Documentation

GreenLight User Guide

Everything you need to submit, approve, and manage expense reports — step by step.

Getting Started

GreenLight is a multi-role expense reimbursement tool. One person sets up the workspace, then invites employees and assigns them roles.

Create your workspace

  1. Go to app.bizapps.app/register and fill in your company name, username, and password.
  2. You are automatically the Admin of your workspace.
  3. Add your employees under People in the sidebar.
  4. Assign roles (User, Manager, Accountant) so each person can do their part.

Logging in

Visit app.bizapps.app/login. Usernames are case-insensitive. You can also sign in with Google if your admin has enabled it.

Tip: Change your password on first login via the shield icon at the bottom of the sidebar.

Roles & Permissions

Every user has one role that controls what they can see and do.

Admin

Full access — manages people, departments, categories, billing, and can view all reports.

T&E Approver

Reviews and approves submitted reports for the first stage of approval.

Accountant

Gives final finance approval after T&E approval. Can export reports to CSV.

User

Submits expense reports and tracks their own approval status.

Tip: A person can only hold one role. Promote them under People → Edit.

Submitting an Expense Report

Any user can create and submit expense reports for reimbursement.

Create a report

  1. Click New Report in the sidebar.
  2. Enter a report title (e.g. "NYC Trip — April 2026").
  3. Click Create Report. The report opens in Draft status.

Add expense lines

  1. Fill in the description, amount, date, and category for each expense.
  2. Attach a receipt — PDF, PNG, JPG, or HEIC, max 5 MB (JPEGs up to 15 MB are auto-compressed).
  3. Click Add Line. Repeat for each expense.

Submit for approval

  1. Once all lines are added, click Submit for Approval.
  2. The report moves to Submitted status and is locked for editing.
  3. Your manager is notified by email to review it.
You cannot edit or delete a report once it is submitted. Contact your admin if a correction is needed.

Track your report

The dashboard shows all your reports with their current status. Click any report to see the full detail, approval history, and any rejection reason.

Approval Workflow

GreenLight uses a two-stage approval process.

Draft → Submitted → T&E Approved → Finance Approved

At any stage after submission, a report can be Rejected with a reason.

Stage 1 — T&E Approval (Manager or Accountant)

  1. Go to T&E Approval in the sidebar (visible to Managers, Accountants, and Admins).
  2. Open a submitted report to review the lines and receipts.
  3. Click T&E Approve — optionally add notes for Finance or the employee.
  4. The report moves to T&E Approved and is forwarded to Finance.

Stage 2 — Finance Approval (Accountant)

  1. Go to Finance Approval in the sidebar (visible to Accountants and Admins).
  2. Open a T&E-approved report.
  3. Click Approve (Finance) — optionally add notes — to mark it fully Approved and ready for export.

Rejecting a report

Either a Manager or Accountant can reject a report at any stage (Submitted or T&E Approved) using the Reject button. A reason can be entered and is shown to the submitter on the report.

Tip: After full Finance approval, the report appears in Accounting Export and can be downloaded as CSV.

Accounting & Export

Accountants and Admins can view all fully-approved reports and export them.

Export to CSV

  1. Go to Accounting in the sidebar.
  2. Use the date filter to narrow the range.
  3. Click Export CSV to download a spreadsheet of all approved expense lines.

The CSV includes report title, submitter, department, category, GL code, amount, date, and receipt reference.

Managing People

Admins manage the employee directory and user accounts separately.

Employees vs. Users

Employees are people in your company directory (name, email, department, manager). Users are the login accounts linked to an employee record so their reports are attributed correctly.

Add an employee

  1. Go to People in the sidebar.
  2. Click Add Person and fill in name, email, department, and manager.
  3. To give them a login, check Create login account and set a username, password, and role.

Departments

Create departments under Departments in the sidebar. Employees are assigned to a department, and expense exports include the department name.

Settings & Categories

Expense categories

Categories group expense lines (e.g. Travel, Meals, Office Supplies). Each category can have an optional GL code for your accounting system.

  1. Go to Categories in the sidebar.
  2. Click Add Category, enter a name and optional GL code.
  3. Categories are available immediately when creating new expense lines.

Changing your password & 2FA

Click the shield icon at the bottom of the sidebar to change your password or enable two-factor authentication (TOTP).

Billing

GreenLight is priced per 10 active users/month. Admins manage billing under Billing in the sidebar.

Trial period

New workspaces start with a 60-day free trial — no credit card required. You'll see how many days remain on the Billing page.

Subscribe

  1. Go to Billing in the sidebar.
  2. Click Subscribe and complete checkout via our secure payment provider.
  3. Your workspace is activated immediately after payment.

Manage subscription

Click Manage subscription / Update payment method to update your card, view invoices, or cancel via the secure billing portal.

Tip: Pricing is based on active users only. Deactivating an employee reduces your seat count at the next billing cycle.

FAQ

Can I edit a submitted report?

No — submitted reports are locked. Ask your admin to reject the report back to Draft if a correction is needed.

What file types are accepted for receipts?

PDF, PNG, JPG, JPEG, GIF, and HEIC. Maximum 5 MB (JPEGs up to 15 MB are auto-compressed).

Can I sign in with Google?

Yes, if your admin has enabled Google OAuth for your workspace.

How do I add more users?

Go to People → Add Person and check Create login account. Each new active user is included in your next billing cycle automatically.

Who do I contact for help?

Email us at support@bizapps.app — we'll get back to you within one business day.