Holding the Admin role alone doesn't let someone submit on another team member's behalf; what matters is the delegate assignment, not the Admin title.
Expense Delegate (also called Expense Assistant) lets a trusted team member complete and submit another team member's incomplete card transactions for approval, without needing that person's login, so busy team members' expenses never hold up approvals.
How It Works
- Shared visibility: The team member's incomplete card transactions appear on the delegate's own dashboard and Transactions table, ready to action.
- Complete the details: Delegates attach receipts (including by forwarding a receipt email) and fill in category, description, and custom fields.
- Submit into approval: The delegate's submission enters the same approval workflow as if the team member had submitted it themselves.
- Submitting isn't approving: A delegate can submit but can't approve, and approval routing still follows the original team member's budget and role.
- Full audit trail: transaction history records the submission as "Submitted by [delegate] on behalf of [team member]," so accountability is always clear.
- No extra role needed to be a delegate: Any team member can be assigned; assigning the relationship itself needs an elevated role.
Good to know
- Expense Delegate is a Premium and Enterprise plan feature; it isn't available on Basic. Delegation settings and the delegate's day-to-day workflow are web-app only, with no mobile app equivalent.
- Reimbursements aren't included: nobody, including an Admin, can submit an out-of-pocket claim on another team member's behalf, since payment always goes to their own linked bank account.
- An Owner, Admin, or anyone with the "Add and remove people" permission can assign up to 3 delegates per team member from User Management in the Weel web app; see How to assign an expense delegate for the full steps.