--- id: video/P1V4jy08YM8 type: video title: "Expense Agent: Configuration (2026 release wave 1)" summary: "Expense Agent configuration wizard in Business Central (2026 release wave 1): walks through access, expense users, approvers, accounting and management defaults, controls, notifications, mileage, project tracking, per diem and the welcome email. Evidence for the order and content of the setup steps." tier: official language: en tags: - expense agent - configuration wizard - approval workflow - posting groups - mileage expenses - per diem - payment methods - email notifications - project tracking system: finance review: state: reviewed by: opus at: "2026-10-07T22:46:47.102Z" flags: [] generated: at: "2026-10-13T00:32:41.360Z" pipeline: 0.2.0 prompts: extract-video: 1 summarize-video: 2 input_hash: e880b9b78b669c807738115c02ef51126d1d2b87d53b2898e548816b49b323cc evidence: - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=0s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 0 quote: Welcome to the Expense Agent setup video. Today, I will show you how to configure the Expense Agent in Business Central. - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=75s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 75 quote: I have the option to add all my employees or existing employees to the expense user list, or I can also import expense user - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=106s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 106 quote: We have added this option to make it easier for the Expense Agent admin to add one approver, but they can do more granular - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=188s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 188 quote: And system is smart enough to auto select these when it detects there are no data in the system. - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=284s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 284 quote: We have also added project tracking where you can allow expense user to track an expense against a specific project. - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=304s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 304 quote: Finally, we have per diem expenses where you can define the per diem calculation rules. - kind: video url: https://www.youtube.com/watch?v=P1V4jy08YM8&t=334s title: "Expense Agent: Configuration (2026 release wave 1)" date: "2026-08-07T13:00:29.000Z" commit: null t: 334 quote: This welcome email consists of all the details they need to use the expense web app portal or where to send the expense receipts links: learn: [] objects: [] features: [] topics: [] localizations: [] videos: [] posts: [] guidelines: [] video_id: P1V4jy08YM8 channel: yt-microsoft source_name: Microsoft Dynamics 365 Business Central (YouTube) url: https://www.youtube.com/watch?v=P1V4jy08YM8 published_at: "2026-08-07T13:00:29.000Z" duration_s: 358 captions: full audience: - administrator - functional consultant chapters: - t: 0 title: Introduction and wizard overview - t: 38 title: Access and submission configuration - t: 75 title: Expense users and default approvers - t: 118 title: Accounting defaults and posting groups - t: 172 title: Management defaults and rules - t: 218 title: Rules, controls, and communication settings - t: 268 title: Mileage and per diem expense configuration - t: 304 title: Activation and welcome email distribution features: - name: Expense Agent status: unclear t: 0 verified: false status_source: video - name: Access and submission configuration status: unclear t: 38 verified: false status_source: video - name: Expense user registration status: unclear t: 75 verified: false status_source: video - name: Default approver configuration status: unclear t: 93 verified: false status_source: video - name: Number series configuration status: unclear t: 118 verified: false status_source: video - name: Payment method defaults status: unclear t: 142 verified: false status_source: video - name: Posting group defaults status: unclear t: 155 verified: false status_source: video - name: Expense categories status: unclear t: 155 verified: false status_source: video - name: Management defaults and rules status: unclear t: 172 verified: false status_source: video - name: Rules and controls enforcement status: unclear t: 201 verified: false status_source: video - name: Email notification configuration status: unclear t: 232 verified: false status_source: video - name: Approval notifications status: unclear t: 257 verified: false status_source: video - name: Mileage expense configuration status: unclear t: 268 verified: false status_source: video - name: Project tracking for expenses status: unclear t: 284 verified: false status_source: video - name: Per diem expense configuration status: unclear t: 304 verified: false status_source: video - name: Welcome email to expense users status: unclear t: 334 verified: false status_source: video objects_mentioned: [] quotes: - t: 0 text: Welcome to the Expense Agent setup video. Today, I will show you how to configure the Expense Agent in Business Central. check: exact - t: 75 text: I have the option to add all my employees or existing employees to the expense user list, or I can also import expense user check: exact - t: 106 text: We have added this option to make it easier for the Expense Agent admin to add one approver, but they can do more granular check: exact - t: 188 text: And system is smart enough to auto select these when it detects there are no data in the system. check: exact - t: 284 text: We have also added project tracking where you can allow expense user to track an expense against a specific project. check: exact - t: 304 text: Finally, we have per diem expenses where you can define the per diem calculation rules. check: exact - t: 334 text: This welcome email consists of all the details they need to use the expense web