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Expensify Expense

Introduction

Expensify Expense is the core of the Expensify Superapp, offering world-class expense management capabilities for individuals and businesses alike. Whether you're tracking personal expenses for budgeting, submitting receipts for reimbursement, or overseeing company-wide spending, Expensify Expense simplifies the process with its user-friendly design and powerful automation features.

[Main uses] What are the main uses of Expensify Expense?

Expensify Expense is designed for a wide range of expense management needs:

  • Reimburse Employee Receipts - Manage business expenses by capturing and submitting receipts for approval.
  • Track Personal Expenses - Keep tabs on your expenses for tax deductions, budgeting, or general financial tracking.
  • Split Bills - Easily divide the cost of shared expenses like meals or group activities and send or receive payments.
  • Automate Receipt Capture - Use SmartScan to automatically capture receipt details and categorize them instantly.
  • Submit and Approve Expense Reports - Create detailed reports for approval, with multi-level workflows if needed.
  • Stay on Top of Company Spending - With corporate cards and real-time tracking, managers can ensure compliance and stay within budget.

[Core users] Who are the core users of Expensify Expense?

Expensify Expense is versatile enough for personal, business, and enterprise use. Key user groups include:

  • Individuals - Track personal spending and maximize tax deductions with easy categorization of expenses.
  • Freelancers - Manage client billable expenses and reimbursements.
  • Employees - Submit expense reports with attached receipts, whether you're in the office or traveling.
  • Managers - Approve expenses, oversee spending, and ensure compliance with company policies.
  • Accountants - Streamline financial reporting by integrating with accounting platforms and processing reimbursements.
  • Corporate Teams - Manage large-scale company expenses with corporate cards and centralized approval workflows.

[Key advantages] What are the key advantages of using Expensify Expense?

Expensify Expense offers a variety of advantages:

  • Automated Receipt Capture - Eliminate manual data entry with SmartScan.
  • Integrated Corporate Cards - Link company cards to track purchases in real-time.
  • Real-Time Expense Tracking - Monitor budgets and expenses as they happen.
  • Custom Approval Workflows - Create multi-level approval processes.
  • Seamless Integration - Sync your expenses with accounting systems like QuickBooks, Xero, NetSuite, and others.
  • Worldwide Compatibility - Expensify supports every currency, ideal for international business.

Concepts

[Receipt capture] What is receipt capture in Expensify Expense?

Receipt capture simplifies receipt management with SmartScan:

  • SmartScan - Automatically scans and extracts details from your receipts and categorizes the expense.
  • E-receipts - Automatically generate IRS-compliant electronic receipts for purchases made with the Expensify Card.
  • Manual Upload - Take a photo or upload your receipt manually from your device.

[Expense categories] What are expense categories?

Expense categories help code expenses for accounting and financial reporting. Categories can be manually created or imported from connected platforms like QuickBooks, Xero, and NetSuite. Over time, Expensify learns how you categorize specific merchants and applies them automatically.

[Track taxes] What is tax management in Expensify?

Expensify allows you to configure and manage tax rates within your workspace, applicable on Collect and Control plans. This applies the correct tax rates to expenses based on currency and workspace settings.

Enabling and Managing Taxes

Expensify allows you to enable and manage tax rates in your workspace:

  • Enable Taxes - Taxes can be enabled on any workspace where the default currency is not USD. If there's a direct accounting integration, tax rates will be managed through the integration.

  • Managing Tax Rates - You can manually add, edit, or delete tax rates. Additionally, you can set default tax rates for both workspace currency and foreign currencies.

[Corporate cards] What is the role of corporate cards in Expensify Expense?

Corporate cards integrate with Expensify Expense for automated expense tracking:

  • Automatic Receipt Capture - Transactions automatically generate e-receipts.
  • Spend Limits and Controls - Managers can set limits, track spending, and lock cards.
  • Rewards - Earn cashback on Expensify Card purchases.

[Integrations] What accounting systems does Expensify support?

Expensify integrates with all major accounting systems, including QuickBooks Online, Xero, NetSuite, and Sage Intacct.

[Distance Rates] What are distance rates in Expensify?

Distance rates are configured for mileage expenses, allowing employees to select predefined rates when logging distance-based expenses.

[NetSuite Integration] What is the NetSuite integration in Expensify?

NetSuite integration allows for seamless data transfer between Expensify and NetSuite:

  • Expense Categories - Automatically imported from NetSuite into Expensify for consistency.
  • Tags and Report Fields - Import departments, classes, and locations as tags or report fields for detailed categorization.
  • Custom Segments/Records - Import custom segments and records for more specific data mapping.
  • Auto-Sync - Synchronize data changes between Expensify and NetSuite daily.

[Duplicate Detection] What is duplicate detection in Expensify?

Duplicate Detection helps prevent duplicate expense requests by flagging expenses with the same date and amount in the same member's account:

  • Flagging - A red dot appears in the left menu or the expense’s chat room, putting the expense on “hold.”
  • Eligibility - Available exclusively for Collect & Control plans.

[Bank Account Connection] What does connecting a personal bank account to Expensify mean?

Connecting a personal bank account allows direct receipt of payments and reimbursements:

  • Secure Verification - We use Plaid, an encrypted third-party platform, to verify your banking information securely.
  • Direct Deposits - Once connected, all payments and reimbursements go directly into your designated bank account.

[Expensify Wallet] What is the Expensify Wallet?

The Expensify Wallet enables peer-to-peer payments by connecting a personal bank account:

  • Setup - Connect your bank account via Plaid to enable the wallet.
  • Verification - Verify your identity through Onfido by uploading identification.
  • Payments - Once the wallet is enabled, you can send and receive payments seamlessly.

[Business Bank Account Validation] What is validating a business bank account in Expensify?

