Archive for October 2012
Here at Expensify we put an emphasis on simple, hassle free expense reporting. We also believe that the best way to develop Expensify into an even more amazing experience is by listening to our users. You asked for a more in-depth way to tag expenses and today we’re thrilled to unveil the magic of multi-level tagging! This new Corporate plan feature is perfect for companies that require more than one tag field. Here’s how it works:
Based on the choice made for the first tag, a second subset of tag options will magically appear. Because tag levels can be hierarchical, users don’t have to sift through giant tag lists to find what they’re looking for.
More great news! Every multi-level tag can be coded for export in a customized CSV export file, tuned to the requirements of your accounting package.
We hope you enjoy this new feature! If you have questions or would like to set up multi-level tagging for your company please email us at email@example.com.
With commercial card import, you can forget about cumbersome manual entry. Now your bank and Expensify will do all the typing for you! We’ll even automatically generate guaranteed eReceipts for all non-lodging transactions under $75.
It’s important to understand that Commercial Cards and Corporate Cards are different and as such, need to be set up differently. To ensure that you are using Commercial Cards and not Corporate Cards, email us at firstname.lastname@example.org.
Setting up Commercial Card Import For MasterCard cardholders
- Contact your banking relationship manager and request that your CDF feed be sent directly to Expensify via SFTP. Your bank will then initiate the feed through MasterCard’s global SmartData portal.
- Notify us at email@example.com that you are having your CDF feed sent so we can match it to your Expensify account.
- Once we’ve confirmed the feed is live and matched it to your account, you will be able to go to the Admin tab and assign individual cards to your employees by adding the last 4 digits of the card and the employee’s email address. In some cases, you may need to click on Update before the import will begin.
Setting up Commercial Card Import for VISA cardholders
- Contact your banking relationship manager and request that your VCF feed be sent directly to Expensify via SFTP. Your bank will require some information about Expensify in order to send the feed. Contact us at firstname.lastname@example.org for this information.
- Your bank will then send us a test file. We will confirm that it has been received and that the format is correct.
- Your bank will put the feed into production and we will confirm that it is live.
- Once we’ve confirmed the feed is live, you will be able to go to the Admin tab and assign individual cards to your employees by adding the last 4 digits of the card and the employee’s email address. In some cases, you may need to click on Update before the import will begin.
And voilà, you have your cards importing and creating eReceipts to make your expense report even easier! If you have any questions about Commercial Cards or setup, please don’t hesitate to contact us.
Here at Expensify we make expense reports that don’t suck, but that doesn’t mean we’re just a one trick pony. Just the other day I was having a chat with one of our ops maestros and keeping track of your tax deductible expenses with Expensify came up. (As you can tell, we engage in some rather highbrow discourse.)
He creates a report to store all of his tax deductible expenses for the year. Whether it’s donating to charity, traveling for work, or incurring any non-reimbursable business expenses, he just snaps a picture of the receipt and adds the expense to his tax deductible report. At the end of the year, he runs a report and it’s all there ready for the IRS, simple as that.
So if you have any use for money in your life this may be a great way to make sure you hold onto more of it. If you have any questions about keeping track of your tax deductible expenses with Expensify or Expensify in general, feel free to email us at email@example.com!
Expensify has updated its Salesforce integration to be even better than before! Our Salesforce integration is available for users on the Team plan and higher. Here is what our updated Salesforce integration allows you to do:
- Centrally manage users
- Tag expenses with Salesforce Accounts
- Tag expenses with Salesforce Opportunities (Corporate plan only)
You can integrate Expensify and Salesforce by adding the Expensify Salesforce application in AppExchange.
Once the Expensify Salesforce application has been installed, Team plan users will be able to tag expenses with Salesforce Accounts.
Even better, Corporate plan users will be able to tag expenses with Salesforce Accounts and Opportunities.
So Fresh and So Clean, Clean
Our UI has had a lot of sticks and stones thrown at it recently — ugly, developmentally challenged, and made in 2007 just to name a few. And though we didn’t take the names personally, we did recognize that our design had some room for improvement and today we can present to you the result of many hours of hard work and aesthetic care.
We didn’t reinvent our own wheel, but rather we aimed to freshen-up our existing UI to be more clean, consistent, and cohesive across the board. With our new design, you’ll notice that all of the powerful tools of Expensify can be found right where they were before. But it’s all in the details, and we’ve added some new styles that help enhance the overall look and feel of the website. With our website header, the new gray tones separate navigation from content. Each select menu is styled with intuitive features like automatically scrolling long report names. Border radii are more consistent throughout each page. Buttons are more clear and concise. Icons have been redesigned to be more crisp and meaningful. Padding has been added to table views to make reading reports & expenses easier.
Colors, letter-spacing, line-heights, you name it. We’ve dissected each aspect of our now old design to give Expensify a visual refresh that is consistent in every way, ultimately leading to a much more enjoyable user experience.
More to Come
As we continue to offer new features, we will continue to place a high emphasis on the usability of our product. We have big plans for the future to help make your life easier and to make Expensify even more powerful.
Tell us what you think
The newly redesigned and polished Expensify experience is a redesign that strives to pair our product’s incredible function with beautiful form, and we think you’re going to love using it. But feel free to drop a comment or send an email to firstname.lastname@example.org to let me know what you think or how you think we can continue to improve the design even further. We’re excited to hear your reactions and we hope that your expense reports will suck even less now.
