Exclusive Roles
There are two special roles, each of which can only be assigned to a single person:
Organisation Owner - has the unique permission allowing them to open new Spendesk entities
Account Owner - the super user for the entity, can effectively perform any action within Spendesk that Administrators or Controllers can do, along with some additional permissions:
Set up a secured phone number to approve wire transfers
Set up which users have the Administrator role
Edit the assignee for a subscription card
Modifying these roles needs to be done by following this guide.
Assignable Roles
There are three assignable roles that can be managed for users (see this page):
Requester - any employee using Spendesk to make requests / payments
Controller - required by the finance team to perform bookkeeping/accounting tasks
Administrator - required to configure the system and manage users
The full list of permissions for these roles is as follows:
Requester
Create and view their requests
View their own payments
View their own subscriptions
Pause/report as lost their own cards
Controller
Download account statements and balance confirmations
View and manage wallet funding
Prepare and export payments/payables
View billing plan
Manage the invoice inbox
View subscriptions
Send receipt reminders
Manage suppliers:
View and edit supplier details
Download proof of payment for supplier invoices
Review and pay invoices (including via XML/CSV)
View all payments
View and manage budgets
Create and edit a custom analytical field
Manage accounting settings:
Accounting setup tab
Create custom export templates (if file-based)
Create a custom 'receipt file name'
Set up and manage native accounting integrations
Administrator
Edit company information & billing
Enable/disable payment methods
Manage notifications & reminders
Invite new users
Update user roles and user information
Manage organisation settings:
Members (invite users, update roles and information)
Cost centres
Analytical fields
Set up HR integration
Manage spend control settings:
Approval policies
Approval workflows
Spend limits
Play by the rules
Manage physical cards:
View all
Order new cards
Update card budget
Pause/report a card
Activate cash withdrawal (if it is available)
All Roles
View and set up their own notifications
View and set up their own profile information
Virtual Roles
We also have a number of 'virtual' roles that are a result of other configurations and come with their own permissions. These are:
Approver - assigned as an approver via the approval workflows:
View the 'To approve' tab and approve/deny requests assigned to them
Cost Centre Owner - someone managing an area such as a department:
View payments in their cost centre
View budgets in the cost centre
View invoice inbox
View the 'To approve' tab and approve/deny requests assigned to them
Reporting Manager - a user marked as another user's manager:
View the 'To approve' tab and approve/deny requests assigned to them