Validating a business bank account is essential to ensure that your account is ready for use in Expensify:

  • Test Deposits - After the bank account connection is approved, Expensify sends three test transactions to your account for validation.
  • Verification Status - Check your bank account status in the Bank accounts section under workspace settings. The status will either be Verifying or Pending.
  • Input Transaction Amounts - Once you receive the test deposits, input the transaction amounts as prompted in Expensify to complete the validation process.

[Expense Tags] What are tags in Expensify Expense?

Tags in Expensify refer to line-item details like classes, projects, locations, and customers that help code expenses for accounting and reporting. Tags can be manually created or imported from a connected accounting system. Expensify learns and applies tags automatically over time.

[Workflows] What are workflows in Expensify Expense?

Workflows in Expensify Expense allow you to manage expense approvals and submissions:

  • Add Approvals - Requires additional approval for an expense before payment can be authorized. The default approver is the workspace owner, but it can be changed to another workspace admin.
  • Delay Submissions - Determines when expenses without issues are automatically submitted. You can set a delay frequency for automatic submissions.

[Report Fields] What are report fields in Expensify Expense?

Report fields allow you to add additional details to your reports:

  • Enable Report Fields - Report fields can be enabled in Workspaces on the Control plan. They provide a way to specify header-level details like project names or locations.
  • Create Report Fields - Once enabled, report fields can be created for free-text input, date selection, or a list of options.
  • Edit/Delete Report Fields - Existing report fields can be modified or removed as needed to keep your workspace organized.

Tutorials

Expense Reports

[Create report] How do I create an expense report?

To create an expense report:

  1. Press Create > Expense Report to start a new report.
  2. Add your receipts and manually log expenses for tracking.
  3. Categorize your expenses for organization.
  4. Submit the report for approval to the relevant supervisor.

[Submit Expenses] What happens after I submit an expense?

After submitting an expense, the next steps depend on whether it was sent to a workspace or an individual:

  • Workspace submissions: Automatically added to a report, checked for violations, and a chat is created. Reports are submitted for approval every Sunday, but can be manually submitted if ready.
  • Individual submissions: Sent via email or text, with chat option in Expensify Chat for discussions.

[Approve expenses] How do I approve expense reports?

To approve expense reports:

  1. Go to your Inbox and select the report needing approval.
  2. Review the receipts and expense details for accuracy.
  3. Press Approve or Reject based on your assessment.

Manage Workflows

[Enable workflows] How do I enable workflows in Expensify?

To enable workflows:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the desired workspace.
  4. Press More features in the left menu.
  5. Under the Spend section, toggle Workflows to enable approval settings.

[Select workflows] How do I select workflow settings?

To select workflow settings:

  1. Press Workflows in the left menu.
  2. Toggle the desired settings:
    • Add Approvals: Select an approver for expenses requiring additional approval.
    • Delay Submissions: Choose a frequency for automatic submission of expenses.

[Add approvals] How do I add approvals to a workspace?

To enable Add approvals on a workspace:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to add approvals.
  4. Press Workflows in the left menu.
  5. Toggle Add approvals.

Enabling Add approvals reveals the option to set a default approval workflow.

[Configure approval workflows] How do I configure approval workflows in a workspace?

To configure the default approval workflow:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to set the approval workflow.
  4. Press Workflows in the left menu.
  5. Under Expenses from Everyone, press First approver.
  6. Select the workspace member as the first approver.
  7. Under Additional approver, continue selecting members.
  8. Press Save.

To set a custom approval workflow for specific members:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to add approvals.
  4. Press Workflows in the left menu.
  5. Under Add approvals, press Add approval workflow.
  6. Choose the specific member for the custom workflow.
  7. Press Next.
  8. Select the first approver.
  9. Press Next.
  10. Press Additional approver to select more members.
  11. Press Add workflow to save.

[Edit or delete approval workflows] How do I manage approval workflows in Expensify?

To edit an approval workflow:

  1. On the Workflows page, press the workflow to edit.
  2. Press the Approver field for the desired level.
  3. Select or deselect members as approvers.
  4. Press Save.

To delete an approval workflow:

  1. On the Workflows page, press the workflow to delete.
  2. Press Delete.
  3. In the confirmation window, press Delete again.

Set Up Payment Account

[Set up payment account] How do I set up a business bank account for workspace payments?

To set up a business bank account for payments:

  1. Press Workflows.
  2. Enable the Payments toggle.
  3. Press Connect Bank Account and follow the prompts to connect your company bank account.
  4. Select an authorized expense payer, who is a workspace admin with access to the business bank account.

Expense Capture

[SmartScan] How do I use SmartScan to capture receipts?

To use SmartScan, follow these steps:

  1. Press the + icon and select Submit Expense.
  2. Press Scan.
  3. Take a photo of a receipt or upload it from your device. SmartScan will auto-populate details like merchant, date, and amount.
  4. Use the search field to find the desired workspace or person's name, email, or phone number.
  5. Add a description, category, tags, or tax as needed.
  6. (Optional) Enable the expense as billable if it should be billed to a client.
  7. Press Submit.

[Manually add expense] How do I manually add an expense?

To add an expense manually, follow these steps:

  1. Press the + icon and select Submit Expense.
  2. Press Manual.
  3. Enter the amount and press Next. Choose a currency if necessary.
  4. Use the search field to find the desired workspace or person's name, email, or phone number.
  5. (Optional) Add a description.
  6. Add a merchant.
  7. Press Show more to add additional fields like category if needed.
  8. Press Submit.

Manage Expense Tags

[Create and manage tags] How do I create and manage expense tags?

To create and manage expense tags in your workspace:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the desired workspace.
  4. Press More features and enable the Tags toggle in the Organize section.
  5. Press Tags.
  6. To add a tag, press Add Tag, enter a name, and press Save.
  7. To delete a tag, press the tag, press the three-dot menu, and select Delete tag.

