The expense management process has several stakeholders: Employees, Team Managers, Finance Teams, Accountants, and the Travel Desk. Since each stakeholder has a different role, differentiated access becomes essential. A common account is a security nightmare. Fyle has defined multiple user roles and permissions that enable users to access only the information they need.

Roles for every user

As soon as an employee is added onto Fyle, you have to assign them relevant roles. Each of these roles has visibility only to data that’s relevant to them.

1. Fyler  

Anyone who needs to file or report expenses is called a 'Fyler'. This role is given to every user by default because, presumably, everyone in the organization has expenses to report.

For your employees that only need to report expenses and track the status of their reimbursements, you assign only the 'Fyler' role. So, for example, your Sales employees don't need any other information or access. They only have an individual view. So a Fyler can not access, approve or process other reports in the organization.  

2. Approver  

The Approver role gets assigned automatically to a user listed as the primary or secondary approver of an employee. So you don't have to select it manually.

This enables your approvers to access the 'Team' tab, which has all the reports, advances, and trip expenses that need their approval. An approver can also fyle his expenses, and submit to his approver.

3. Finance and Accounting roles

Larger organizations may have multiple roles within a Finance team. For example, some are responsible for verification and governance. Some others handle the payment processing or reimbursement function. To accommodate this, we've created three roles - Verifier, Payment Processor, and Auditor.

       a. Verifier

Although we have automated policy checks in place, some companies prefer to ensure additional compliance. A Verifier can access all the expense reports and requests submitted across the organization.

They can edit expense reports, leave comments, and finally 'Verify' a report if it's compliant.  

       b. Payment processor

Fyle acts as a pre-accounting platform. Once all the expense reports are verified, you proceed to reimbursement. Or, if you primarily use credit cards, the next step is to ensure accurate reconciliation.

The 'Payment Processor' can access and control the Payment Queue.  The system updates the payment statuses for each employee’s claims, so tracking becomes easy.

If you use Fyle's ACH feature to reimburse, all the data is automatically synced. Likewise, if you make payments through your bank or accounting software, you can set up integrations to help sync data. This means your entire accounting process is seamless, with all your information exported automatically.

A payment processor can also view all expense reports across all states in the organization.

        c. Auditor

Our auditor role enables you to keep your data safe during your auditing process. It allows read-only access to view the payments that are pending, in process, or completed. The Admin can disable this role soon after auditing is done.

4. Travel Desk Roles

Depending on the organization's size and travel frequency, some companies may have a separate travel desk that handles employee travel bookings. They're either an internal department or external travel agents.

In such cases, they only need to have data related to trips. Especially if it's an external agent, security becomes imperative. Fyle's travel desk roles ensure your data is protected.

       a. Travel administrator

A travel admin can view all trip requests in the organization and assign them to different travel agents.

       b. Travel agent

This role enables an agent to interact with the trip requester and complete the booking process.

5. Administrator

Fyle's Admins have complete control over the platform. From managing organizational settings, users, and employee details to getting a bird's eye view into expenses, this role has organization-wide analytics. Admins have approver and finance functionalities too.

Summary

Expense management for the new age

An expense software holds valuable information. Role-based access controls (RBAC) have long been used to ensure security is maintained while keeping functionality intact. Fyle’s RBAC has been built to address security in expense management specifically. We cover numerous roles that could exist in an organization without impacting customization.

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What’s more, our support team helps you set up your account on Fyle and assign roles to your employees, so you don’t have to worry. Schedule a demo with our team today to learn more!