Archives 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.

After the second tag is chosen, more tag lists can appear, customizable up to 5 tag levels.

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 help@expensify.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 help@expensify.com.

Prerequisites:

  1. Upgrade to the Corporate plan
  2. Setup Domain Control

Setting up Commercial Card Import For MasterCard cardholders

  1. 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.
  2. Notify us at help@expensify.com that you are having your CDF feed sent so we can match it to your Expensify account.
  3. 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

  1. 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 help@expensify.com for this information.
  2. Your bank will then send us a test file. We will confirm that it has been received and that the format is correct.
  3. Your bank will put the feed into production and we will confirm that it is live.
  4. 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 help@expensify.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.

We hope you enjoy the updated integration. For a more robust explanation, visit our Salesforce help page. As always, if you have any questions, don’t hesitate to email us at help@expensify.com.

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.

Before/After of the Reports Page

Semantic Subtleties 

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.

Before/After of New Expense Dialog

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.

Blue and yellow purple charts: adding some new color to the analytics.

Tidying up the receipts page.

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 shawn@expensify.com 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.

The Good:

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!

This is where all the planning magic happens!

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!

The Bad:

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.

The Awesome:

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.

Witold enjoying a little slacklining before spelunking back to the ExpensiPlex.

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.

Just doing my expenses. Don’t mind me.

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 help@expensify.com.