[Enable or disable tags] How do I enable or disable tags for expenses?

To enable or disable tags:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the desired workspace.
  4. Press Tags.
  5. Press the tag and use the toggle to enable or disable it.

[Add or edit a GL code] How do I add or edit a GL code for a tag?

If your workspace is on the Control plan, you can add or edit a GL code for a tag:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace.
  4. Press Tags.
  5. Press the tag to open tag-settings.
  6. Click the GL code field, make changes, and press Save.

Manage Expense Categories

[Create categories] How do I create expense categories?

To create expense categories:

  1. Press your profile image or icon in the bottom menu.
  2. Press Workspaces.
  3. Select the workspace you want to add categories to.
  4. Press Categories.
  5. Press Add Category and enter a name.
  6. Press Save.

[Delete categories] How do I delete expense categories?

To delete an expense category:

  1. Press the category in the Categories page.
  2. Press the three-dot menu in the top right.
  3. Press Delete category to permanently delete it.

[Enable or disable categories] How do I enable or disable expense categories?

To enable or disable categories:

  1. Press your profile image or icon in the bottom menu.
  2. Press Workspaces.
  3. Select a workspace.
  4. Press Categories.
  5. Press a category and use the toggle to enable or disable it.

Require Tags and Categories

[Require tags and categories] How do I require tags and categories for expenses?

To require workspace members to add tags and/or categories to their expenses:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select a workspace.
  4. Press Tags or Categories in the left menu.
  5. Press Settings at the top right of the page.
  6. Enable the “Members must tag/categorize all expenses" toggle.
  7. If desired, repeat steps 4-6 for tags or categories (whichever you haven’t done yet).

This will highlight the tag and/or category field as required on all expenses. Note that expenses can still be submitted without a tag and/or category, but the submitter and approver will see an orange dot on the expense details to alert them that the tag/category is missing.

Distance Expenses

[Create distance expense] How do I create a distance expense?

To create a distance expense:

  1. Press the + icon and select Submit Expense.
  2. Press Distance.
  3. Enter starting and ending locations.
  4. (Optional) Add stops by pressing Add stop.
  5. Press Next.
  6. Use the search field to find the desired workspace or person's name, email, or phone number.
  7. (Optional) Add a description.
  8. Press Submit.

[Create and send a distance request] How do I create and send a distance request for reimbursement?

To create and send a distance request for mileage reimbursement:

  1. Press the green + button and select Request Money.
  2. Press Distance on the Request Money screen.
  3. Enter the Start and Finish addresses and press Next. If you have multiple stops, add them before proceeding.
  4. Choose the recipient by selecting your organization's workspace from the recent workspaces list.
  5. On the confirmation page, review the amount, date, and distance. Optionally, add a description or category. Press Request.
  6. Your request will be sent to a workspace admin for approval and reimbursement through Expensify or other means.

Manage Distance Rates

[Enable distance rates] How do I enable distance rates in a workspace?

To enable distance rates in a workspace you manage:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to enable distance rates.
  4. Press More features in the left menu.
  5. Toggle Distance rates to enable the feature.

Once enabled, a new Distance rates option will appear in the left menu.

[Add or manage distance rates] How do I add, edit, or delete distance rates?

To manage distance rates:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to manage distance rates.
  4. Press Distance rates in the left menu.

To add a rate:

  1. Press Add rate in the top right.
  2. Enter a value and press Save.

To edit or delete a rate:

  1. Press the desired distance rate.
  2. To enable or disable, use the toggle next to Enable rate and press Save.
  3. To edit, enter the new value and press Save.
  4. To delete, press Delete.

For bulk actions:

  1. Use the checkboxes next to distance rates.
  2. Press "x selected" at the top right.
  3. Choose Enable rates, Disable rates, or Delete rates as needed.

Manage Tax Rates

[Enable Taxes] How do I enable taxes on a workspace?

To enable taxes on your workspace:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to enable tax codes.
  4. Press More features in the left menu.
  5. Toggle Taxes to enable the feature.

After enabling taxes, a new Taxes option will appear in the left menu.

[Add or manage tax rates] How do I add, edit, or delete tax rates?

To manage tax rates:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace where you want to manage tax rates.
  4. Press Taxes in the left menu.

To add a rate:

  1. Press Add rate in the top right.
  2. Enter a name, value, and tax code, then press Save.

To edit or delete a rate:

  1. Press the desired tax rate.
  2. To enable or disable, use the toggle next to Enable rate and press Save.
  3. To edit, enter the new value and press Save.
  4. To delete, press Delete.

For bulk actions:

  1. Use the checkboxes next to tax rates.
  2. Press "x selected" at the top right.
  3. Choose Enable rates, Disable rates, or Delete rates as needed.

[Change Default Tax Rates] How do I change the default tax rates in a workspace?

To change the default tax rates:

  1. On the Taxes settings page, press Settings in the top right.
  2. Press Workspace currency default or Foreign currency default and select the desired tax rate.

Bank Account Management

[Connect Business Bank Account] How do I connect a business bank account in Expensify?

To connect a business bank account:

  1. Enable the Make or Track Payments Workflow by navigating to Workspaces > More Features > Enable Workflows, then press Workflows and enable Make or Track Payments.
  2. Press Connect Bank Account and select either Connect Online with Plaid or Connect Manually.
  3. Enter your bank details.
  4. Upload a photo of your ID and take a selfie video for verification.
  5. Enter your company information, including business name, address, tax ID, and website.
  6. Provide additional information on beneficial owners if applicable.
  7. Verify all details are accurate and accept the agreement terms.

[Validate Business Bank Account] How do I validate a business bank account in Expensify?

