Group and Role Administration


Under Admin »Advanced» Groups, you can manage separate functional groups that are active on Declaree. You can create new groups yourself. These groups can be configured to apply special business rules for expenses.

In general, groups only exist to differentiate within user groups (e.g., sales, marketing, purchasing). Different rules can be created in the “Business Rules”. For example, all coupons in the "parking" category can only be submitted by the Sales Department. For information on how to implement these rules, see the section Business Rules later in this guide.

In addition, it is also possible to define different projects within groups to which expenses can be allocated. Read more about this in the Categories and Projects section.


Within Declaree different roles can be distinguished. These roles can be assigned based on the functionality that each person has within the organization. You can assign a role when entering a user.


The administrator is the person who manages Declaree on behalf of your organization and monitors the correct usage. This role can be fulfilled by several people. The administrator can perform the following tasks that other roles can not perform:

  • User management (also via Excel upload) Manage categories, projects, business rules, VAT rates, payment methods etc.
  • General settings Declaree
  • License management
  • Eventually management of multiple administrators
  • Management of reports
  • Management of link to the accounting program

Employee / Manager

The employee has no administrative functionality and can only view his own expenses. Through the mobile app, the employee always has an overview on the status of his expense reports. However, an employee can also act as a manager. Once an employee submits his expense report to another employee, he is automatically included in the workflow and thus has the option to approve or reject the report as a manager.