Archives For September 2012

Garrett leaked the information: we are going to Thailand this year.

Everybody is really excited. Some of us are so excited that we are already on our way.

Hong Kong skyline

We are all going to meet in Bangkok, before moving south. With more than 20 people going, it is our biggest offshore so far.

PS: the picture is a view of Hong Kong. My flight to Bangkok is doing a layover there so I took the opportunity to explore the city.

As some of you may know, we here at Expensify go on an offshore trip every year. This trip is a very valuable time for us to re-gel as a team and focus on our plans for world domination the coming 12 months. This time around we’ve decided we’re headed to Thailand. For a closer look at our M.O. on offshores and past trips, check out our Offshore Trips page.

What does this mean for our users?

First (and only), we will not be hosting our live workshops for this month as the time change would make this outrageously inconvenient. We will still be available anytime by email to help with anything and everything Expensify. Please feel free to contact us at help@expensify.com if you have any clarifying questions about our support.

To atone for our lack of workshops, we’ve put together this post denoting how to learn about and use Expensify.

For Individual Users and Employees

  1. Watch a pre-recorded version of our Using Expensify workshop. This demonstrates the basics of adding your expenses, creating reports, and submitting them for approval/reimbursement.
  2. We’ve also put together an overview of what you need to get started with Expensify. You’ll find it here.
  3. Search our robust, detailed Help site for information any outstanding and immediate queries you have about our features.
  4. Didn’t find the answer to your question? Ask us. Email help@expensify.com and we’ll happily clear anything up for you.

For Company Inquiries and Setup

  1. Consult our Upgrade page to choose the plan that is right for you.
  2. Follow our step-by-step Company Setup guide on creating your company expense policy and inviting your users.
  3. Along with our Company Setup help page you’ll find documentation on all of our company features in our Help section.
  4. Curious about trialling Expensify for your company? Check our our How Do You (Trial) Expensify blog post.
  5. For any further questions or clarification, email us at help@expensify.com.

Expenses and Receipts are two pieces to the Expense Report puzzle.

Expense: Summary of information related to a transaction. The IRS requires an expense to include the date, amount, and merchant in case of audit.

Receipt: Proof of a transaction that helps to verify things such as merchant, amount, date, and account/tender used.

You can have an expense without a receipt…

You can have a receipt without an expense…

But when the expense is put together with the receipt, it creates a beautiful thing…

How to Attach a Receipt to an Expense:

Once your receipts have been uploaded to Expensify, you are be able to go in your Expenses Page or Reports Page and view a similar page as the one depicted below.

By clicking the    you are be able to add a receipt to an expense that has no receipt associated with it.

By clicking the  you are then be allowed to attach a receipt, replacing the eReceipt.

By clicking the  you are be able to detach a receipt if it is linked to the incorrect expense, and thus be allowed to attach the correct receipt.

By clicking the  or  you will also have the option to split an expense by date, merchant, category, tag, or amount; and the original receipt will be associated with all the split expenses. This also takes you to where you are able to edit an expense.

Or you could just let SmartScan do all the work for you!

If you need any further help or have any other questions about uploading receipts or anything expense related, please write to us at help@expensify.com.

Three big things going on:

- Can’t use Expensify because your company requires you to use some lame Excel template? We’ve got your back. Sign up for the SmartReport beta and we’ll learn your company’s Excel template and *fill it out for you*. So you can create your expense report using all of Expensify’s features (SmartScan, card import, mobile apps, etc) — but then submit a totally standard Excel expense report. Your company needn’t even know you’re using Expensify under the hood (though I can’t see why they’d complain). Free. Click here to learn more:

https://expensify.com/smartreports

- Wish our Salesforce integration were better? We did too, so we totally overhauled it to provide central employee management and tagging to both Accounts and Opportunities. We also added FinancialForce PSA integration (so tag to Projects and Milestones), and FinancialForce Accounting (so you can submit to Salesforce and use its awesome workflow features). Sign up for the ExpensiForce beta at this link to get early access — we’d love your help making it perfect.

http://expensiforce.com

- If you haven’t heard of Concur, they’re the Microsoft of expense reports. (They’re even in Seattle.) We don’t really compete because they’re primarily for huge enterprises while we’re all about SMB. But we’re being pulled into ever-larger customer deployments, and we’re getting compared to them more and more. Can you help us figure out how we stack up? Price, features, everything — if you have any thoughts, please share them at this link:

https://docs.google.com/a/expensify.com/spreadsheet/viewform?formkey=dGY4OUpoMzF6LW1SWGRLQkdzbE1ZVUE6MQ

Thanks, I really appreciate your help with Concur, and am excited to get your feedback on the betas. Big things underway, it’s great to have your help!