To validate your business bank account:

  1. Navigate to Settings > Workspaces > Workspace Name > Bank account to check the status.
  2. If the status is Verifying, check your email for further instructions. If Pending, proceed to the next step.
  3. Wait 1-2 business days for Expensify to send three test transactions to your bank account.
  4. In the Bank accounts section of your workspace settings, input the transaction amounts as prompted.

Once completed, your business bank account is validated and ready for use in Expensify.

[Unlock Business Bank Account] How do I unlock a business bank account?

If your business bank account is locked due to a rejected withdrawal request, follow these steps to unlock it:

  1. Go to Settings > Workspaces > Workspace Name > Bank account and press Fix. This sends a request to our support team to review the reason for the lock. They will provide you with the necessary next steps.
  2. Be patient, as unlocking the account can take several business days due to ACH processing times and clawback periods.

If you need to enable direct debits from your verified bank account, provide your bank with the following details:

  • For Expensify:
    • ACH CompanyIDs: 1270239450, 4270239450, 2270239450
    • ACH Originator Name: Expensify
  • For Bill Payments with Stripe:
    • ACH CompanyIDs: 1800948598, 4270465600
    • ACH Originator Name: expensify.com
  • For International Reimbursements with CorPay:
    • ACH CompanyIDs: 1522304924, 2522304924
    • ACH Originator Name: Cambridge Global Payments

[Connect Personal Bank Account] How do I connect a personal bank account to Expensify?

To connect a personal bank account for receiving payments and reimbursements:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Wallet.
  3. Press Add Bank Account to initiate the process.
  4. Press Continue to redirect to Plaid for secure bank account verification.
  5. Follow the prompts to enter your bank account details via Plaid.
  6. Once done, return to Expensify to complete the linking process.
  7. Choose the account you wish to connect and press Save & continue.

Once connected, payments and reimbursements will be automatically deposited into the linked bank account.

Invoice Management

[Enable Invoicing] How do I enable invoicing on a workspace?

To enable invoicing:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces and select the workspace for which you want to enable invoicing.
  3. Press More features in the left menu.
  4. Under the Earn section, enable the Invoice toggle.

[Send Invoice] How do I send an invoice using Expensify?

To send an invoice:

  1. Press the + icon in the bottom left menu and select Send Invoice.
  2. Enter the amount due and press Next.
  3. Enter the email or phone number of the person who should receive the invoice.
  4. (Optional) Add additional invoice details, including description, date, category, tag, and/or tax.
  5. Press Send.

[Receive Invoice Payment] How do I receive invoice payments?

If you have not connected a business bank account to receive invoice payments, you will see an Invoice balance in your Wallet. Expensify will automatically transfer these invoice payments once a business bank account is connected.

[Pay an Invoice] How do I pay an invoice in Expensify?

To pay an invoice in Expensify, follow these steps:

  1. Press the link in the email or text notification you receive from Expensify.
  2. Press Pay.
  3. Choose to Pay as an individual or Pay as a business.
  4. Press Add Bank Account or Add debit or credit card to issue payment.

You can also view all unpaid invoices by searching for the sender’s email or phone number on the left-hand side of the app. The invoices waiting for your payment will have a green dot.

Expense Management

[Approve and Pay Expenses] How do I approve and pay expenses in Expensify?

To manage expenses effectively, follow these steps:

  1. Manually Approve an Expense:

    • Open the Expensify Chat thread for the expense.
    • Press the expense or group of expenses.
    • Review the details, ensuring receipt, amount, and description accuracy.
    • Determine the next step: Approve, hold, or request changes.

  2. Approve Expenses:

    • Open the Expensify Chat thread for the expense.
    • Press the expense or group of expenses.
    • Review the expense details for correctness.
    • Decide the next steps:
      • Approve: When satisfied, press Approve.
      • Handle Holds: Choose to approve non-held expenses or the full amount, including held ones.
      • Request Changes: Add a comment in the chat thread to request any changes.

  3. Hold an Expense:

    • Open the Expensify Chat thread for the expense.
    • Press the expense or group of expenses.
    • Press the three-dot menu and select Hold.
    • Enter a reason for the hold.
    • Review the hold overview and press Got It.
    • When ready, remove the hold or approve the expense.

  4. Unapprove an Expense:

    • Press the workspace logo in the top left.
    • Select the workspace with the expense report.
    • Search for the approved report.
    • Press the dropdown arrow for report actions.
    • Press Unapprove.

  5. Pay Expenses:

    • Open the Expensify Chat thread for the expense.
    • Press the expense or group of expenses.
    • Select a payment option:
      • Press Pay to pay the full amount within Expensify.
      • Press Pay Elsewhere if payment is made outside Expensify.

[Review & Resolve Duplicates] How do I handle duplicate expense requests?

To review and resolve duplicate expenses:

  1. Press the red dot in the left menu or open the expense’s chat room to view the flagged request.
  2. Press the green Review duplicates button at the top of the request.
  3. Review the list of potential duplicates.
  4. To resolve a duplicate, press either Keep all or Keep this one.
    • Keep all: Retains all expenses as separate charges and removes the hold.
    • Keep this one: Retains this expense and discards its other related duplicates.
  5. If discrepancies exist between the duplicates (e.g., category, tags), choose which details to keep.
  6. Confirm your selection to merge the requests or keep all.

The expenses are removed from the duplicates list and the hold is removed.

[Track Expenses] How do I track expenses in Expensify?

