Yokoy has two roles that allow colleagues to help manage others’ spend: the assistance function, and the delegate function.
While both roles are similar in enabling you to have help with your tasks in Yokoy, they operate with different goals in mind.
Assistance function
As an assistant, you can create, submit and recall expense reports, trips and invoices on behalf of other users, as well as check transaction matching and manually match transactions to expenses, if required.
The assistance function works at submitter level, and therefore allows other users to share their submitter responsibilities with you.
As a result, you can create new expenses for them, view any expenses they have uploaded but not submitted (draft status), and view submitted expenses (in approval, in review, and ready for export statuses).
You have been assigned the assistance function if you see the Assistance option in the Submitter menu.
You can:
As an assistant, you may receive notifications about pending tasks for other users if enabled for your company and if they have chosen to notify you about their tasks.
Delegate function
A delegate is a person to whom a line manager or cost object owner has (temporarily) delegated their approval rights. As a delegate, you can approve, send back or reject expenses and invoices that have been submitted after you were made delegate.
Unlike for the assistance function, where both submitters and assistants can work on expenses at the same time, the delegation function means a full transfer of the manager role and its duties for a set period of time.
✏️ Note
In the case of invoices, while a delegate may be temporarily responsible for approval, managers can still view pending invoices to be approved and any invoices that were approved on their behalf.
With a cost object approval strategy, a delegate can be defined for each cost object.
You have been assigned the delegate function if you see the Manager section (if you are not already a manager in Yokoy), and see the My tasks > Approval tab in the web app or the Approvals tab in the mobile app.
If you already have a manager role, you will start to receive expenses for approval from other team members or other cost objects, depending on your company’s approval strategy.
You can:
As a delegate, you receive notifications about pending approvals instead of the primary line manager or cost object owner. In addition, if you act as an approver for other users or cost objects, you receive notifications about your own pending approvals.