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 basis.

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 settlements via the Acubiz app as well as the web portal.

2. Approver

• Function: Allows the user to receive and process expense receipts from the employees they are designated as approver for.
• Responsibility: The approval constitutes a formal managerial approval. Therefore, the approver must ensure that the expense is:
  • Business-related and in accordance with the company’s 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 settlements on behalf of other employees.
• Note: This role requires that the secretary is 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 settlements).

1. Finance

Targeted at the finance function, which controls and quality assures approved settlements before exporting them to the company’s ERP system.

• Finance control:
  • Review of approved settlements and associated documents.
  • Ability to edit or reject approved settlements (returned to the employee or approver). Learn more about finance control >>
• Credit card administration:
  • Creation of permanent links between e-transactions and users upon first use of a credit card. 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 functions in the Finance role >>

2. Administrator

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

ℹ️ Note User access control for Administrator

• User management: Create and deactivate users, adjust 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 >>
• Coding & Rules: Manage chart of accounts, type codes, currencies/exchange rates, and credit card coding. See how to work with coding and rules
• System setup: Manage per diem and mileage rates, email templates, and automatic email distribution. 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 finance control.

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

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