Delegation
Zoho Expense lets you delegate your expense reporting work to another user, in situations when you’re away from the office. You can do this without sharing your login credentials or your Zoho Expense account. You can simply provide access to your view and configure the duration for which the delegate will have access to your view. Also, you can delegate tasks like recording expenses, creating expense reports, etc., that the delegate can perform on your behalf. Let’s consider a scenario to understand this better.
Scenario: Patricia is the business head of Zylker Ltd. She plans to organize an important business meeting at her office. Due to her busy schedule, she wants her assistant to track all the expenses incurred while organizing the meeting and to report the same. To do this, Patricia sets up the delegation workflow in Zoho Expense and adds her assistant as a delegate by providing access for her to record the expenses incurred during the business meeting.
Similarly, you can set up the delegation workflow in your organization and add delegates to perform actions on your behalf. You can also specify the access end date, after which they will lose their delegate access to your account.
Abilities of a Delegate
Once you have added a delegate, the delegate can start performing tasks on your behalf. Let’s look into all the abilities of a delegate based on their access type.
Submit Access
A delegate with submit access cannot view the delegator’s transactions which are in Approved and Reimbursed statuses.
The delegates will be able to view and access the following modules:
| Trips | Expenses | Reports | Cards |
| Advances |
A delegate with Submit Access can perform the following actions and view the following transactions:
| Module | Action | View |
|---|---|---|
| Trips | Create and submit trips | 1. Trips created by the delegator in Draft, Awaiting Approval, Recalled, and Rejected statuses. 2. Trips in all statuses created by the delegate. |
| Expenses | Create new expenses and add them to reports. | 1. Expenses created by the delegator in Unreported, Unsubmitted, Awaiting Approval, and Rejected statuses. 2. Expenses in all statuses created by the delegate. |
| Reports | Create and submit reports. | 1. Reports created by the delegator in Draft, Awaiting Approval, Recalled, and Rejected statuses. 2. Reports in all statuses created by the delegate. |
| Cards | Categorize and match transactions. | 1. All corporate cards associated to the delegator. |
| Advances | Record or request advances | 1. Unreported advances requested by the delegator. 2. All advances recorded by the delegate. |
Approve Access
The delegates with Approve Access will be able to view and access the Approvals module. They can perform the following actions and view the following transactions:
| Module | Action | View |
|---|---|---|
| Approvals | 1. Approve or reject trips. 2. Update, close or cancel the trip. 3. Approve or reject reports. 4. Apply advances to reports. 5. Approve or reject advances. | 1. Trips submitted to the delegator. 2. Trips approved or rejected by the delegate. 3. Reports submitted to the delegator. 4. Reports approved or rejected by the delegate. 5. Advances requested to the delegator. |
Submit and Approve Access
This delegate will have access to all the modules that a delegate with Submit Access and Approve Access has.