To create, store, or share non-reimbursable expenses using the Track Expenses feature:

  1. Press the + icon in the bottom menu and select Track Expense.
  2. Create the expense manually, scan the receipt, or add a distance expense.
  3. Choose the next steps for the expense:
    • Submit it to someone: Select this option to request payment from a contact or other members of your Expensify workspace.
    • Categorize it: Select this option to choose a category and additional details to code the expense for a specific workspace. The expense will then be placed on a report and can be submitted to the workspace for approval.
    • Share it with my accountant: Select this option to share the expense with your accountant. The expense will then be placed on a report under the workspace for your accountant to review.
    • Nothing for now: Select this option to store the expense. Expensify will keep the expense until you are ready to take action on it—it won’t expire. When you’re ready, you can then select one of the above options for the expense at a later time.

[Split an Expense] How do I split an expense with others?

Splitting an expense allows the person who paid the bill to request money from multiple people who will split the cost with them. To split an expense:

  1. Press the + icon and select Split Expense.
  2. Upload a photo of your receipt or manually enter the total bill amount.
  3. Press Next.
  4. Enter the names, email addresses, or phone numbers for the people you want to request money from. Note: You can select multiple people.
  5. Press Next.
  6. (Optional) Enter a reason for the request in the Description field.
  7. (Optional) If you manually entered the bill amount, add the merchant and date of purchase.
  8. Press Split.

Each person will receive an email or text with the details of the request. You can also chat with them about the expense in Expensify Chat, and you can receive payments through your Expensify Wallet or outside of Expensify.

Manage Report Fields

[Enable Report Fields] How do I enable report fields on a workspace?

To enable report fields on a workspace:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace you want to enable report fields for.
  4. Press More features and toggle Report Fields to enable them.

[Create Report Fields] How do I create new report fields?

To create new report fields:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace you want to create report fields on.
  4. Press Report Fields in the left menu.
  5. Press Add Field in the top right corner to create a new field.
  6. Enter a name for your report field and select the field type (Text, Date, or List).
  7. Press Save to finalize the new field.

[Edit or Delete Report Fields] How do I edit or delete existing report fields?

To edit or delete existing report fields:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces in the left menu.
  3. Select the workspace with the report fields you want to edit or delete.
  4. Press Report Fields in the left menu.
  5. Select the report field you wish to edit or delete.
  6. Make the required edits in the right-hand panel, or press Delete.

Accounting Integrations

[Connect to QuickBooks Online] How do I connect Expensify to QuickBooks Online?

To integrate with QuickBooks Online:

  1. Press your profile image or icon in the bottom left menu to access settings.
  2. Press Workspaces and select the workspace you want to connect to QuickBooks Online.
  3. Press More features and enable the Accounting toggle.
  4. Press Accounting and then Set up next to QuickBooks Online.
  5. Enter your Intuit login details to import your settings.

[Configure QuickBooks Online] How do I configure QuickBooks Online settings in Expensify?

Configuring QuickBooks Online involves setting import, export, and advanced settings for seamless integration with Expensify.

  1. Import Settings:

    • Under Accounting, select Import under QuickBooks Online.
    • Review settings for Chart of Accounts, Classes, Customers/Projects, Locations, and Taxes.

  2. Export Settings:

    • Under Accounting, select Export for QuickBooks Online.
    • Review settings for Preferred Exporter, Export Out-of-Pocket Expenses, and Invoices.

  3. Advanced Settings:

    • Select Advanced under QuickBooks Online.
    • Set options for Auto-sync, Invite Employees, Automatically Create Entities, and Sync Reimbursed Reports.

[Connect to Xero] How do I connect Expensify to Xero?

To integrate with Xero:

  1. Press your profile image or icon in the bottom left menu to access settings.
  2. Press Workspaces and select your desired workspace.
  3. Press More features and enable the Accounting toggle.
  4. Press Accounting and then Set up next to Xero.
  5. Enter your Xero login details to import your settings.

[Configure Xero] How do I configure Xero settings in Expensify?

To configure Xero settings:

  1. Under the Accounting settings for your workspace, press Import under the Xero connection.
  2. Select options for settings like Xero organization, Chart of Accounts, Tracking Categories, Re-bill Customers, and Taxes.
  3. Under the Accounting settings, press Export for Xero connection configuration.
  4. Review export settings like Preferred Exporter, Export Out-of-Pocket Expenses, and Xero Bank Account.
  5. Press Advanced under Xero connection to set Auto-sync, Set Purchase Bill Status, Sync Reimbursed Reports, and other advanced settings.

[Connect to Sage Intacct] How do I connect Expensify to Sage Intacct?

To integrate with Sage Intacct:

  1. In Expensify, go to Settings > Workspaces > [Workspace Name] > Accounting.
  2. Press Set up next to Sage Intacct and enter your credentials.
  3. Press Confirm to finalize the setup.

[Configure Sage Intacct] How do I configure Sage Intacct settings in Expensify?

To configure Sage Intacct:

  1. Navigate to Accounting settings and select Entity under Sage Intacct to choose the entity.
  2. Press Import to set preferences for categories, expenses, and dimensions.
  3. Press Export to choose exporter and methods for expenses.
  4. Press Advanced to enable features like auto-sync.

[Connect to NetSuite] How do I connect Expensify to NetSuite?

To integrate with NetSuite:

  1. Log into Expensify as a workspace admin and press your profile image or icon in the bottom left menu.
  2. Scroll down and press Workspaces and select the workspace you want to connect to NetSuite.
  3. Press More features and enable the Accounting toggle.
  4. Press Accounting and then Set up next to NetSuite.
  5. Enter your NetSuite Account ID, Token ID, and Token Secret. These can be found in NetSuite under Setup > Integration > Web Services Preferences.
  6. Press Confirm to complete the setup.

[Configure NetSuite] How do I configure NetSuite settings in Expensify?