I mentioned in a post a few weeks back that a major point of our offshore is to focus on our strategy for the upcoming year and re-gel as a team. This is my first offshore with Expensify and we have already made tremendous progress towards both of these goals.
As a company, we relish the opportunity to discuss the heights we’d like to take Expensify to. While we make time in our day-to-day to stew on this, we’ve been allowed ample time to discuss, in depth, and crystalize the finer points. I’m not exaggerating when I say this year is shaping up to be an excellent one, for both Expensify and our users!
The re-gel is also going spectacularly. We’re definitely getting closer and more confident in our colleagues all around, not to mention nicknames are spreading like wildfire. For a little fun, take a look at our Team page and guess at who’s who: Franky Danger, Crispy D, Tone Loc, The Frenchman, and Swag Da Vinci. Enjoy yourself!
My coconut shake consumption has escalated well into the danger zone (see depiction above). I’ve partnered with a local restaurant (it’s called “Local Thai”, in fact) to create a coffee/coconut shake. I’m aiming to bring it to the states as a subsidiary of Expensify. In fact, look out for a CocoLoco (already trademarked it) at a coffee/coconut shop near you in the coming year.
We’re here to work, but we’re also here to have fun… and hustle back to work if need be. This past Saturday, a few of us decided to take a little jungle trek to another beach to survey the scene outside of our local beach bubble. We discovered a slackline and had some fun until Witold got called back for a small error he needed to correct. Did he take the relatively easy, less-timely route back through the jungle? Of course not, it would have taken longer. Instead he blazed a path through a cave and over a cliff back to our HQ. Now that’s dedication.
In light of our international business travel, we figured it is high time to let you in on Expensify’s best practices for expense reporting abroad. These aren’t hard and fast rules, but suggestions to make reporting expenses the easiest it can be.
Reporting in Multiple Currencies
Whether your big business trip is across the world with several stops or just over the border, we support the currency you’re using. Expensify works with 159 currencies, worldwide. We convert expenses to your reimbursement currency using the international “market close” rate available from Oanda.com. So rest assured that your pad thai, schnitzel, and tacos will be expensable.
Using ‘Offline Mode’ in the mobile app
If you don’t have a strong cellular data signal, enable ‘Offline Mode’ in your app’s settings menu. This will save battery and any roaming fees associated with international travel. Once you have access to WiFi or a strong, affordable, cellular data signal, simply disable ‘Offline Mode’ to upload all of your accumulated expenses.
Important Note: When ‘Offline Mode’ is enabled, your receipts and expenses are only saved on your Expensify mobile app. This means that if you sign out of the mobile app or uninstall the app while you have unsynced information, you will lose it.
Finish your report on the flight
Once you’ve closed the deal and you’re flying high, on your way home take a minute to finish up your report. Add all your expenses to your report, give it a good once over, tap the submit button and you’re done!
Please let us know if you have any international expense reporting tips to add or if you have any questions about our tips by emailing email@example.com.
Well you guys, an update from overseas. We have spent the past week in Railay Beach. Its been incredible and to celebrate, we went snorkeling over the weekend! The picture above is probably the best picture of the trip, mostly because Matt is giggling like a school boy (our favorite cookies, BTW) and probably pooping his pants a little bit. Apparently that particular sea urchin is especially deadly.
If you can’t tell, I am so in love. We had a great day. The setting was incredible, but more importantly, we have an amazing team of people who are making this journey so unbeatably awesome.
You can access your billing history for all payments to Expensify in two places: Billing History and SmartScan History.
Billing History Breakdown
You’ll find Billing History by logging in and going to Settings > Billing. The initial view includes date, amount paid, the number of users, and rate per user.
For a detailed breakdown of the users you were billed for, click on a billing item’s description.
SmartScan History Breakdown
You can locate your SmartScan History in Settings > SmartScan. In SmartScan History you’ll find the date, whether the scan was a success or failure, when you were billed for SmartScans, the corresponding number of scans and cost.
Please give us a shout at firstname.lastname@example.org if you have any questions about Billing or SmartScan History and we’ll be more happy.
Curious about what’s happening with your report and when it’s happening? Whether you’re a submitter, approver, or exporter you can find detailed history of your reports actions.
This history is especially useful in a myriad of situations , but we’ve found these to be the most common:
- Checking the status of your reimbursment: ACH Direct Deposit reimbursement takes between 4-5 business days. If you’ve forgotten when your report’s reimbursement was initiated, you’ll find this information in the report history. Then count the days till you get paid!
- Tracking your report through its approval workflow: Find out where in your company’s approval workflow your report is. Ex: your manager has approved it, but your accountant has not. (Bother your accountant!)
- Comments on report submission or rejection: If you need to review and act on comments made on a report when it was submitted or in the case of rejection, they are all documented in the report history.
- Proof of submission, approval, and reimbursement: Numbers don’t lie! This documentation will help you keep track of dates of important report actions.
While this is our best practices list of uses, don’t feel limited! Feel free to use report history any way you see fit. If you have any questions about report history or any of Expensify’s documentation, give us a shout at email@example.com.