Admin Portal

Log in at admin.eurobonusbusiness.flysas.com with the same login as in the app.

Go to Accounts. Administrators can view an overview of the company funding account, including the credit limit, available amount and total balance across accounts.

The first invited person becomes the initial administrator. This person is responsible for configuring the source system before inviting additional users.

Expenses requiring approval are routed to Expense Managers, who can approve, reject, split, or edit expenses.

Rejection reasons include missing information and personal expense.

No. After submission, splits cannot be reversed.

1. Log in using your email and password.
2. Verify your first name, last name and email address.
3. Enter your date of birth.
4. Enter your private address.
5. Add a valid mobile phone number.
6. Read and accept the terms and conditions.

The first person invited will become the initial administrator.

1. Open the invitation email and click the link provided. The email is sent from no-reply@eurobonusbusiness.flysas.com.
2. Follow the instructions to log in and set up your user.

The initial administrator must complete the setup before additional users can be invited.

For administrators

Users with administrator permissions can reactivate users who have previously been deactivated.

Note: When a user is reactivated, they regain the same permissions and team memberships they had before they were deactivated.

To reactivate a user:

1. Log in to the Admin Portal.
2. Go to the People page.
3. Click Deactivated in the menu at the top.
4. Select the user you want to reactivate.
5. Click Reactivate.
6. Confirm your choice.

The user is now reactivated.

For users with the Administrator and/or Expense Manager role

The Admin Portal contains a selection of predefined main categories. These work well for most companies, but some companies may require additional customization. You can create your own subcategories, add accounting information, and deactivate subcategories to prevent employees from selecting them.

1. Find the Categories page

Go to Settings > Categories in the menu.

This takes you to the Categories page, where you can see a list of all 21 main categories available in the system.

2. Select a main category

Click a category to open its category information.

3. View, add, and edit information for a main category

On the category information page, you can:

• Add accounting information.
• Edit existing information.
• Ensure that the accounting information is correctly included when expenses are exported.

Note: You can only change certain information for the main categories. The main categories are predefined and cannot be renamed or deleted.

4. Create subcategories

1. Click Add subcategory in the top-right corner.
2. Select a main category.
3. Enter a name for the subcategory and the accounting information.
4. Click Save subcategory.

The new subcategory will appear under the corresponding main category.

Click a subcategory in the list to edit or update its information as needed.

5. Deactivate subcategories

If needed, you can deactivate a subcategory to prevent employees from selecting it.

Employees can also log in to the web platform. The only available menu item for employees is My Expense.

In My Expense, employees can review their expenses and enrich them by adding:

• Receipts
• Comments
• Cost codes

Once the expense details are complete, employees can submit the expense for review.

Under the Cards tab, you can view Ordered, Active and Terminated cards.

To order a new card:

1. Click Order Card in the top-right corner.
2. Card information: Choose the employee for whom you are ordering the card.
3. Card program: Select your preferred card program. More information about card programs can be found under Settings.
4. Spend limit: Set a spend limit for the card.
5. Order the card: Confirm your order by clicking Order card.

Under Cards, you can freeze, unfreeze or terminate cards.

• To freeze or terminate a card, select a card from the menu.
• Under the card, choose to freeze or terminate it.
• If a card is already frozen, you can choose to unfreeze it.

Important: If you terminate a card, the card will be cancelled and this cannot be undone. Freezing the card places it on hold and can be undone later.

Available termination reasons are:

• Suspicion of fraud
• Not needed anymore
• Lost
• Stolen
• Never received

Click a card to open the side menu.

The menu displays:

• The latest transactions on the card.
• An image of the card together with its details.

To access settings or history, click More at the top of the side menu.

Under Settings, you can:

• View and change the card program.
• Adjust the spend limit, unless a card program is applied.
• Set up card controls, unless a card program is applied:
  • Allowed countries for card use.
  • Allowed spending categories.

Under Card history, you can view who ordered the card.

Under Expenses, there are five tabs:

• All: View all expenses.
• Pending: View expenses awaiting settlement and/or enrichment by cardholders.
• Review needed: View expenses that need approval from Expense Managers.

Expense Managers can:

• Approve: Open the expense and click Approve.
• Reject: Open the expense, click Reject, then select Missing information or Personal expense.
• Split: Open the expense, click the Split tab and adjust as needed. Expenses can be split into categories by amount, percentage or part.
• Ready for accounting: View approved expenses ready for accounting. To export:
  1. Select the expense or expenses.
  2. Click Export.
  3. Add a name and comment to finalize the export.
• Exported: View expenses that have already been exported. Expenses are grouped by team when exported.

On the Expenses page, you can notify multiple employees at once to encourage them to enrich and submit their expenses. This is done from the Pending tab.