To configure NetSuite settings:

  1. Ensure the Expensify Bundle is installed in NetSuite by going to Customization > SuiteBundler > Search & Install Bundles.
  2. Enable Token-Based Authentication in NetSuite under Setup > Company > Enable Features > SuiteCloud > Manage Authentication.
  3. Add the Expensify Integration Role to a user in NetSuite under Lists > Employees and manage access.
  4. Create Access Tokens in NetSuite by entering "page: tokens" in the Global Search and selecting New Access Token.
  5. Confirm Expense Categories and Reports are enabled in NetSuite under Setup > Accounting and Employees.
  6. Follow the detailed steps for ensuring transaction forms are properly configured in NetSuite for Expense Reports, Journal Entries, Vendor Bills, and Credits.

Exporting Data

[Export Expenses] How do I export expenses to a CSV file?

To export your expense data to a CSV file:

  1. Press the Search tab in the bottom left menu to view your expenses.

  2. Select the checkbox next to the expenses or reports you wish to export.

  3. Press # selected at the top-right and select Download to export.

    The CSV download will save locally to your device with the file naming prefix "Expensify." This file includes data such as Date, Merchant, Description, From, To, Category, Tag, Tax, Amount, Currency, Type, and Receipt URL.

[Exporting Reports to Xero] How do I export reports to Xero manually?

If an error occurs during an automatic export to Xero:

  1. Check your email or the related Workspace Chat for error notifications.
  2. Resolve the issue by opening the expense and making necessary changes.
  3. Ensure the report is in the Approved, Closed, or Reimbursed state.
  4. An admin must press the heading at the top of the expense, select Export, and then choose Xero.

[Exporting Reports to QuickBooks Online] How do I manually export reports to QuickBooks Online?

If an error occurs during an automatic export to QuickBooks Online:

  1. Check your email or the related Workspace Chat for error notifications.
  2. Open the expense and make necessary changes.
  3. Ensure the report is in the Approved, Closed, or Reimbursed state.
  4. An admin must press the heading at the top of the expense, select Export, and then choose QuickBooks Online.

[QuickBooks Online Manual Export Troubleshooting] Why can't I manually export a report to QuickBooks Online?

To export a report to QuickBooks Online, the report must be in the Approved, Closed, or Reimbursed state. If the report is in the Open state, pressing Export will lead to an empty page. Ensure the report is submitted or approved if it's in the Processing state. Once these changes are made, an admin can manually export the report to QuickBooks Online.

FAQ

General Inquiries

Why should I use Expensify Expense for my business?

Expensify Expense automates processes like receipt capture, workflows, and reimbursement, saving time and improving accuracy.

How do SmartScan limits work?

SmartScan allows you to scan a set number of receipts each month for free, with more available under paid plans.

Can I use Expensify Expense for free?

Yes, Expensify Expense offers a free plan with basic features, with advanced plans for larger business needs.

How does Expensify support multi-currency expenses?

Expensify converts expenses to your preferred currency and supports global reimbursement.

Workflow Management

[Delayed Submission and Approvals] If I have delayed submission and an approver, what should I expect with a report?

When Add Approver is enabled with Delay Submission, expense reports go from Open > Processing > Approved. If delayed submission is disabled, expense reports go from Processing > Approved.

Can an employee have more than one approval workflow?

No, each employee can have only one approval workflow.

Integration and Export

[Disconnect from Xero] How do I disconnect Xero from Expensify?

To disconnect Xero:

  1. Press your profile image or icon in the bottom left menu.
  2. Press Workspaces and select your workspace.
  3. Press Accounting.
  4. Press the three-dot menu next to Xero and select Disconnect.
  5. Press Disconnect again to confirm.

You will no longer see the imported options from Xero.

[Xero Export Confirmation] How do I know if a report successfully exported to Xero?

When a report exports successfully, a message is posted in the related Expensify Chat room.

[Duplicate Report Handling] What happens if I manually export a report that has already been exported?

When an admin manually exports a report, Expensify will warn them if the report has already been exported. If the admin chooses to export it again, it will create a duplicate report in Xero. You will need to delete the duplicate entries from within Xero.

[Auto Sync Impact] What happens to existing reports that have already been approved and reimbursed if I enable Auto Sync?

  • If Auto Sync was disabled when your Workspace was linked to Xero, enabling it won’t impact existing reports that haven’t been exported.
  • If a report has been exported and reimbursed via ACH, it will be automatically marked as paid in Xero during the next sync.
  • If a report has been exported and marked as paid in Xero, it will be automatically marked as reimbursed in Expensify during the next sync.
  • If a report has not yet been exported to Xero, it won’t be automatically exported.

[Report Export to Sage Intacct] Why wasn't my report automatically exported to Sage Intacct?

There are a number of factors that can cause auto-export to fail. If this happens, you will find the specific export error in the report comments for the report that failed to export. Once you’ve resolved any errors, you can manually export the report to Sage Intacct.

[Negative Expenses to Sage Intacct] Can I export negative expenses to Sage Intacct?

Yes, you can export negative expenses to Sage Intacct. If you are exporting out-of-pocket expenses as expense reports, then the total of each exported report cannot be negative.

[NetSuite Plan Requirement] What type of Expensify plan is required to connect to NetSuite?

You need a Control workspace to integrate with NetSuite. If you have a Collect workspace, you will need to upgrade to Control.

[NetSuite Page Size] What should I set my page size to in NetSuite for importing customers and vendors?

Make sure your page size is set to 1000 in NetSuite for importing your customers and vendors. Go to Setup > Integration > Web Services Preferences and search Page Size to determine your page size.

[NetSuite Export Options] What are the export options for NetSuite?

You can export out-of-pocket expenses and company card expenses as Expense Reports, Vendor Bills, or Journal Entries in NetSuite. For invoices, select an Accounts Receivable account. Export settings can be configured to choose the date for records, export foreign currency amounts, and export to the next open period if a period is closed.

[QuickBooks Online Error Resolution] Why do I see a red dot next to my QuickBooks Online connection?

