1. Relay Financial
  2. Expense Management
  3. Getting Started with Expense Management

Assigning Roles and Permissions in Expense Management

Within the Relay portal, different user roles come with different levels of access to Expense Management features. Whether you're an administrator setting up policies, a manager reviewing team spending, or a cardholder uploading receipts, knowing what each role can (and can’t) do is key to keeping things running smoothly.

This article breaks down the roles available in Relay and outlines the permissions each role has for managing expenses.

Team Member Role Permissions Breakdown

Task/Feature Administrator Manager Cardholder Bill Payer Deposit-Only Read-Only
View Expenses Tab ✅ ✅ ✅ ❌ ❌ ❌
Upload Receipts ✅ ✅ ✅ ❌ ❌ ❌
Set/Update Receipt Policy ✅ ❌ ❌ ❌ ❌ ❌
Send Nudges for Missing Receipts ✅ ✅ ❌ ❌ ❌ ❌
Assign Receipt Administrators ✅ ✅ ❌ ❌ ❌ ❌
Create/Edit Accounting Rules ✅ ✅ ❌ ❌ ❌ ❌
Code Transactions (Category/Vendor/Memo) ✅ ❌ ❌ ❌ ❌ ❌
Sync to Xero/QuickBooks Online ✅ ❌ ❌ ❌ ❌ ❌
View Receipt Inbox ✅ ✅ ❌ ❌ ❌ ❌

Advisor Role Permissions Breakdown

Task/Feature Super Administrator Administrator Manager Bill Payer Read Only
View Expenses Tab ✅ ✅ ✅ ❌ ❌
Upload Receipts ✅ ✅ ✅ ❌ ❌
Set/Update Receipt Policy ✅ ✅ ❌ ❌ ❌
Send Nudges for Missing Receipts ✅ ✅ ❌ ❌ ❌
Assign Receipt Administrators ✅ ✅ ✅ ❌ ❌
Create/Edit Accounting Rules ✅ ✅ ✅ ❌ ❌
Code Transactions (Category/Vendor/Memo) ✅ ✅ ✅ ❌ ❌
Sync to Xero/QuickBooks Online ✅ ✅ ✅ ❌ ❌
View Receipt Inbox ✅ ✅ ✅ ❌ ❌

How to Update User Roles

To change someone’s role:

  1. Go to the Team section in Relay
  2. Choose Team or Advisors
  3. Select the user and click Edit
  4. Choose a new role from the dropdown
  5. Save your changes

Please note: Only Administrators can update user roles.

Tips for Managing Roles

  • Keep roles limited — only give Administrator or Manager access to those who truly need it
  • Remind cardholders that they don’t need full access — just a phone and a receipt

What’s Next?

Now that you know who can do what, you can:

  • Set up accounting rules to automate transaction categorization
  • Ensure the right team members have upload access

Still have questions? Our team is ready to help! Talk to our Customer Experience team

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