Archives For June 2012

Attention Expensify power users: creating multiple expense policies just got a whole lot easier! We are so excited about our new duplicate policy feature that the thought of waiting until Monday to publish this Pro-Tip was unbearable.

To create a duplicate expense policy, simply go to Settings > Policies and click “duplicate” next to the policy you want to copy.

Next, you will be asked which sections of the policy you want to duplicate.

Thats it! Your new policy has now been created.

Let us know what you think in the comments, by tweeting at us, or emailing help@expensify.com.

My hat’s off to the Yammer team for their $1.2B acquisition by Microsoft!  I think everyone else has already said about everything, but I wanted to add my own spin: the incredible valuation of Yammer isn’t that it’s social — that’s so 2012.  Rather, Yammer’s value is that it is pioneering a revolutionary sales model that is going to wholly transform the enterprise space.  I wager Microsoft bought Yammer not because it needed to plug a social hole, but because they saw it as fundamentally lower-cost-of-sale model that threatens Sharepoint’s long-term success.  This wasn’t about adding Yammer’s revenue, but about preventing an even greater loss of Sharepoint revenue.  This was a defensive move on Microsoft’s part to avoid being disrupted by a competitor they can’t possibly beat.

Said another way, I suspect Microsoft didn’t buy Yammer because they wanted a piece of their $22M revenue stream.  Especially as, so far as anybody has reported, Yammer didn’t get that revenue in a profitable manner.  Rather, Microsoft bought Yammer because they were afraid if they didn’t, people would gradually leave Sharepoint for it.  Even if Yammer can’t profit from those users, Microsoft can, and they want to ensure that they do.

Like anything, I’m sure there are a hundred angles, all of which bear some grain of truth.  But the one I hadn’t heard was about Microsoft’s deep seated fear that whether or not they wanted Yammer, they needed it.

Hey there, just wanted to share a couple quick points:

1) We’re enabling auto-SmartScan for everyone.** The new “trips” feature is an awesome way to track your itinerary… when it works. (Just forward itinerary emails to receipts@expensify.com, and SmartScan will put their details into the “Trips” screen in the mobile app.) But the top reason for it not “working” is auto-SmartScan being disabled by default. So we’re switching the default to ensure trips works “out of the box”. Sorry for any confusion on this!

2) We’ve integrated with ADP (and other payroll systems), so now you can reimburse expense reports on the employee’s paycheck. Enjoy! http://wp.me/pBzL2-JC

In other news: did you know Expensify just crossed the coveted million-user mark? It’s sort of a big deal. Especially since we did it with essentially no advertising and minimal investment, while having a ton of fun. We considered doing some big hoopla around it like everyone else seems to; but at the end of the day, it’s just a number. I’m much more excited about trips, SmartScan, ADP support, and just getting your next report reimbursed quickly and accurately, every single time.

So turn to your left: does that person use Expensify? If not, ask them to sign up. With your help, we’ll be at two million in no time. Thanks for everything, and please let me know how I can help!

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

** To avoid people accidentally going over the free limit and getting unexpectedly billed, SmartScan remains disabled for users who have manually disabled it, or for users with a billing card. Policy owners, head’s up: double-check whether central SmartScan billing is enabled on your policy so there’s no surprise when people use it!

In our new Wednesday series, we’ve set out to explore the topic of “How Do You Expensify?”, highlighting how individuals or companies use Expensify uniquely. Our focus in this series is broad, but we’ll try to limit our scope to best-practice expense management processes, while also highlighting the amazing dexterity of Expensify’s feature set. To begin, we figured why not highlight our most familiar users, ourselves!

Yes, we love our jobs. Yes, that technically means we love expense reports, but we hate spending unnecessary time on them. In that spirit, we use a few nifty features to streamline our process: creating expense rules for recurring expenses and auto-titling reports.

Using Expense Rules for Recurring Expenses

Expense Rules allow Expensify to learn and replicate the way you categorize and tag your expenses. For example, I’m a sucker for a nice filet mignon and I end up at Ruth’s at least 4 days a week. (Thanks for lunch, Expensify!) I’ve set an expense rule to automatically categorize expenses as ‘Employee Morale’ and tag it as ‘Garrett’ if the merchant reads ‘Ruth’s Chris Steakhouse’. Once I snap a quick picture of the receipt with my Expensify mobile app and SmartScan it, my expense rules automatically take care of the rest. To show you how it’s done, I’ve included a picture of me tagging and categorizing my expenses below. (Get it? Because I’m not doing anything.)

