Looking for some guidance in setting up your company account as an Admin? This guide will walk you through step-by-step.
To refresh your memory before your start building your account, you can always read our articles introducing Rydoo in general.
1. Create your company account 🪄
Register your account
Go to https://expense.rydoo.com/register to register an account. Verify and confirm your email address. You will now immediately be redirected your Rydoo dashboard.
Once your account is verified, you can log in to your Rydoo profile anytime via https://accounts.rydoo.com/login.
Download the Mobile App
for iOS on the AppStore
for Android on the GooglePlay
2. Set up your company structure and users 🏛️
Branches in Rydoo are legal entities with different enterprise numbers. It could range from corporations, limited liability companies, sole proprietorships, trusts, nonprofits and so on. Therefore, each branch can have independent accounting reports.
Groups in Rydoo are your company's different departments, divisions, teams or cost centres.
Users in Rydoo are all the employees that will be working with Rydoo.
Add payment methods for the users in the company account. These can be company credit cards, lodge cards,...
3. Customise expense fields (optional) 🧩
Businesses incur a number of different expenses and it’s important that you sort these costs into different business expense categories. From utility bills, marketing costs to travel expenses and many more.
Projects are predefined expense fields. Users can link expenses to projects.
Custom fields are additional expense fields of data to the expense form, advance, trip, group or project.
4. Organise your policies 📖
You can set up the approval flow of expenses as you want and according to your company's policy.
Via configuring expense rules, you can set up rules to automatically flag expenses that violate your company's expense policy or even automate the approval flow. Find all options in Admin settings > Expense rules > Add expense rule.
With predefined reject reasons, approvers and controllers can easily clarify to a user why the expense got rejected.
5. Configure rates (optional) 📣
Mileage rates ares used to compensate employees for using their personal vehicles for work-related journeys.
Tax rates can be configured and linked to specific categories and/or countries.
A per diem is an amount of money, up to a certain standard, that each employee may receive per day on a business trip. These are intended to cover employees’ increased costs of living while on a business trip, such as expenses for meals, transportation and accommodation.
You can either import a downloadable per diem list in Rydoo or set up your own custom per diem list.
6. Shape your account with more advanced settings (optional) ⚙️
Now the basics of your account are set up, you of course have the option to finetune and shape your company account even more. For examples in the Roles and Advanced settings page. our Help Centre is here to guide you and answer all your questions. You can also always reach out to firstname.lastname@example.org.
7. Invite users 📬
Last but not least, it's time to bring everything to life and invite the users to Rydoo.