1. Select the expenses you want to send notifications about.
2. Click Notify employee.
3. Use the default comment or update it as preferred, then confirm that you want to notify the selected employees.
4. The employees receive a push notification with the selected message, taking them directly to the expense that requires attention.

Yes. Expense Managers can edit categories, cost codes, and other details before approving.

Click Invite person in the top-right corner.

1. Enter the user's first name, last name and email address.
2. Choose the appropriate role:
   • All users are assigned the Employee role by default.
   • Additional roles can be assigned based on required access:
     • Administrator
     • Card Manager
     • Expense Manager
3. Add the user to a team.
4. Send the invitation.

The invited user will appear under Invited.

1. Go to People.
2. Click Create Invitation in the top-right corner.
3. Switch to Invite Multiple People.
4. Download the Excel template.
5. Complete the template with the required information for each user:
   • First name
   • Last name
   • Email address
   • User role

Follow the instructions in the file to ensure the information is entered correctly.

6. Upload the completed file by dragging it into the upload area or clicking Browse.
7. Review any validation errors. Correct any errors and upload the file again before proceeding.
8. Click Send Invitations.

Once sent, all pending invitations are visible under Invited.

Under People, you can invite, manage and deactivate users and view the total number of active users.

People is divided into three tabs:

• Invited: View users who have been invited but have not accepted their invitation. You can see their name, email and assigned roles.
• Active: View active users, including their names, emails, teams and assigned roles. Select a user to view:
  • Number of teams they are part of and their roles in each team.
  • Address.
  • Cards connected to the user.
• To deactivate a user:
  1. Scroll to the bottom of the personal details side menu.
  2. Click Deactivate and follow the steps.
• Deactivated: View all users who have been deactivated.

Note: If a user is deactivated while they have outstanding transactions or expenses, the system does not notify anyone. These transactions remain visible and can be completed by an Expense Manager.

Under Teams, you can view teams with and without people and the total number of teams.

For each team, you can see:

• Team name
• Team ID
• Card Manager and Expense Manager assigned to the team
• Number of employees

Select a team to view:

• Card Manager and Expense Manager
• Employees
• When and by whom the team was created

Empty teams are also listed.

To add people to an empty team:

1. Click the empty team.
2. Assign people to their respective roles.
3. Click Save changes.

1. Go to Teams and click Create team in the top-right corner.
2. Enter the team name.
3. Add Expense Managers, Card Managers and Employees, or leave the team empty and add people later.
4. The team will appear in the list on the Teams page.

Under Settings, there are five tabs:

• Company settings
• Categories
• Card programs
• Balance accounts
• Cost codes

Under Company settings, there are options for Expenses:

• Expenses: You can choose whether users can:
  • Select categories
  • Mark expenses as personal
  • Split expenses

Under Categories, you can view the predefined categories and manage and set up subcategories.

To manage a subcategory:

1. Click an existing subcategory.
2. View and edit:
   • Name
   • Expense account
   • Whether employees are required to add comments for selected categories
   • Whether employees are exempt from adding receipts for selected categories

Click Add subcategory in the top-right corner.

1. Choose a main category to attach the subcategory to.
2. Add the name of the new subcategory.
3. Add the expense account type, for example a G/L account.
4. Add the expense account number.
5. Set additional options:
   • Require employees to add comments for selected categories.
   • Do not require employees to add receipts for selected categories.

Under Card programs, you can view all active and inactive card programs, as well as create new card programs.

For each program, you can see:

• Name
• Description
• Spend limit
• Spend period (monthly, yearly, or forever)
• The number of cards created under each program

1. Click Create program in the top-right corner.
2. In the side menu, enter:
   • Name of the card program
   • Description
   • Spend period: monthly or annually
   • Spend limit
   • Card controls:
     • Allowed countries
     • Allowed spending categories
     • Whether online purchases are allowed
   • Optionally set the program as the default card program.

Note: If a default program already exists, it will be overwritten.

The new card program will appear under active card programs.

Under Card programs, you can view all active and inactive card programs and create new programs.

For each program, you can see:

• Name
• Description
• Spend limit
• Spend period: monthly, yearly or forever
• Number of cards created under the program

Card programs define rules such as spend limits, spend periods (monthly, yearly, or forever), allowed countries, and allowed spending categories.

On the Balance accounts page, you can see that the account is a credit account and view the selected currency.

Cost codes can be imported in bulk using an Excel file.

1. Click Settings in the side menu.
2. Click Cost Codes in the dropdown menu.
3. Click Import Cost Codes in the top-right corner.
4. Download the Excel template from the side panel.
5. Complete the template and save it in .xlsx format.

Note: Follow the instructions in the Excel template to structure your cost codes correctly.

6. Upload the completed file and click Save Cost Codes.

Once uploaded, the imported cost codes are available under Cost Codes. Users can select them when enriching expenses in both the web and mobile applications.