app portal or where to send the expense receipts check: exact --- # Expense Agent: Configuration (2026 release wave 1) > Expense Agent configuration wizard in Business Central (2026 release wave 1): walks through access, expense users, approvers, accounting and management defaults, controls, notifications, mileage, project tracking, per diem and the welcome email. Evidence for the order and content of the setup steps. [Watch on YouTube](https://www.youtube.com/watch?v=P1V4jy08YM8) · Microsoft Dynamics 365 Business Central (YouTube) · 2026-08-07 · 5:58 · tier official · reviewed (checked by Opus) ## Overview The video shows an administrator configuring the Expense Agent in Business Central through a configuration wizard, started from the role center avatar. It goes through each wizard step in order, from how external users submit expenses to activation. Setup covers access and submission by web app or email, expense users and a default approver, accounting defaults (number series, payment methods, posting groups, categories), management defaults and rules, controls, and email notifications. It ends with mileage, project tracking and per diem configuration, and a welcome email sent to the selected expense users. ## Key points - The Expense Agent is activated from the role center avatar and set up through a configuration wizard. - Access and submission step: external expense users can submit by web app or email; the M365 email account is typically a shared mailbox. - Expense users can be added individually, as all employees, or imported from the M365 graph. One default approver can approve all expenses; more granular approvers are set up on a different page. - Accounting defaults (number series, payment methods, posting groups, expense categories) have a preview of the records to be inserted. If a number series already exists, insertion is skipped. - Management defaults and rules are auto-selected when the system detects no existing data; auto-selection can be disabled. - Controls include enforcing management rules, showing an anti-corruption attestation, and requiring receipt number or merchant name. - Configure the email account for notifications before the wizard can auto-populate it. Approval update notifications to end users are optional. ## Chapters - [0:00](https://www.youtube.com/watch?v=P1V4jy08YM8&t=0s) Introduction and wizard overview - [0:38](https://www.youtube.com/watch?v=P1V4jy08YM8&t=38s) Access and submission configuration - [1:15](https://www.youtube.com/watch?v=P1V4jy08YM8&t=75s) Expense users and default approvers - [1:58](https://www.youtube.com/watch?v=P1V4jy08YM8&t=118s) Accounting defaults and posting groups - [2:52](https://www.youtube.com/watch?v=P1V4jy08YM8&t=172s) Management defaults and rules - [3:38](https://www.youtube.com/watch?v=P1V4jy08YM8&t=218s) Rules, controls, and communication settings - [4:28](https://www.youtube.com/watch?v=P1V4jy08YM8&t=268s) Mileage and per diem expense configuration - [5:04](https://www.youtube.com/watch?v=P1V4jy08YM8&t=304s) Activation and welcome email distribution ## Features Every feature below: status not stated, demoed. | Feature | At | |---|---| | Expense Agent | [0:00](https://www.youtube.com/watch?v=P1V4jy08YM8&t=0s) | | Access and submission configuration | [0:38](https://www.youtube.com/watch?v=P1V4jy08YM8&t=38s) | | Expense user registration | [1:15](https://www.youtube.com/watch?v=P1V4jy08YM8&t=75s) | | Default approver configuration | [1:33](https://www.youtube.com/watch?v=P1V4jy08YM8&t=93s) | | Number series configuration | [1:58](https://www.youtube.com/watch?v=P1V4jy08YM8&t=118s) | | Payment method defaults | [2:22](https://www.youtube.com/watch?v=P1V4jy08YM8&t=142s) | | Posting group defaults | [2:35](https://www.youtube.com/watch?v=P1V4jy08YM8&t=155s) | | Expense categories | [2:35](https://www.youtube.com/watch?v=P1V4jy08YM8&t=155s) | | Management defaults and rules | [2:52](https://www.youtube.com/watch?v=P1V4jy08YM8&t=172s) | | Rules and controls enforcement | [3:21](https://www.youtube.com/watch?v=P1V4jy08YM8&t=201s) | | Email notification configuration | [3:52](https://www.youtube.com/watch?v=P1V4jy08YM8&t=232s) | | Approval notifications | [4:17](https://www.youtube.com/watch?v=P1V4jy08YM8&t=257s) | | Mileage expense configuration | [4:28](https://www.youtube.com/watch?v=P1V4jy08YM8&t=268s) | | Project tracking for expenses | [4:44](https://www.youtube.com/watch?v=P1V4jy08YM8&t=284s) | | Per diem expense configuration | [5:04](https://www.youtube.com/watch?v=P1V4jy08YM8&t=304s) | | Welcome email to expense users | [5:34](https://www.youtube.com/watch?v=P1V4jy08YM8&t=334s) | ## Quotes - [0:00](https://www.youtube.com/watch?v=P1V4jy08YM8&t=0s) "Welcome to the Expense Agent setup video. Today, I will show you how to configure the Expense Agent in Business Central." - [1:15](https://www.youtube.com/watch?v=P1V4jy08YM8&t=75s) "I have the option to add all my employees or existing employees to the expense user list, or I can also import expense user" - [1:46](https://www.youtube.com/watch?v=P1V4jy08YM8&t=106s) "We have added this option to make it easier for the Expense Agent admin to add one approver, but they can do more granular" - [3:08](https://www.youtube.com/watch?v=P1V4jy08YM8&t=188s) "And system is smart enough to auto select these when it detects there are no data in the system." - [4:44](https://www.youtube.com/watch?v=P1V4jy08YM8&t=284s) "We have also added project tracking where you can allow expense user to track an expense against a specific project." - [5:04](https://www.youtube.com/watch?v=P1V4jy08YM8&t=304s) "Finally, we have per diem expenses where you can define the per diem calculation rules." - [5:34](https://www.youtube.com/watch?v=P1V4jy08YM8&t=334s) "This welcome email consists of all the details they need to use the expense web app portal or where to send the expense receipts" Presenters (as heard): Unknown presenter.