Get started as an administrator
Summary
Description
As an administrator, you can tailor the expense process to fit your company’s needs. You control what to include, how the interface looks, and manage what each user can do.
Resolution
Activating Sage Expenses
- Once logged in to Sage 50 Accounts v33.1 or above, click Apps and add-ons, then select Sage Expenses.
- Click Get started, then the onboarding window will appear.
- When you click Continue, it will connect to Sage Expenses.
Get started
- Log in to the Sage Expenses portal. When you log in, the portal logs you in to My expenses.
- To switch to administrator mode, select Admin from the top navigation.
- To return to your expenses, go to the Organisation dropdown from the top navigation and select My expenses.
In Organisation mode, you'll see the organisations you manage in the second dropdown list at the top of the window.
Managing the expense process
Each expense process includes default settings that you can review, edit, and customise to suit your organisation. These settings are available in the options listed below.
Select the options below to learn more about each category in the Organisation mode menu.
Overview
The Overview window gives you an overview of the data in your organisation. You can change the period in the top-right dropdown option.
Reconciliation report
The report contains all the data for the expense reports submitted. You can run the report for a specific period and select the Include unsubmitted reports checkbox, if required.
As an administrator, you can add or delete users from the organisation in the Users section.
You can also see all users assigned to the organisation. You can manage the user's employee numbers, their department, and if they report expenses for another user.
Find out more about how you manage users in your organisation.
Assign another user Administrator authorisations
As an administrator, you can assign administrator authorisations to other users.
- Click Users and select the user to assign administrator authorisations to.
- Click Edit.
This opens the Edit window.
- Tick the Administrator checkbox, then press Save.
View and manage the reports that the users send to the organisation. This section is divided into different tabs, some of which you need to activate.
Corporate card
View your user's corporate card reports, if the company has the payment liability. Corporate cards contain expense reports for users paying expenses with a company credit card.
- Activate this option in Subscription Management.
For approval
The approval tab contains reports waiting for approval. Find out how to Set up approvers in your organisation.
Ready to send
This includes reports that you have approved and are ready for you to send to Sage 50 Accounts.
Sent tab
This tab is where the reports show after they're sent to the report recipient. You're also able to handle the reports under the three dots.
Files tab
This tab displays if, or when, you create a file to send to Sage 50 Accounts. You can find all of your created files.
- Select the three dots, then press Download export file to download the files.
- Press the eye icon to view a PDF summary of the reports included in the file.
Paid tab
This tab displays expense reports that you’ve marked as paid.
Company details
The company details display your company’s name and default language. If you make any changes, be sure to Save before switching tabs. Only the company name is visible to users in the app and on reports.
Organisation structure
Add your organisations departments and sub-departments here. Use the departments to control how the organisation handles the approval. To this, you'll need to assign a department to each user in the user settings. You can also choose VAT settings for each department: VAT liable, VAT exempt, or inherit VAT settings from expense categories.
Design
The design tab lets you personalise the user interface by adding your company logo. The logo appears on the app and on the expense report.
This is where you make the most of the settings for the expense management in your organisation.
Integrations
The integrations tab shows which software Sage Expenses is integrating with.
You can add integrations for Excel and PDF in addition to connecting with accounting software.
Chart of accounts
The Chart of Accounts shows which nominal accounts Sage 50 Accounts has imported.
You can also assign personal payment methods to individual employees, which only they can use.
General expenses
General expenses cover common costs, such as fuel, travel, and accommodation.
Entertainment
Entertainment expenses cover both internal and external entertainment.
Per diem
Mileage
Dimensions allow extra analysis of expenses, which could be by tax code, cost centre, or project.
The policy and approval section differs between tiers.
For premium users, the approval tab enables you to create an approval structure with up-to three steps and multiple approvers.
If an approver is unavailable, you can assign a temporary approver.
Send reminders to users or approvers within the organisation.
- Press Add reminder then add a Reminder title and Message.
- Add Date/time to send reminder, if required, and select an option in the Repeat field.
You can send the reminder once or repeat every day, every week, every other week, or once a month.
- Select an option in the Send to field.
- Press Save.
- Press Contact us to open the Sage Expenses Help Centre for answers to all of your questions
- Select Support access to allow Sage to access your organisation data
Solution Properties
- Solution ID
- 250709140109310
- Last Modified Date
- Thu Apr 30 10:28:34 UTC 2026
- Views
- 0