The Requester matrix controls who can submit Expense Claim requests and what they can submit.
Adding Requesters
In the Creation of Expense Claim step, click Add a Requester to add users individually, or click Add all users to bulk-add all members of your Organisation in one go. When using Add all users, ApprovalMax matches users to Xero contacts by email address.
You can also access and manage Requesters directly from the Requester matrix by clicking the Matrix icon on the creation step.
Configuring the Requester matrix
Once requesters are added, each Requester has a row with the following fields you can configure:
Expense type — restrict the Requester to Out of pocket, Corporate card, or allow any expense type.
Employee — restrict which employee the Requester can submit claims on behalf of. Always mandatory. Note that for an employee to appear in the list, they must be listed as a contact in your Xero Organisation.
Supplier — restrict which suppliers can appear on expense lines.
Account — restrict which Xero accounts can be used on expense lines.
Tax — restrict which tax rates can be applied.
Region — restrict by tracking category.
Bank account — restrict which bank accounts can be selected on corporate card claims.
Please note: for Supplier, Account, Tax, and Region, you can set each field as optional or mandatory. Setting a field as mandatory means the Requester must fill it in before they can submit the claim. If these fields are left optional and not completed, this can cause issues during Xero sync, particularly for corporate card claims, where a missing Supplier or Account will prevent Xero from creating the Spend Money transaction.
For every field, the available conditions are Any, Matches, or Does not match, for example, you could set Expense type to Matches Corporate card to restrict a Requester to creating corporate card claims only.
For the Supplier field, you can also tick Allow to create new Supplier to permit the Requester to add a supplier that does not yet exist in Xero at the time of submitting the claim.
Once you have finished configuring the Requester matrix, click Done to save your changes, then activate/update the workflow to apply them.
Once the workflow is active, Requesters will also gain access to My Expenses, where they can capture and store individual receipts before grouping them into an expense claim.