If there is an error with your connection, you’ll see a red dot next to Accounting in the left menu. When you press Accounting, you’ll also see a red dot displayed next to the QuickBooks Online connection card. This may occur if you incorrectly enter your QuickBooks Online login information when trying to establish the connection. To resubmit your login details:

  1. Press the three-dot menu to the right of the QuickBooks Online connection.
  2. Press Enter credentials.
  3. Enter your Intuit login details to establish the connection.

[QuickBooks Online Export Confirmation] How do I know if a report is successfully exported to QuickBooks Online?

When a report exports successfully, a message is posted in the expense’s related chat room.

[Duplicate Report Handling in QuickBooks Online] What happens if I manually export a report that has already been exported?

When an admin manually exports a report, Expensify will notify them if the report has already been exported. Exporting the data again will create a duplicate report in QuickBooks Online.

[Auto Sync Impact for QuickBooks Online] What happens to existing approved and reimbursed reports if I enable Auto Sync?

  • If Auto Sync was disabled when your Workspace was linked to QuickBooks Online, enabling it won’t impact existing reports that haven’t been exported.
  • If a report has been exported and reimbursed via ACH, it will be automatically marked as paid in QuickBooks Online during the next sync.
  • If a report has been exported and marked as paid in QuickBooks Online, it will be automatically marked as reimbursed in Expensify during the next sync.

Reports that have yet to be exported to QuickBooks Online won’t be automatically exported.

[Report Exporting to Xero Troubleshooting] Why can't I manually export a report to Xero?

To export a report to Xero, it must be in the Approved, Closed, or Reimbursed state. If it is in the Open state, pressing Export will lead to a notification that the data is not yet available for export. Make sure the report is submitted or approved if it's in the Processing state. Once these changes are made, an admin can manually export the report to Xero.

Exporting and Downloading Options

[CSV Export Options] Can I export in a different format, like PDF or XLS?

No, currently Expensify supports CSV export only.

[CSV Customization] Can I add columns to the CSV download to capture additional data points?

No, the CSV template cannot be customized.

[Bulk Selection] Can I select expenses or reports in bulk for exporting?

Yes, you can select expenses or reports in bulk by using the Select multiple or Select all option. To display these options on the mobile app, simply long press an item.

Invoicing and Payment

[Workspace Requirement] Why do I need to create a workspace to send an invoice?

A workspace is a configuration of settings related to your business. Since invoicing is considered a business feature, you must have a workspace to configure and use invoicing.

[Invoice Communication] How do I communicate with the sender/recipient about the invoice?

Expensify will automatically notify the invoice recipient about the new invoice via email, SMS, and a mobile app notification, along with instructions on how to pay it. Daily reminders will be sent until the invoice is paid. Additionally, an invoice chat room will be automatically created in Expensify between the invoice sender, their workspace admins, and the payer. You can use this chat to discuss anything related to the invoice.

[Invoice Export] Can you export invoices between an accounting integration?

Yes, you can export invoices between Expensify and your connected accounting integration.

[Invoice Permissions] Who can send and pay an invoice?

All workspace admins will be able to send and pay invoices. Invoices can also be paid by anyone, including recipients without an Expensify account.

[Disable Invoicing] What happens if I disable invoicing in the future?

When invoicing is disabled, all previously created invoice rooms and historical invoices will remain unaffected and continue to exist. However, all workspace admins will no longer have the option to send an invoice.

[Business Bank Account Error] Why am I getting an error after I enter my website when connecting a business bank account?

We can only accept a private domain website to ensure the security of your business. If you receive an error when entering your website, it is likely because the domain is not recognized as private. Make sure you are using a business email with a private domain. If you continue to experience issues, contact our support team at [email protected] for further assistance.

Duplicate Handling

[Duplicate Expense Handling] What should I do if an expense is flagged as a duplicate?

If an expense is flagged as a duplicate, you can review and resolve it by selecting to keep all duplicates or only one. Adjust and confirm any discrepancies before finalizing your choice.

[Duplicate Detection Criteria] When are expenses flagged as duplicates?

Expenses are flagged as duplicates if they have the same date and amount unless:

  • They were split from a single expense.
  • They were imported from a credit card.
  • Matching email receipts were received with different timestamps.

[Concierge Duplicate Alert] What should I do if Concierge flags a receipt as a duplicate?

If Concierge flags a receipt as a duplicate, scanning the receipt again will trigger the same alert. You can review these in the deleted filter on Expensify Classic.

[Edit Duplicate Requests] Can I edit a duplicate request once resolved?

Yes, you can edit a duplicate request after it has been resolved, but ensure the hold is first removed.

[Review Discarded Duplicates] Can I review a discarded duplicate later?

Yes, approvers can review discarded duplicates to ensure accuracy and prevent fraud.

Invoice Payment Options

[Invoice Payment Options] What are the payment options for invoices in Expensify?

When paying an invoice, you can choose to pay as an individual or as a business. You can add a bank account or use a debit or credit card to issue payment. Only the person who received the invoice will see the option to pay it. If you want to pay an invoice outside of Expensify, you will need to coordinate with the vendor to discuss alternative payment options.

[Adding Payment Methods] Can I add additional payment methods for paying invoices?

Yes, you can add additional payment methods to your Expensify Wallet. To do this, go to Account Settings > Wallet, then press Add Bank Account. This allows you to choose a payment method when paying future invoices.

[Invoice Sending Limitations] Can anyone send an invoice through Expensify?

Only Expensify customers can send an invoice. This feature is designed to ensure that businesses using Expensify can manage their invoice billing processes efficiently while providing flexibility for their customers to make payments.

[Invoice Visibility] Can someone other than the recipient pay an invoice?

