Introduction

Default roles in Duplo’s Spend Management product are predefined sets of permissions that simplify user access management within the platform. These roles make it easy to assign appropriate privileges, ensuring consistent access control and boosting both security and efficiency. By using default roles, administrators can quickly grant new users the right permissions without manual setup.

This guide outlines the default roles available in Duplo Spend, their associated permissions, and common use cases. Understanding these roles is key to managing access control effectively and maintaining system security across your organization.

Let’s Dive in!

Business Owner

As a Business Owner, you have full access to all expense-related functions within your businesses. The role allows you to:

• View all expenses across your businesses
• Create and submit expenses (including receipt uploads)
• Approve or reject expense reports
• Process payments for approved expenses
• Set up tax and expense categories
• Invite team members
• Set up approval workflows
• Set up out-of-office approvers
• Override pending reports on your business

Administrator

Administrators have similar privileges to Business Owners. If you're an Administrator, you can:

• Access and view all expenses within your assigned businesses
• Create and submit expense reports
• Approve or reject submitted expense reports
• Process payments for approved expenses
• Invite team members
• Set up approval workflows
• Set up out-of-office approvers

Submitter

Submitters play a crucial role in initiating the expense process. As a Submitter, you can:

• Create new expenses and upload corresponding receipts
• Submit expense reports for approvals and payments

Approver

Approvers are responsible for reviewing and authorizing expenses. In this role, you can:

• Create and submit your own expenses when needed
• Create and submit expense reports
• Review submitted expense reports
• Approve or reject expense reports based on company policies.
• Set up out-of-office approvers

Expense Manager

Expense managers are responsible for creating, submitting, and managing expenses. In this role, you can:

• Create and submit your own expenses when needed
• Create and submit expense reports
• Approve or reject expense reports based on company policies.
• Process payments for approved expenses

Payer

Payers are responsible for the final step in the expense process. As a Payer, you can:

• Create and submit expenses if required
• Create and submit expense reports
• Process payments for approved expenses
• Manage expenses that don't require prior approval (i.e the expense doesn’t need approval)
• Set up tax and expense categories

Please note, your permissions may vary depending on your organization's settings. If you have questions about your role or need additional access, reach out to your system administrator.