

An employee set up as a delegate can also prepare and submit on behalf of another employee - see Delegations.

Where they work: Mobile app or web portal.

Approver​

Approvers review submissions from the employees assigned to them and either approve or reject each one.

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

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

Finance / Bookkeeper​

The finance team works in Business Central. Once 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 handle unmatched transactions

Where they work: Business Central - the Expense Management role center (Business Manager or Accountant).

Administrator​

The administrator configures and maintains TEM in Business Central - initial setup (wizards, posting groups, categories, policies) and ongoing user management (adding employees, changing approvers, removing access).

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