Invite and manage members
This article explains how to invite coworkers to your Spendesk account, and how to manage their information after they've joined.
For: Account Owners and Administrators.
Invite new members
To get started, go to Settings > Organisation > Members, then click "Invite new members". You have three ways to invite people.
By email
Invite up to 500 coworkers at once by entering their email addresses in the text box. Separate multiple addresses with commas.
All invited members will be assigned the same:
Role — choose between Administrator, Controller, or Requester (default is Requester).
Cost centre — select a cost centre if applicable (default is no cost centre).
What to know:
Additional roles can be combined once the invitation has been accepted.
Reminder emails are sent automatically after 3, 6, and 12 days.
Only the most recent invite email contains a valid link. If a user received multiple invites, they should use the latest one.
Make sure invite emails don't end up in the spam folder.
The link in the latest email remains valid indefinitely until the user completes their account activation.
What your coworkers will see: Invited members receive an email from Spendesk with a personal "Accept the invitation" link. The email introduces them to Spendesk and gives them three tips to get started: create a request when they need to make a purchase, get a virtual card once the request is approved, and complete their purchase using the card details. They simply click the link to activate their account.
By link
This option lets people join Spendesk as Requesters under the default company policy.
Click "Create shareable link" to generate a unique invitation URL.
Choose who can use the link: "Allow anyone with the following link" (anyone with the URL can join) or "Only allow email addresses ending with @domain.com" (restricts sign-up to people with your company email domain).
Copy the link and share it with your team.
Deleting the link: Click "Delete the link" to invalidate the current URL. Once deleted, people will no longer be able to join Spendesk using that link. You'll need to create a new one if you want to invite more people in the future.
What your coworkers will see: When they open the link, they'll land on a sign-up page to join your company on Spendesk. They can sign up using Google, Microsoft, or email.
By file upload
Import up to 500 members at once using a pre-formatted Excel template.
Download the .xlsx custom template and open it in Excel or a compatible tool.
Complete the template with your members' details, using the columns below.
Once the template is filled in, drag and drop it into the upload area or click to import it from your computer.
Column | Required? |
First name | Required |
Last name | Required |
Required | |
Roles | Optional |
Manager email | Optional |
Cost centre | Optional |
IBAN | Optional |
BIC | Optional |
About roles: You can assign one or multiple roles by separating them with a comma. Available roles are:
Administrator — access to operational settings: editing expense policies, inviting users, ordering physical cards for employees, etc.
Controller — access to accounting features: viewing all requests and payments, the account balance, downloading exports, setting up accounting codes, sending invoice reminders, etc.
Requester — can make payments and request card reloads.
About cost centres: The template includes a dedicated sheet listing all cost centres available for your company. Cost centres help group spending requests so you can track related budgets. To see your latest cost centres, re-download the template.
⚠️ The Cost centre column is not available on the Starter plan.
What your coworkers will see: Invited members receive an email from Spendesk with a personal "Accept the invitation" link, introducing them to Spendesk with three tips to get started. They simply click the link to activate their account.
For more details, troubleshooting, and FAQs, see Bulk import of members.
Invite your accountant
If you want to give your accountant access to Spendesk, set them up as a Controller. This role gives them visibility into financial data without allowing them to make payments.
If they also need to submit purchase requests or make payments, you can additionally assign them a Requester role.
For a full overview of roles and what each one allows, see Understand roles and permissions.
Manage members
Once a coworker has accepted their invitation and registered, you can manage their profile under Settings > Organisation > Members. Click on a member, then select "Edit profile".
Editable fields include: first name, last name, role, team, and approval policy.
Fields that cannot be edited directly:
Phone number — the member must update this themselves, as it requires confirmation.
Email address — see below for how to request an email change.
You can also download the full members list by clicking "Download your members list & activity" in the top-right corner.
Request an email address change
Administrators and Account Owners can request an email address change on behalf of a member. Because this is a sensitive action, the change requires approval from other Administrators or the Account Owner before it takes effect.
When editing a member's profile, click on their email address.
Enter the new email address in the pop-up field (the member's current email is pre-filled for reference).
Click "Send for approval".
Verify your identity: authenticate via the Spendesk mobile app, an SMS code sent to your registered phone number, or an authenticator app (for example, Google Authenticator).
Once your identity is verified, the request is submitted. You'll see the confirmation: "Email change pending approval — The email address will be updated to the new address once approved."
The company's Administrators and Account Owner will receive the request and can approve or reject it. The email address will only be updated once the request has been approved.
👥 Roles: Only Account Owners and Administrators can invite, edit, and manage members.