Acubiz is a system where a Pro user can specify which roles individual users must hold. This article deals with the following user profiles with associated roles in Acubiz.

• End-user
• Pro-user

Employee

All users created in Acubiz are automatically given the Employee role.

This role cannot be removed, but it allows the employee to make settlements in Acubiz and log into the Acubiz app.

Approver

If you have the approver role, you can be assigned as an approver for other users. To become an approver for someone, you need to be added as their approver. How to change an approver for a user >>

When you are an approver for one or more employees, you will receive their expenses for approval. Before approving or rejecting, you might need to review several points.

• Is this a business-related expense?
• Is the expense within the agreed framework?
• Is there proper documentation, like receipts?
• Are the costs correctly allocated (department, project, etc.)?

There might be more or fewer checkpoints depending on the situation, but the main idea is that approvers review the expenses submitted for approval.

An approver can:

• Standard Acubiz features
  • Approve expenses
  • Reject expenses (sending them back to the employee with a message)
• Acubiz purchasing features
  • Transfer the cost to another approver
  • Edit expenses

Secretary

The secretary role can be assigned to users who handle settlements on behalf of someone else. When a user is given the secretary role, they must also be activated as secretary for the users they assist.

How to:

• ... an administrator adds a secretary to a user >>
• ... a secretary works on behalf of another in the Acubiz app >>

Finance Role

Users with the finance role handle their tasks mainly through the web interface. If they need to settle expenses, they should use the Acubiz app. Learn more about settling expenses here

The finance role is assigned to users who verify settlements made by employees and approved by approvers before exporting them to the ERP system for accounting.

• Explore what the finance role offers in Acubiz >>

The finance role includes the following responsibilities:

Final Approval

• Approve all expenses that employees have submitted and approvers have approved
• Make changes to approved expenses if needed
• Reject approved settlements and send them back to the employee or approver
• Review documentation for all expenses

Learn more about financial control >>

Credit Card Match

• Set up permanent matches between credit card transactions and employees when an employee uses their credit card for the first time
• Learn more about automatic matching of e-transactions >>

Finance can also...

• View all transactions by status for all employees
• Transfer transactions from one employee to another
• See transactions waiting for approval from approvers
• Transfer transactions from one approver to another
• Search and view all expenses made by employees
• Export settled expenses to the ERP system
• Perform reconciliations

Administrator Role

The Administrator role allows selected employees to set up and manage various parts of Acubiz. Find out more about what the administrator role can do >>

ℹ️ Note: User Access Control for Administrators

Users

• Create new users
• Disable users
• Update users' personal information
• Change users' roles
• Manage affiliations like approvers and secretaries
• Handle postings, driving, diets, approval levels, and more

Learn how to manage users in Acubiz >>

Financial Dimensions

• Add new financial dimension values
• Delete or disable existing dimension values

Learn how to manage financial dimensions in Acubiz >>

Accounts

• Create new expense accounts in the chart of accounts
• Delete or deactivate cost accounts
• Work with type codes
• Create and update currencies and exchange rates
• Manage credit card accounting

Learn how to set up postings in Acubiz >>

Other Setup

• Adjust email settings, including email content sent from Acubiz
• Create and modify schedules for reminder emails
• Manage allowance rates
• Manage mileage rates
• Manage countries and currencies

Learn about other settings in Acubiz >>

Statistics Role

The statistics role is for users who need to search and view all transactions but do not require the ability to make changes like those with the finance role.

This role is often assigned to external auditors who need access to review booked transactions. Learn more about audit access >>