No, only the person who received the invoice will see the option to pay it. This ensures secure and accurate processing of invoice payments.

[Unpaid Invoices] How can I view unpaid invoices?

To view all unpaid invoices, search for the sender’s email or phone number on the left-hand side of the app. Invoices awaiting your payment will have a green dot.

[Invoice Chat Communication] How can I communicate about an invoice?

You can chat directly with your vendor at expensify.com in the designated invoice room to discuss invoice-related matters.

Bank Account Requirements

[Business Bank Account Requirements] What are the general requirements for adding a business bank account?

To add a business bank account to issue reimbursements via ACH (US) or to issue Expensify Cards:

  • Enter a physical address for yourself, any Beneficial Owner (if one exists), and the business associated with the bank account. We cannot accept a PO Box or MailDrop location.
  • We are required by law to verify your identity. Part of this process requires you to verify a US-issued photo ID. Your ID must be issued by the United States to use features related to US ACH. You and any Beneficial Owner (if one exists) must also have a US address.

[Beneficial Owner Definition] What is a Beneficial Owner?

A Beneficial Owner refers to an individual who owns 25% or more of the business. If no individual owns 25% or more of the business, the company does not have a Beneficial Owner.

[Beneficial Owner Details] What do I do if the Beneficial Owner section only asks for personal details, but my organization is owned by another company?

Please indicate you have a Beneficial Owner only if it is an individual who owns 25% or more of the business.

[Address and ID Verification] Why can’t I input my address or upload my ID?

When adding a verified business bank account in Expensify, the individual adding the account and any beneficial owner (if one exists) are required to have a US address, US photo ID, and a US SSN. If you do not meet these requirements, you’ll need to have another admin add the bank account and then share access with you once it is verified.

[Document Requests] Why am I asked for documents when adding my bank account?

When a bank account is added to Expensify, we complete a series of checks to verify the information provided to us. We conduct these checks to comply with both our sponsor bank's requirements and federal government regulations, specifically the Bank Secrecy Act / Anti-Money Laundering (BSA / AML) laws. Expensify also has anti-fraud measures in place.

If automatic verification fails, we may request manual verification, which could involve documents such as address verification for your business, a letter from your bank confirming bank account ownership, etc.

If you have any questions regarding the documentation request you received, please contact Concierge and they will be happy to assist.

Bank Account Validation

[Microtransaction Validation] I don’t see all three microtransactions I need to validate my bank account. What should I do?

Wait until the end of the second business day. If you still don’t see them, please contact your bank and ask them to whitelist our ACH IDs 1270239450, 4270239450, and 2270239450. Expensify’s ACH Originator Name is "Expensify."

Once that's all set, make sure to contact your account manager or concierge, and our team will be able to re-trigger those three test transactions!

[Test Deposits for Validation] How many test deposits will I receive when validating my business bank account?

You will receive two withdrawals and one deposit in your business bank account to complete the validation process.

[Missing Test Deposits] What should I do if I don't see the test deposits in my business bank account after two business days?

If the test deposits are not visible after two business days, it may be due to direct debits not being enabled on your bank account. In such cases, provide your bank with the following details:

  • ACH CompanyIDs: 1270239450, 4270239450, 2270239450
  • ACH Originator Name: Expensify

If the issue persists, please contact Expensify Support for further assistance.

Sage Intacct Integration

[Configure Sage Intacct] How do I set up and configure Sage Intacct in Expensify?

To connect and configure Sage Intacct:

  1. Connect to Sage Intacct: Go to Settings > Workspaces > [Workspace Name] > Accounting and press Set up next to Sage Intacct, then enter your credentials to complete the setup.
  2. Select Entity: Choose the Sage Intacct entity to connect each Expensify workspace to, especially for multi-entity setups.
  3. Import Settings: Navigate to Accounting settings, press Import under Sage Intacct, and set preferences for expense types, categories, dimensions, customers/projects, and tax.
  4. Export Settings: Access export options under Export, choosing your preferred exporter and export methods for out-of-pocket and company card expenses.
  5. Advanced Settings: Enable auto-sync, invite employees, and configure reimbursement sync under Advanced settings to ensure seamless integration.

[Frequently Asked Questions] What are common questions about using Sage Intacct with Expensify?

Some common concerns include:

  • Auto-sync: Only newly approved reports will be auto-exported to Sage Intacct. Existing approved reports must be manually exported.
  • Negative Expenses: Negative expenses can be exported, but out-of-pocket expense reports cannot be entirely negative.
  • Export Errors: If auto-export fails, check report comments for specific errors and resolve them before attempting manual export.

Sage Intacct Tutorials

[Configure Import Settings] How do I configure import settings for Sage Intacct?

To configure import settings:

  1. Under Accounting settings, press Import for Sage Intacct.
  2. Choose how to import categories, dimensions, customers/projects, and tax.
  3. Configure expense types and chart of accounts based on how you plan to export expenses.
  4. Set up mapping for billable expenses by enabling necessary permissions in Sage Intacct.

[Configure Export Settings] How do I configure export settings for Sage Intacct?

To configure export settings:

  1. In Accounting settings, press Export under Sage Intacct.
  2. Choose the preferred exporter and export date options.
  3. Decide whether to export out-of-pocket expenses as expense reports or vendor bills.
  4. Set export preferences for company card expenses, selecting between credit card charges or vendor bills.

[Manage Advanced Settings] How do I manage advanced settings for Sage Intacct?

To manage advanced settings:

  1. Navigate to Settings > Workspaces > [Workspace name] > Accounting and press Advanced under Sage Intacct.
  2. Enable auto-sync for daily updates and automatic export of expenses.
  3. Use the invite employees feature to add Sage Intacct users to Expensify.
  4. Configure reimbursement sync to reflect accurate status between Expensify and Sage Intacct.