Archives For May 2012

I know today is Tuesday, but we decided to give you Memorial Day off from Pro-Tips. Today we’ll be talking about how to integrate Expensify and your payroll software.  This functionality is available to users on the Corporate plan. For this post we will be using the payroll software ADP as our example.

For a basic setup, there are 4 pieces of information that you will need to find in ADP and provide to Expensify. They are:

  1. Company Code – See “Edit Company” page in ADP
  2. Batch ID – Found in “Edit Company”
  3. File # – Employee number in ADP
  4. Earnings 3 Code – See “Edit Profit Center Group” page

These are the pieces of information that Expensify will export into a custom CSV file. That file can then be imported directly into ADP.

Once you have obtained this information, open up your policy settings. The first thing you will want to do is check the box for “Advanced Accounting Export” in the Basics section of your policy.

Then, add your Earnings 3 Codes to the to the corresponding payroll accounts. You will do this in the Categories section in the column titled “Payroll Code”.

Next, add your File #’s in the People section. You will do this in the column titled “Payroll ID”.

Lastly, create your payroll export format in the Export Formats section of the policy.

 

That’s it! Once this is done you will be able to choose to export expense reports to a spreadsheet which will be formatted according to your settings. That spreadsheet can then be uploaded directly into your payroll package. For a more robust description of this process, please visit our Payroll Integration help page.

Connecting your commercial cards to Expensify allows you to directly import expense information, assign card numbers to individual users, and manage all of your cards via an administrator account. It is important to note that commercial card support is only available under our Corporate plan. With that said, let’s get started.

Don’t know what a commercial card is or if your company uses them…

What is a commercial card?
Commercial cards allow the cardholder to automatically import expense information to third party applications (like Expensify) via SFTP feeds directly from VISA or MasterCard, not your bank.

Once you’ve confirmed that your company is using commercial cards…

Setup for your commercial cards in Expensify is decided by your commercial card provider:

MasterCard provides Expensify with a CDF/SmartData feed. Expensify is a pre-configured connection and can be quickly setup by your CDF/SmartData feed via MasterCard’s online system.

VISA connects using a VCF feed. Expensify will need to provide with your banking contact with the necessary login information to complete the process.

Once you’re set up and Expensify is importing your commercial card feed…

You can now manage your commercial card feed, assign individual cards to employees, and reassign existing feeds. To do this you’ll need to enable Domain Control.

With a Corporate level account and Domain Control enabled, you can manage your commercial card feeds by going to Settings > Domain Control.

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Add user: Click the green ‘add domain member’ button and enter their email address to invite a user to Expensify.

Add card: Click the green ‘add card’ button and entering the last 4 digits of the card you’d like assigned to them.

Remove card: Click the red ‘remove card’ button.

Key points to remember about Commercial Cards and Expensify:

If you have any questions or would like more information on commercial cards, please contact us at help@expensify.com and we’ll be glad to provide further clarity!

Hey there, can you do me a favor and help test a new feature we’ve just launched? We’ve upgraded our SmartScan system to provide full itinerary tracking, and I’m really eager to hear your thoughts. (And to make sure it works as well in the real world as it does in the lab.) In a nutshell, it works like this:

1. Book travel online (Orbitz, Kayak, Expedia, etc), as normal.
2. Forward the email itinerary to receipts@expensify.com, like before.
3. SmartScan will read the purchase details, as always. **
4. But now SmartScan will also read the *trip* details.
5. We’ll remind you 4 hours before your flight.
6. Check the Expensify app to see your itinerary during the trip.
7. After the trip we’ll create the whole report, receipts and all, in one click.

** Be sure to “Enable automatic SmartScanning” in your Settings page.

Can you do me the quick favor of forwarding in a few airline, hotel, or car rental reservations to receipts@expensify.com and confirming that they parse correctly? You can see the results in the Expensify app for iPhone, Android, BlackBerry, and Windows Phone — just tap “Trips” on the home screen.

It’s a free upgrade and requires no extra work: just SmartScan your receipts like you already do (10 free/mo) and this comes along for the ride. We just launched this feature at Finovate on Tuesday, and you can read more about it all over the web:

Expensify blog: http://wp.me/pBzL2-IF
NerdWallet: http://bit.ly/KGy0wx
BetaKit: http://betak.it/2NA
VentureBeat: http://wp.me/p1re2-1Na2
TechCrunch: http://wp.me/p1FaB8-2ivi (video)

Thanks, I really appreciate your help, and I look forward to hearing your feedback!

-david
Founder and CEO of Expensify
Follow us on Twitter at http://twitter.com/expensify

Most travel is booked online, and the email receipt has both purchase information and itinerary details.  But don’t you hate forwarding those receipts twice: once to Expensify to get reimbursed, and once to <insert competitor here> to track during the trip?  No more!

Just forward your travel docs to receipts@expensify.com and we’ll not only get you reimbursed after the trip, our mobile apps will now organize your itinerary DURING your trip.  After all, travel and expense are two sides of the same coin: your travel itinerary is just an expense report begging to be submitted.  Why use two apps when you only need one?  It works like this:

  1. Book travel online, as normal — Orbitz, Kayak, or wherever your usually book.
  2. Forward the confirmation email you get to receipts@expensify.com
  3. Watch the trip details appear in the “trips” screen on the Expensify app (iPhone, Android, BlackBerry, Windows Phone).
  4. 4 hours before your flight you’ll get an email travel update.
  5. Open the app and the next itinerary action is highlighted on the dashboard for instant access.
  6. Enjoy your trip!
  7. After you get home, another email will tell you your expense report is ready.
  8. Finish your report in one click: all your travel receipts are there, purchases imported off your credit card, and receipts SmartScanned.
  9. Click Submit; you’re done.

It all seems so obvious in retrospect.  But it only occurred to us to do it when we noticed while optimizing our SmartScan system that so many of our receipts are already travel itineraries.  Everything we’re doing here is with data we already have; we’re just repacking it up in a new way to provide a ton more value.

It doesn’t cost anything extra, there are no ads, and you needn’t upgrade to some premium plan — just keep using SmartScan like you already do (free for 10 receipts/mo) and this massive new feature comes along for the ride.  Just one more way Expensify is getting a little better, every day.  Give it a shot — you’ll never travel the same way again!

   

In the past billing for SmartScans could be somewhat confusing.  In many cases, after using their 10 free SmartScans for the month, employees would pay for their additional SmartScans and then submit the expense to their employer for reimbursement.

Here at Expensify we are all about making your expense reporting process easier so, to that end, we have introduced Centralized SmartScan Billing.  Now the policy owner for a company can enable this option in order to have all SmartScans used by the employees on the People page of their policy billed directly to the company account.

To enable this just go to Settings > Policies > (Policy Name) > Basics.  Here you will find a check box for Central SmartScan Billing.

Once this is checked all employees on this policy will no longer have to worry about being held back from SmartScanning due to missing billing information or running out of free SmartScans.  This can be a great way to make sure everyone’s expense reporting experience is as accurate and painless as possible!

If you have any questions about how to get the most out of SmartScanning please don’t hesitate to let us know by contacting help@expensify.com.