Creating Custom Report Titles

To keep me from working too hard, we’ve also automated the naming of reports in our Free Lunch policy by using Custom Report Titles. For our title, we use a basic title (Free Lunch) followed by the date range for the expenses. Learn how to use any combination of report fields (dropdown or textbox) and formulas to create relevant, replicable titles for your policy on our Report Fields page.

These tricks simplify our process, but more importantly they make sure I’m reporting my expenses correctly. Correct expense reporting is a safety precaution here because incorrect procedure will get you a bout in the Expensify octagon with this monster and he’s way less cuddly than he looks.

If you have any questions about custom report titles, expense rules, or if you’d like to be featured in an edition of ‘How do you Expensify?’, please contact us via help@expensify.com and we’ll be glad to assist you.

Andrew

Corey

Puneet

Kevin

Jeff

Omar

Giorgio

SuperStars

Kirk

 

Hey there, just wanted to share a couple quick points:

1) We’re enabling auto-SmartScan for everyone.** The new “trips” feature is an awesome way to track your itinerary… when it works. (Just forward itinerary emails to receipts@expensify.com, and SmartScan will put their details into the “Trips” screen in the mobile app.) But the top reason for it not “working” is auto-SmartScan being disabled by default. So we’re switching the default to ensure trips works “out of the box”. Sorry for any confusion on this!

2) We’ve integrated with ADP (and other payroll systems), so now you can reimburse expense reports on the employee’s paycheck. Enjoy! http://wp.me/pBzL2-JC

In other news: did you know Expensify just crossed the coveted million-user mark? It’s sort of a big deal. Especially since we did it with essentially no advertising and minimal investment, while having a ton of fun. We considered doing some big hoopla around it like everyone else seems to; but at the end of the day, it’s just a number. I’m much more excited about trips, SmartScan, ADP support, and just getting your next report reimbursed quickly and accurately, every single time.

So turn to your left: does that person use Expensify? If not, ask them to sign up. With your help, we’ll be at two million in no time. Thanks for everything, and please let me know how I can help!

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

** To avoid people accidentally going over the free limit and getting unexpectedly billed, SmartScan remains disabled for users who have manually disabled it, or for users with a billing card. Policy owners, head’s up: double-check whether central SmartScan billing is enabled on your policy so there’s no surprise when people use it!

 

Tailoring your CSV export to match your needs just got a whole lot easier!

While our Custom CSV export process is powerful and versatile, there has always been one rough spot that we hear about from our users on a regular basis.  This was the inability to reorganize the order in which columns export.  For anyone who has run into this frustration in the past, I bring good news!  The ability to reorder these columns has been added and is now live on the site!

Now if you need to change the order of your columns all you need to do is click on the icon on the left of the column editor and drag the column up or down to its proper location.

Change Column Order!

Just grab the highlighted icon to drag the column to a new location!

To try this out yourself just log into your Expensify account and go to Settings > Preferences and create a Custom CSV Format.  If you have any questions or feedback please let us know!

For today’s Pro-Tips Monday, we’ll walk you through how to integrate Expensify with NetSuite, a leading cloud-based accounting package.  NetSuite integration is available on the Corporate plan, and you can also reference this post if you’d like to integrate Expensify with other cloud-based accounting software, such as Intacct.

Initial Setup

The pre-requisite steps for NetSuite integration are: 1) Sign-up for an account at http://www.expensify.com; 2) Create a company expense policy (directions); and 3) Map your company’s accounting setup (examples).

Creating Your Export Format

Once the pre-requisites are out of the way, you’ll need to decide how your company will export from Expensify into NetSuite.  PAY ATTENTION HERE.  THIS PART IS IMPORTANT.  NetSuite can accept financial information as “vendor bills”.  Which format your company will use depends on your NetSuite implementation.  If you’re unsure which is right for your company, please email us at help@expensify.com.

NetSuite requires the following information on import:

  • Reference Number (unique expense report number)
  • GL Account
  • Location (exact name as found in NetSuite)
  • Amount (decimal number; no comma or symbols)

Optional fields include: Department, Customer/Project and Class (all exact names as they appear in NetSuite), as well as Billable (yes/no).

Configuring Your Export File

After you’ve chosen the appropriate format for your company, you will create an export format that any admin can use when exporting from Expensify to NetSuite.  To do so, visit Settings > Policies > [Policy Name] > Export Formats.  Below is how you’d configure an export file when exporting as vendor bills.

Configuration for exporting as a vendor bill

And you’re done! At the end of your next accounting period, you can choose which reports you’d like to export, and the information will be formatted for direct upload into NetSuite. Let us know if you have any questions!