Expense delegates can view, prepare and submit expenses on behalf of another team member. This is the recommended setup for executives who need a PA or administrator to manage their expenses on their behalf.

You must be an Owner, Admin, or a user with the Add and remove people permission to assign an expense delegate.

This feature is currently in Beta and may not be available to all users and is available for card transactions only.

Assign an expense delegate

1. Go to User management in Weel
2. Open the team member's profile
3. Under Delegation settings, click the Expense delegate field
4. Search for and select up to 3 delegates
5. Click Update

Assigned delegates appear in the Expense delegate column on the User management table.

Note: Expense delegates manage expense preparation only – they do not inherit approval permissions.

Completing expenses as a delegate

Once assigned, a delegate can view and complete expenses via:

• Dashboard > Incomplete expenses > Delegates tab – to action outstanding expenses for delegated team members
• Transactions table – use the Person filter to view a specific team member's transactions

Delegates can also use Receipt capture and match to forward and match receipts on a team member's behalf.

Card blocking

Card blocking still applies if a delegate is late to complete an expense. To prevent an executive's card from being blocked, exclude them in Settings > Card blocking.

See How do I enable Card Blocking? for more details.

FAQs

• Can a delegate approve transactions? No, unless they are separately configured as an approver under approval rules.
• Can I see which expenses were submitted by a delegate? Yes. The audit trail will show when an expense was submitted on behalf of another user.

This feature is available on the Premium and Enterprise plans.