Users

• 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 viaSome readers

• How can I delete a user?

  ||| Note: This action is only possible for a user with admin rights. Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Then click on Company Settings / Users. Click on the user you want to delete. ClicFew readers

• How to add a user to a group?

  Why do we add users to groups? So that users can select specific values when submitting an expense. So that you can configure in the business rules which authorization flow applies to a group of users. | Tip: Haven't created groups yet? First, check this article ||| Note: This action is only possible for users with admin rights. Make sure you are logged into the Klippa Web App as a user with ''admin'' rights. Navigate iFew readers

• How to send a new activation email to a new user?

  Have you added a user (link to article: How to add one or multiple user(s)?), but this person has not yet activated the account? Then send a new activation e-mail using the steps below: Navigate the menu to Settings and then company, under Company settings / Users. On the right, you can see if the user has activated the account. In the example below, the new user has not yet activated the account. CFew readers

• As admin, how can I perform actions on behalf of users within my company?

  || Note: Opting for the admin impersonation feature also includes access to the delegation functionality. Impersonation, allows you to temporarily log in or perform actions on behalf of another user in the system. This allows you to assume the role and access rights of another user, and manage their account temporarily. This can be useful for troubleshooting (e.g. a transaction is set to the status incomplete by accident) or performing specific tasks on behalf of that user. Navigate to SettFew readers

• How to add one or multiple user(s)?

  Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Click on the tab for "Users" in the company settings and click on "Add" in the upper right. Fill in the details of the new user and finally click on "Create". TSome readers

• How to import users?

  We advice you to use our import method if you want to add a large amount of users at once. Make sure you are logged in to the Klippa Web App as a user with admin rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Choose in the Company settings tab for Users and click Import or Add in the upper right. Instructions on how to create an import file are given in the Klippa interface.Some readers

• How to add groups?

  In Klippa it is possible to divide your employees over groups. For instance, you could create a group and link to a different value (i.e., category, cost center, cost unit, payment method, project) to only show relevant field whenever an employee submits their expense. Furthermore, groups can be used in the authorization flows and business rules. Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to SettingsSome readers

• How to activate the account of a new user?

  ||| Note: this action is only possible for a user with admin rights. Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Then click on Company Settings / Users. Select the users whose account you want to activate. Click on the button Edit. ![](https://storage.crisp.chat/users/helpdesk/website/4cae8d8acec84400/sFew readers

• How to add an existing Klippa user to my company environment?

  How to add an existing Klippa user to my company environment? ||| Note: this action is only possible for a user with admin rights. Make sure you are logged into the Klippa Web App with your account as a user withadmin rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Then click on Company Settings / Users and in the top right corner click the green button with Add. ![](https:/Few readers

• How to set user roles?

  | Tip: Want to lean more about the differences between roles in Klippa? Then read this article. Klippa users can have different roles, that determine their permissions to perform certain actions in the application. In this article we explain how you can assign roles to users. ||| Note: this action is only possible for a user with admin rights. Make sure you are logged in to the Klippa Web App as a userSome readers

Business rules and authorisation flows

• How to add an authorization flow?

  With an authorization flow you choose one approver or a combination of approvers who can approve transactions in Klippa. An authorization flow can be triggered in various ways: Automatically when saving a transaction through a business rule, read in this article how to set up business rules for your expense process and in this article how to do this for your invoice proFew readers

• How to add a business rule for invoices?

  | Tip: If you are looking for how to add a business rule for expenses, read this article. A business rule is a rule that allows you to perform certain actions automatically under certain conditions, such as changing the status of an invoice, sending notifications and triggering an authorization flow. In this article, we'll cover a business rule that triggers an authorization flow. ||| Note: for some invoice flows it is more efficiFew readers

• How to add a business rule for expenses?

  | Tip: If you are looking for how to add a business rule for invoices, read this article. | Tip: If you are curious about the most commonly used business rules for expenses, read this article. A business rule is a rule that allows you to perform certain actions automatically under certain conditions, such as changing the status of an expense, sending notifications and starting an authorization flow. In this article, we'llFew readers

• How do I assign approver(s) based on the supplier?

  Use Klippa's smart suggestions to further automate your invoice authorization process. This article describes the best practice when it comes to assigning approver(s) based on the merchant recognized from the invoice, using business rules based on categories. Why the category field? The category field uses our history based smart suggestions to help automate the invoice processing flows. For example, if we recognize the merchant Amazon from the invoice, and this invoice is always assignedFew readers

• How do I set up approval flows in Klippa?

  | Business Rules & Authorization Flows can only be accessed and edited by Admin users For approval of expenses and invoices, we use business rules & authorization flows. Authorization flows determine who approves, and in which order. Business rules determine when the authorization flow is assigned to an expense or an invoice. This means that in Klippa, you can use business rules to determine conditions that assign an authorization flow to an expense or invoice. Learn how to make a busiFew readers

Categories, Cost centres, Cost units and projects

• How to add categories?

