End User and Pro User Roles in Acubiz

In Acubiz, a user's license type and permissions are defined by the roles assigned to them. Administrators and Pro users can customize these roles on an individual level.

Contents of this article:

This article provides an overview of the role structure in Acubiz and the difference between an End User and a Pro User.

• End User Roles
  • 1. Employee
  • 2. Approver
  • 3. Secretary
• Pro User Roles
  • 1. Finance
  • 2. Administrator
  • 3. Statistics

End User Roles

An end user license is triggered when a user is assigned one or more of the following roles:

1. Employee

• Default role: Automatically assigned to all newly created users and cannot be removed.
• Function: Grants the user access to submit expense receipts and reimbursements via the Acubiz app and web portal.

2. Approver

• Function: Allows the user to receive and process expense receipts from the employees for whom they are designated as approver.
• Responsibility: Approval constitutes a formal managerial approval. The approver must therefore ensure that the expense is:
  • Business-related and in accordance with company policies.
  • Properly documented (valid receipts).
  • Correctly coded with respect to department, project, or other dimensions.
• Permissions:
  • Standard: Approve or reject expenses (with the option to add a comment).
  • Additional purchase: Edit expenses or reassign them to another approver.

📖 See also: How to change the approver for a user.

3. Secretary

• Function: Grants the user permission to create and manage reimbursements on behalf of other employees.
• Note: This role requires the secretary to be explicitly linked to the specific users they are to represent.

📖 Read more:

• HOW TO: Add a secretary to a user (Administrator) >>
• HOW TO: Work on behalf of another in the Acubiz app >>

Pro User Roles

Assigning just one of the roles below automatically qualifies the user for a Pro user license. Pro users primarily work via the web interface (the Acubiz app is used if the Pro user also needs to create personal reimbursements).

1. Finance

Targeted at the finance function, which controls and quality assures approved reimbursements before they are exported to the company’s ERP system.

• Financial control:
  • Review of approved reimbursements and associated receipts.
  • Ability to edit or reject approved reimbursements (sent back to employee or approver). Learn more about financial control >>
• Credit card administration:
  • Creation of permanent links between e-transactions and users upon first use of credit cards. See: Configure automatic transaction matching
• Other functions:
  • Search and overview of all transactions across the organization.
  • Reallocation of transactions and approval flows.
  • Export to ERP system and accounting reconciliation.

📖 Read more: Overview of features in the Finance role >>

2. Administrator

Provides full access to setup, maintenance, and administration of Acubiz.

ℹ️ Note User access control for Administrator

• User management: Create and deactivate users, customize personal information, change roles, and manage approval and secretary relationships.
• Master data & Dimensions: Create and maintain financial dimensions, departments, and projects. See How to work with financial dimensions in Acubiz >>
• Accounting & Rules: Manage chart of accounts, type codes, currencies/exchange rates, and credit card coding. See how to work with accounting and rules
• System setup: Manage per diem and mileage rates, email templates, and automatic email dispatch. See Administration settings

📖 Read more: Functions that the administrator role can handle in Acubiz >>

3. Statistics

Provides read-only access to all transactions in the system without the ability to make edits or perform financial control.

• Usage: Ideal for external auditors or controllers who need full insight into posted data without editing rights.

📖 Read more: Setting up access for external auditors >>