Administration and security
Set up your team. Control access to expenses.
Invite employees, assign responsibilities and configure how expenses are reviewed. Reimgo brings user roles, approval settings and audit records together, so you can manage access as your team grows. Required two-factor sign-in for admins and finance protects the people who manage company settings and reimbursements.
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Set up expense management around your business
- Create your company workspaceSign up with your company name, country and email address, and confirm your email to create the workspace.
- Invite people and assign responsibilitiesInvite employees by email, assign their roles and set their managers. Each person creates their own password, and admins and finance also set up an authenticator app.
- Configure your expense processSet up categories, departments, projects and cost centers, then define the expense policies and approval workflows that match how your business reviews claims.
- Manage changes as your team growsUpdate users, roles and settings when responsibilities change. The changes are recorded, so you can trace who made them.
Give each person the access they need
A person can hold more than one role. Permissions decide which records they can access and which actions they can take. Payment release stays subject to the batch approval controls, even for finance users.
| Role | Main responsibilities |
|---|---|
| Employee | Capture expenses, submit reports and view their own expense history and bank details. |
| Approver | Review reports routed to them, approve or return them, and view their team's spending. |
| Finance | Review company reports, manage reimbursement batches, record payments and access bank details when authorised. |
| Admin | Manage users, roles, categories, policies, workflows, settings and billing. |
| Auditor | Review company expense records and audit information without changing them. |
Protect access to financial information
Required two-factor sign-in
Admins and finance sign in with a password and a code from an authenticator app. Releasing a reimbursement batch asks for a fresh code.
Access checks on every request
Reimgo checks permissions whenever someone opens a record or takes an action, so restrictions hold beyond what the screen shows.
Separate customer databases
Each customer company has its own database, keeping its records apart from other customers'.
Recorded sign-ins and sensitive actions
Sign-ins are recorded with their IP address. Revealing a full bank account number and downloading a payment file also create audit entries.
Keep expense decisions traceable
Report history shows how an expense report moved through submission, approval and reimbursement. The company audit trail records actions such as changes to records, approvals, batch releases, payment-file downloads and settings changes, with who acted and when, plus the channel, IP address and before-and-after values where they apply.
Audit entries form an append-only history; ordinary report views do not create entries. Admins and auditors can read the company audit trail through the API today. A downloadable audit-log export is not part of the product yet.
Support teams across companies and time zones
Manage several legal entities
Run more than one legal entity in one account, each with its own country, currency and payment settings.
Set company and user time zones
Set time zones for the company and for individual users, so dates, deadlines and reminders are right for people in different locations.
Switch on settings when needed
Enable advanced options such as projects and cost centers when they become relevant to your expense process.
Questions about administration and security
Can one person have more than one role?
Yes. A person can hold several roles, so their access reflects their responsibilities. The controls around expense approval and reimbursement release still apply.
Can employees sign in with Google or Microsoft?
Yes. People can sign in with Google or Microsoft, or with an email address and password. Releasing a payment still needs two-step sign-in with an authenticator app, however a person signs in.
Can an accountant or auditor get read-only access?
Yes. The auditor role gives read-only access to company expense records and audit information, without the ability to change them.
Can we download the company audit trail?
Not as a download today. Admins and auditors read it through the API. Each expense report also carries its own approval history.
Is viewing an expense report recorded in the audit trail?
No. Ordinary report views are not logged. Sensitive actions, including revealing a full bank account number and downloading a payment file, are recorded.
What happens when an employee leaves?
Deactivate the user to remove access. An admin can then remove their personal details: name, email, phone, employee number, bank details and sign-in. Their expenses, reports, approvals, receipts and audit records stay for your records under a numbered pseudonym; the process does not delete those documents.
Set up expense management with clear responsibilities
Create your workspace, invite your team and configure the roles and approval process your business needs.