  In Klippa you can use categories to make a distinction in the expenses. In addition, you can link them directly to your general ledgers and VAT codes for easy administration! Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Click on "Categories". You can either add categories manually or import in bulk. Further instructiSome readers

• How to add cost centers?

  ||| Note: this action is only possible for a user with admin rights. ||| Please note: if you have an integration with your accounting package, we will synchronize cost centers. You can create new cost centers in the accounting package, Klippa automatically synchronizes them. See article: Synchronize cost centers Make sure you are logged in in the [Klippa Web App](https://app.klippa.Some readers

• How to add cost units?

  | If Klippa is integrated with your accounting system, we automatically synchronise the cost units that you created. Make sure you are logged in to the Klippa Web App as a user with Admin rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Click on the tab for Cost units You can either add cost units manually or import in bulk in the upper right. Further instructions are given in the Klippa iSome readers

• How to add projects?

  | If Klippa is integrated with your accounting system, we automatically synchronize the projects that you created. Make sure you are logged in to the Klippa Web App as a user with "admin" rights. In the left menu, navigate to Settings and then Company. You are now in the company account settings. Click on the tab for Projects. You can either add projects manually or import in bulk in the upper right. Further instructions are given in the Klippa interfacSome readers

• How to change the notification settings for my company?

  In Klippa you can send automatic e-mail notifications to users who need to perform an action in Klippa. You can determine the frequency and time of the e-mail notifications yourself. Users with an approver role will receive a notification when transactions in their to do list ready for approval. Users with a finance role will receive a notification when there are transactions in their to do list with the status submitted and/or approved ready to be processed. These notifications are **notFew readers

• How to create an export template in Klippa for my company?

  ||| Note: This article covers how to create export templates for your company. You must have an admin role to follow the steps in this article. | Tip: If you do not have an admin role, but would like to create your own, personal export template, check this article. In Klippa it is possible to create an export template and choose it when exporting data from Klippa. There are different types of exports. It depends on the modules that your company has purchased which exports you cFew readers

• How to set a default currency for an administration?

  If want to process all transactions of an administration in one specific currency, but a significant amount of documents are scanned in one or more foreign currencies, it is useful to set a default currency for your administration. In this way, submitters are forced to convert the amounts on documents into the default currency of your administration. In this article we explain how you this can be configured. ||| Note: this action is only possible for a user with admin rights. Make sure youFew readers

• How to set up e-mail forwarding for Gmail?

  Fortunately, almost all invoices nowadays come in via email. We recommend maintaining a dedicated invoice mailbox where suppliers can send invoices. If you occasionally receive an invoice in a personal or finance mailbox, you simply forward it to this invoice mailbox. In Klippa you can easily add received invoices to Klippa by forwarding them to your Klippa invoice e-mail address. In this article we explain how you can set up that all your incoming invoices in a Gmail mailbox can be automaticalFew readers

• How to set up e-mail forwarding for Outlook?

  Fortunately, almost all invoices nowadays come in via email. We recommend maintaining a dedicated invoice mailbox where suppliers can send invoices. If you occasionally receive an invoice in a personal or finance mailbox, you simply forward it to this invoice mailbox. In Klippa you can easily add received invoices to Klippa by forwarding them to your Klippa invoice e-mail address. In this article we explain how you can set up that all your incoming invoices in an Outlook mailbox can be automatiFew readers

• How do I use the statistics dashboard?

  ||| Note: this action is only possible for a user with admin or finance rights. Make sure you are logged into the Klippa Web App as a user with "admin or finance" rights. In the left menu, navigate to Settings and then Company. You are now on the company statistics dashboard. The statistics dashboard provides an overview of: the totalFew readers

• How to create multiple Klippa invoice e-mail addresses?

  A large part of the invoices today probably arrive digitally in your finance mailbox. You can easily add these invoices to Klippa by forwarding them to your Klippa invoice e-mail address. | Read how you can send invoices to Klippa in this article. You can create multiple e-mail addresses so that you can, for example, assign the invoices to the correct administration. In this article we explain how you can create oneFew readers

• How do I receive and process e-invoices via PEPPOL?

  | To receive and process e-invoices via PEPPOL, you need to have the invoice processing module, the PEPPOL module, and a PEPPOL ID registered by Klippa. If you have not yet requested this, please click here. As Klippa is a certified PEPPOL supplier, we can register PEPPOL IDs for Klippa SpendControl customers to receive invoices. Once you have requested the module and it has been activated by the Klippa team, you can request a PEPPFew readers