Manage Copilot access

Copilot access lets you grant another member access to your Expensify account without sharing your login credentials. You can control their level of access and remove it at any time. This is helpful when you work with an executive assistant, accountant, bookkeeper, or colleague who needs to manage expenses and reports on your behalf.

If you’ve been granted Copilot access and need help switching accounts or working on someone else’s behalf, learn how to act as a Copilot.

If you just need someone to handle approvals while you’re away, learn how to assign a vacation delegate.

Who can add a Copilot

Any Expensify member can grant another member Copilot access to their own Expensify account.

You can invite someone who doesn’t yet have an Expensify account. They’ll receive an invitation to create one before accessing yours.

What a Copilot can and cannot do

A Copilot can:

• View expenses
• Create and manage expenses on your behalf
• Review reports
• Access account, workspace, and domain settings based on their assigned permissions

A Copilot cannot:

• Add or remove other Copilots
• Perform actions restricted by their assigned access level

How to add a Copilot

This feature is only available in a web browser. It is not available in the mobile app

1. In the navigation tabs on the left, click Settings > Account.
2. Click Profile.
3. In the Copilot: Delegated Access section, enter the email or phone number of the person to delegate access to.
4. Choose an access level:
   • Full Access — Grants access to all available actions.
   • Limited Access — Allows a Copilot to manage expenses and reports, but prevents approval and payment-related actions, including approvals, payments, rejections, holds, retractions, and reopens.
5. Click Add copilot.

How to remove a Copilot

1. In the navigation tabs on the left, click Settings > Account.
2. Click Profile.
3. In the Copilot: Delegated Access section, locate the Copilot whose access you want to remove.
4. Click X to remove their access.
5. Confirm the removal.

What happens after you manage Copilot access

After you add a Copilot:

• They can switch into your account immediately.
• Their available actions depend on the assigned access level.
• Actions they take are labeled as being performed on your behalf.

After you remove a Copilot:

• They can no longer access your account.

Note: If a Copilot performs billable activity in your account, both the Copilot and the account owner count as active members.

Learn about billable activity and how active members are defined.

FAQ

Can a Workspace Admin add a Copilot to another member’s account?

No. Copilot access can only be granted by the owner of the Expensify account. Workspace Admins can’t add, remove, or manage Copilots for other members’ personal accounts, even if they administer the Workspace.

If another member needs a Copilot, they must sign in to their own Expensify account and add the Copilot themselves.

Can a Copilot add or remove other Copilots?

No. Only the account owner can manage Copilot access.

Can I have multiple Copilots?

Yes. You can add multiple Copilots to your account. You must wait one minute between adding each Copilot.