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What do the user roles in Klippa mean?

Klippa users can have different roles. But what exactly do those roles mean? In this article we explain what these roles mean and what the different users can do. It is possible to assign users multiple roles.

Note: Only users with the "admin" role can assign users a role.

Tip: Do you want to know how to assign users certain roles? Then read this article.

Expenses

Expense submitter: a user with this role can submit expenses via the Web App or the mobile App and can view the status of their own expenses in the "My expenses" menu.
Expense Manager: a user with this role can view, edit and change the status of expenses assigned to him/her. Expenses that are ready to be approved are listed in this user's "To do" list. In the tab "All" this user will find the archive of expenses that are or have previously been assigned to the user but do not (yet) require immediate action.
Finance: a user with this role can view, edit, select the authorization flow, book or export expenses to the bookkeeping system. All fully approved expenses are ready in this user's "To do" list for further processing. In the tab "All" this user will find the complete archive of expenses.
Admin: a user with this role has the same permissions as a user with a Finance role. In addition, this user has access to the company settings to manage the company. In this category you will find articles on how you can manage the company settings as an admin.
Audit: a user with this role can view all expenses, but not edit them.

Tip: If you use the credit card module, a finance user can also match credit card statements, you can read more about it here.

Tip: If you use the manual bookkeeping integration, finance users can also update accounting data, read more about that in this article.

Invoices

Invoice Submitter: a user with this role can manually upload invoices in the invoices module of Klippa and view self-submitted invoices. Note: Forwarding purchase invoices to a Klippa e-mail address can also be done without a Klippa user account.
Invoice Approver: a user with this role can view, edit and change the status of invoices assigned to them. Invoices that can be approved are visible in the "To do" list of this user. In the tab "All" this user will find the archive of invoices that are or have previously been assigned to the user but do not (yet) require immediate action.
Finance: a user with this role can view and edit invoices, select the authorization flow, book or export invoices to the bookkeeping system. All submitted and fully approved invoices are ready in this user's "To do" list for further processing. In the tab "All" this user will find the complete archive of invoices.
Admin: a user with this role has the same permissions as a user with a Finance role. In addition, this user has access to the company settings to manage the company. In this category you will find articles on how you can manage the company settings as an admin. This user also has the right to delete invoices
Audit: a user with this role can view all invoices, but not edit them.

Tip: it is advisable to also assign the Finance user an invoice submitter role, so that in addition to processing invoices received via email, this user can also add invoices via the Web App and split incoming emails with multiple attachments.

Tip: If you use the manual bookkeeping integration, finance users can also update accounting data, read more about that in this article.

Updated on: 14/03/2025

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