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Getting Started as an Accountant, Financial Controller or Business Owner

  • Updated
Welcome to Weel. This guide walks you through everything you need to do to get your business set up and ready to manage spend, whether you're a business owner, a financial controller or an accountant!
 
When you first log in, Weel shows you a checklist on your dashboard, helping you get set up. It splits your setup steps into Required steps (the essentials to unlock spending) and Recommended steps (steps to get more value fro Weel).
 
This guide follows that same structure. To understand what "done" looks like, see What "Set Up" Means In Your First 30 Days.
 
 

 

Before You Start

You will need:

  1. Admin, Owner or Accountant access to your Weel account.
  2. Your business details ready for KYB verification. See What Information Do I need to Provide About My Business?
  3. Login details for your accounting software, if you use Xero, MYOB, NetSuite or QuickBooks.

 

 

Required Steps

These steps are steps that you must complete to get spending. Once you complete all these steps, your business is set up and ready to spend. You can find each step in your dashboard checklist and Weel Academy, where each one has a short how-to video or interactive video.

1) Connect Your Accounting Software

Link Xero, MYOB, NetSuite or QuickBooks so every Weel transaction syncs to your books automatically. This means you don't have to export any transactions, or complete double entry between systems.
  1. Navigate to Settings > Integrations.
  2. Choose your accounting software and follow the prompts to connect.
To learn more, read the Integration Guides. To understand exactly what Weel reads from your accounting software, see What We Read From Your Accounting Integration (And What We Don't).
 

2) Map Your Chart of Accounts

Match Weel categories to your accounting software's chart of accounts so spend is coded correctly the moment it happens.
  1. Navigate to Settings > Chart of Accounts.
  2. Match each Weel category to the right account.
 

3) Create Your First Budget

Budgets control who can spend, and how much they can spend, normally set up on a team or project basis. Budgets thus allow you to set spend limits for a team, project or even a vendor!

  1. Go to the Budgets page.
  2. Click Create New Budget and set a name, limit and top-up frequency.
  3. Add the team members who will spend from the budget, and assign a Budget Owner.
For step-by-step details, see How To Create A Budget.
 

4) Verify Your Business

Verifying your business ensures that both you and Weel satisfy the KYB regulations mandated by AUSTRAC. This is a requirement that must be completed before any money can move into your Weel account.

Learn how to Sign Up and Verify Your Business.

 

5) Transfer Funds Into Your Account Balance

The last step is to fund your Weel balance so cards can begin spending.

  1. Navigate to Settings > Account Balance & Funding.
  2. Follow the transfer instructions to top up your balance.

Learn how to Transfer Funds Into Your Account Balance.

Note: You can connect your accounting software, map your chart of accounts and create a budget while verification is in progress. Spending only goes live once your business is verified and your account is funded.
 
 

 

What Happens Next?

Once every required step is complete and your business has made its first transaction, your normal dashboard takes over and helps you keep track of your spending. From there, you can monitor spend, approvals and incomplete expenses.

See Understanding The Admin Dashboard.

 

 

Recommended Next Steps

Once you're set up and have unlocked spending, these steps help you get more out of Weel. They're grouped the same way in both your dashboard and Weel Academy.

Start Spending

  1. Get the Weel mobile app. You'll need it to use cards and capture receipts on the go.
  2. Make a card payment. Use your Weel card to pay in-store or online.
  3. Complete an expense report. Learn how to capture receipts and code spend from your phone.

Bring In Your Team

  1. Invite your team. Learn how to add the people who'll spend on Weel and assign them to budgets.
  2. Set up an approval rule. Decide who approves transactions or requests across budgets, bills, reimbursements, cards and purchase orders. Learn how to build your approval rules.

Automate Your Spend

  1. Enable Weel AI and Automations. Let Weel AI categorise spend and automate expense completion.
  2. Automate your AP and pay an invoice. Create and pay supplier invoices straight from Weel. Note that Accounts Payable is only available for Australian businesses.