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

You might have read about some of the alliances Expensify has formed with other great companies trying to achieve the common goal of removing the toxic receipt menace from your lives. Today Genius Scan released an update that will more fully integrate it’s product with Expensify.

Upgrade: Users can specify the comment, date, merchant, amount, currency with receipt upload from Genius Scan. 

Important Notes on the Upgrade

If you are going to fill in anything but the comment field (merchant, date, amount, currency) you will need to fill out all four to get the full effects of this new integration feature. If one of the four is left blank, then all of the others will appear blank when exported to Expensify. If you have any questions about the integration email us at help@expensify.com.

Not familiar with Genius Scan?

You should be! Genius Scan turns your iPhone into a pocket scanner. It enables you to quickly scan documents on the go and email the scans as JPEG or PDF. My favorite feature is their futuristic cropping interface. Give it a try, you won’t regret it!

 

You can add receipt images to your reports with or without expense information. Depending on the information you’ve added to your receipts, you’ll find them in different locations of your report.

Receipt Thumbnails

Receipt images added to a report with corresponding expense information are listed in the expenses list and the Receipt Thumbnails section immediately below it.

Report Attachments

Report Attachments are images added to a report that are not attached to an expense and do not contain minimum expense information. Minimum expense information includes a Merchant Name, Date, and Amount. Without these distinctions, receipt images will be added to the Attachments section of a report. Why attach an image without any expense information? Report Attachments serve as supporting documentation for the expense report. The most common uses of the Report Attachment are pre-approval documents and insurance forms, but you can utilize this feature for any of your supporting documentation needs.

While this distinction is basic, it’s definitely a good thing to know when putting your report together. If you have any questions about Report Attachments, Receipt Thumbnails, or any of our features please feel free to contact our support team at help@expensify.com.

We’ve recently developed and released a few upgrades to our Domain Control feature. Domain Control is still used most often by companies looking to centrally manage employees, or to centrally import commercial cards, and it’s still available on the Corporate plan.

The new Admin page

Once you’ve taken control of your domain by following these directions, access and edit your Domain Control settings from the Dashboard by going to the Admin tab.

In the Admin tab

Domain Members page

  • Add and delete user accounts.
  • Move users between permission groups.
  • Designate domain administrators (Domain administrators have the ability to edit Domain Control settings).
  • If you have many users, search for them by the first letter of their email for quick lookup.
  • Move your users from group to group in bulk by selecting multiple users and utilizing the ‘move selected…’ button.

Groups Page

From this page you will be able to create permission groups and edit current permission group settings. Click the ‘edit…’ button to the right of a group to change a group’s permissions.

Company Cards Page

From this page, import your commercial card feed and assign individual cards to specific employees. Simply type in the user’s email address you’d like to add the card to, enter the last 4 digits of the corresponding card and click the ‘assign a commercial card’ button.

Snazzy, right? Check out our updated Domain Control help page for more information. If you need any further help or have any other questions about setting up or managing your domain in Expensify, please write to us at help@expensify.com.

A little over a year ago we did a post entitled, How to Sell it to the Man. (The Man = your boss, their boss, your accountant, your colleagues, etc.) Since we didn’t spend the last year just twiddling our thumbs, selling Expensify to the Man is even easier for you and we thought we’d give you some updated ammo for the good fight.

Expensify is easier on your wallet.

Expensify vs. our Competitors 

Expensify bills $5/$10 (depending on plan) per active submitter per month, plus the first two for free. What’s the difference? The “active submitter” part. We only charge you for a user if they actually used the product that month – that is, if they submitted an expense report. At the end of the month, no matter how many employees you have signed up, you will only be billed for your active submitters. Each active submitter can submit an unlimited number of expense reports at no extra charge.

