Confidently manage your clients
The Clients section of the xpens admin panel is where every client organization is configured: general settings, display preferences, GL account structure, enabled modules, invoice statuses, tax labels, invoice export rules, and the list of units/offices. This guide walks through each part of that configuration screen so any administrator can confidently create, review, or update a client.
This guide serves as a field-by-field reference. It documents, section by section, what each option controls and what to keep in mind before changing it, so that configuration changes are made deliberately and consistently across clients.
Since every client is unique, some settings will apply broadly while others (GL segments, export format, modules) should be confirmed with the client's accounting or IT contact before being changed.
Together, let's keep every client configuration clear, accurate, and easy to maintain!
General Configuration
This section holds the core parameters that define how the client behaves across xpens.
| Field | Type | Description |
|---|---|---|
| Type | Selection | The client's legal/operational type (e.g., Legal). Affects some invoice-processing rules. |
| Engine | Selection | The AI processing engine assigned to this client (e.g., Démo). Determines the automation pipeline used. |
| Language Preference | Selection | Default interface language for this client's users (e.g., English). |
| Send notification for each approval request | Checkbox | When checked, approvers receive an email each time a new approval request is created. |
| Allow self-approval assignment | Checkbox | When disabled, workflow approvers who match the submitter are automatically replaced by their substitute approver, preventing self-approval. |
Financial fields
| Field | Type | Description |
|---|---|---|
| Fiscal year | Selection | The month the client's fiscal year begins (e.g., January). Drives reporting periods. |
| Default AP GL Natural | Text | Default GL natural account code for Accounts Payable. |
| Default cost type | Text | Default cost type applied to this client's invoices. |
| Default cost type without taxe | Text | Default cost type applied when an invoice has no tax. |
| Variance | Text | Code or value used to flag amount discrepancies during reconciliation. |
Display Options (Frontend)
These checkboxes control which fields and tables are shown or hidden in the interface for this client's users.
| Option | Effect when checked |
|---|---|
| Hide fields without values | Hides every empty field on invoice screens, simplifying the display. |
| Hide 'Cost Details' table | Hides the cost-detail table on the invoice view. |
| Hide 'Work Date' | Hides the Work Date field/column. |
| Supplier group | Enables the supplier-group field in forms. |
| Hide 'AP Group Number' | Hides the AP group number on invoice views. |
| Hide 'Unit' from 'GL Details' table | Hides the Unit column in the GL Details table. |
| Hide 'Due Date' | Hides the due date on invoice views. |
| Approver can add invoice | Allows approvers to manually create invoices. |
| Show 'Transaction Date' | Displays the transaction date on invoice views. |
| Auto supplier number | Enables automatic supplier numbering. |
GL Account Segment Configuration
This section defines the structure of the client's chart of accounts by enabling or disabling GL segments and specifying their default values. Each segment can be toggled on or off; the value shown under an active segment is its default padding/format used when building GL codes.
| Segment | Status (example) | Default value (example) |
|---|---|---|
| Unit | On | 01 |
| Office | On | 000 |
| GL Département | Off | 00 |
| GL Section | Off | 000 |
| GL Practice Group | On | — |
| GL Natural | Off | 0000 |
Enabled Modules
Modules determine which features are available to this client's users. Each module corresponds to a specific section or capability in xpens.
| Module | Description |
|---|---|
| Payments | Access to supplier payment management. |
| Approval | Invoice and expense approval workflow. |
| Monitor | Monitoring dashboard for AI processing flows. |
| admin | Access to the admin panel. |
| reporting | Report generation and analytics export. |
| Workflow | Approval-workflow editor and manager. |
| Expenses | Expense-report management module. |
| detail-approval | Line-level approval of invoice details. |
| C-Card | Corporate credit-card management. |
| redactor | Sensitive-data redaction tool for documents. |
Invoice Statuses
Defines the full set of statuses available and visible for this client's invoices. These statuses reflect the invoice lifecycle across AI and human processing.
AI statuses
Validation statuses
| Status | Meaning |
|---|---|
| AI Waking up | The invoice was just received; the AI is initializing processing. |
| AI at Work | The AI is extracting and analyzing the invoice data. |
| AI Completed | AI processing is finished. The invoice awaits human review or validation. |
| AI Needs Human | The AI detected an ambiguity and escalated the invoice to a human operator. |
| Approval Needed | The invoice is awaiting approval in the validation workflow. |
| Approved | The invoice has been approved by its designated approvers. |
| Approval Denied | The invoice was rejected in the approval workflow. |
| Validated | The invoice has been validated and is ready for payment or accounting export. |
| Finalized | The invoice is finalized and archived. |
| Invalid | The invoice is invalid (missing data or processing error). |
Tax Labels
xpens supports two tax fields per invoice. This section lets you customize the label shown for each.
| Field | Description |
|---|---|
| Tax 1 – Label | Label displayed for the first tax in forms and reports. Default: Tax 1. Example: GST, VAT. |
| Tax 1 – Hide | Check to completely hide the Tax 1 field in this client's interface. |
| Tax 2 – Label | Label displayed for the second tax. Default: Tax 2. Example: QST, PST. |
| Tax 2 – Hide | Check to completely hide the Tax 2 field. |
Invoice Export
Configures the format and structure of the accounting export files generated for this client.
General export settings
| Field | Type | Description |
|---|---|---|
| Export format | Selection | File format for the export (e.g., CSV, XML, EDI). Leave blank for the default format. |
| Export suppliers? | Checkbox | When checked, includes supplier information in the export. |
| Details on multiple line? | Checkbox | When checked, each invoice detail line generates a separate export line. |
| Re-Export suppliers? | Checkbox | When checked, suppliers already exported are included in subsequent exports. |
| Delimiter | Text | Column-separator character. Default: ; |
| Decimal separator | Text | Decimal-point character. Default: . |
Export structure
| Field | Type | Description |
|---|---|---|
| Group invoices by | Selection | Groups export lines by entity — e.g., Unit. Affects amount aggregation. |
| Amount of details | Number | Maximum number of detail lines per invoice in the export (e.g., 10). |
| Amount of columns | Number | Number of custom columns in the export (e.g., 4). |
| GL of taxes | Text | Comma-separated GL codes associated with taxes (e.g., 2103, 2104). |
Custom export columns
Columns #1 through #4 define which data appears in each column of the export file. Available values include SupplierNumber, InvoiceNumber, DetailGLCode, DetailTotal, and other invoice fields.
Units / Offices List
This section defines, directly on the client record, the list of units or offices associated with the client. Each entry has a short Code (left column) and a full Label (right column).
| Code (example) | Label (example) |
|---|---|
| Montreal | Montreal |
| New York | New York |
Click the + button next to the section title to add a new unit. Click the red delete icon next to an existing entry to remove it.
Client logo
A Logo field is available at the bottom of this section. Click Browse to select and upload the client's company logo. This logo can appear in the interface and in this client's exports.
Supplier Codes
Accessible via the Supplier Codes button on each client row, this screen manages the mapping between suppliers and this client's own accounting codes.
Each supplier code links a supplier already registered in xpens to an internal code used when exporting to the client's ERP system. This lets exports match each client's own numbering scheme without altering the global supplier records.