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.
- Introduction and wizard overview
- Access and submission configuration
- Expense users and default approvers
- Accounting defaults and posting groups
- Management defaults and rules
- Rules, controls, and communication settings
- Mileage and per diem expense configuration
- Activation and welcome email distribution
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.
Features
Every feature below: status not stated, demoed.
| Feature | At |
|---|---|
| Expense Agent | 0:00 |
| Access and submission configuration | 0:38 |
| Expense user registration | 1:15 |
| Default approver configuration | 1:33 |
| Number series configuration | 1:58 |
| Payment method defaults | 2:22 |
| Posting group defaults | 2:35 |
| Expense categories | 2:35 |
| Management defaults and rules | 2:52 |
| Rules and controls enforcement | 3:21 |
| Email notification configuration | 3:52 |
| Approval notifications | 4:17 |
| Mileage expense configuration | 4:28 |
| Project tracking for expenses | 4:44 |
| Per diem expense configuration | 5:04 |
| Welcome email to expense users | 5:34 |
Quotes
- 0:00 “Welcome to the Expense Agent setup video. Today, I will show you how to configure the Expense Agent in Business Central.”
- 1:15 “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 “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 “And system is smart enough to auto select these when it detects there are no data in the system.”
- 4:44 “We have also added project tracking where you can allow expense user to track an expense against a specific project.”
- 5:04 “Finally, we have per diem expenses where you can define the per diem calculation rules.”
- 5:34 “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.