Compare this to your current expense reporting costs and you’ll find that in the overwhelming majority of cases our price is simply unbeatable.

Expensify vs. your wasted time

Don’t have an expense reporting software? Using Excel or cut/paste documents? Let’s do the math. Your salesperson earns 50K per year, which translates to roughly $20/hour. It takes them 4 hours and a lot of frustration to fill out expense reports each month.  That’s $20/hour x 4 hours = $80. If it takes them 20 minutes to submit a report with Expensify, that’s $20/hour x 0.3hrs + $5 or $10 for Expensify = $11 or $16, frustration-free.

Expensify is easier on your employees.

Stop making your employees dread that envelope stuffed with receipts that just sits on their desks. No more endless papercuts as they scramble to find that one report your accountant wants to review, NOW.

  • Accessibility: Submit, access, edit, and submit all of your expense information to your Expensify account from anywhere with an internet connection (mobile or web).

  • Organization: Filter your expenses, receipts, and reports by date, type, category, and a multitude of other parameters for quick lookup.
  • Security: We use bank-level security to keep your sensitive financial data safe.

Expensify is easier on your accountants.

Does your accounting department use NetSuite, Microsoft Dynamics, Oracle, Sage, another accounting package? Not a problem, Expensify allows you to export expenses and reports into custom CSV formats, acceptable by your accounting package. Perhaps they use QuickBooks? Awesome, because Expensify connects to your QB account to sync everything back and forth. Save your accountants hours of manual input, save your company money.

Bonus: We also integrate with your payroll solution!

We’re happier to provide you support

You will also have email access to one of the best support teams in the business. With a 24 hour turn around time on emails (and usually quicker), we can get any issues you have sorted out quickly.

Care for a second opinion?

Check out our Twitter feed some time. I don’t know about you, but this is the first company I have worked at and been comfortable saying THAT to a potential user. Our users can’t seem to stop showering us with love! With the usual state of public discourse towards companies being rather negative this is something we are quite proud of.

Do you have a complex, outrageous expense reporting setup?

Not only can Expensify manage it, we can make it simpler and more intuitive for you, your employees, and your accountants. Email our support team and tell us about your current setup. We’ll tell you how we can make expense reporting a quicker, easier necessary evil.

Verified, reimbursable, and billable expenses. The list of expense terminology goes on, but customers most commonly write in about these three. Sounds like the perfect opportunity for a pro-tip! What do these concepts mean, and how might one configure them in Expensify?

Verified vs. Unverified Expenses
A verified expense is an expense that Expensify has the ability to verify the authenticity of; these expenses are automatically imported from a bank or credit card, without being edited by anyone. In contrast, a manually-edited or “cash” expense is considered “unverified.” It’s an expense that may have a receipt and supporting documentation, but because it hasn’t come directly from a bank, Expensify highlights unverified expenses in yellow on an expense report (see picture left).

Reimbursable vs. Non-Reimbursable Expenses
A reimbursable expense is an expense incurred personally by you while on the job, and it’s something that the company will pay back to you. Alternatively, a non-reimbursable expense was likely incurred on a corporate card paid off by the company; it’s not something that needs to be paid back to you. It’s possible to edit and configure the “reimbursable” flag in three areas of Expensify:

1. Upon bank/card import

2. At Settings > Credit Cards

3. Within the expense edit dialogue (see billable section)

Important note: Non-reimbursable expenses are a feature of the Team plan.

Billable Expenses
A billable expense is an expense that a client will pay for, whether it was incurred on your personal card or on a company card. It’s possible to edit and configure the “billable” flag in two areas of Expensify:

1. Within the expense edit dialogue

set expenses as reimbursable and/or billable

2. At Settings > Preferences > Expenses Rules

Super Pro-tip

If you enter a period symbol in the field “when the merchant name contains” then all expenses will be marked according to your rule.

Important note: Billable expenses and expense rules are features of the Professional plan.

And there you go! As always, if you have any questions about terminology in Expensify, please write to us at help@expensify.com.