Archives For December 2012

I hope everyone is getting ready for some relaxing downtime in the next week. We kicked off the holiday season with an evening as a team at Frances, with Executive Chef Melissa Perello cooking an incredible dinner for us.  Plus we dressed in formal attire which was pretty exciting to see each other all dolled up. Tis the season for some company loving!

Robert gives his toast looking quite dapper

Cuties

Some of the studs  that are actively working to make your expense reports not suck.

Philip shares his special holiday mug. He is the only one in the office to have seen the start to finish of our office redesign project since much of the construction took place while the majority of the team was in Thailand. He earned several brownie points for being such a trooper.

Philip shares his special holiday mug. He is the only one in the office to have seen the start to finish of our office redesign project since much of the construction took place while the majority of the team was in Thailand. He earned several brownie points for being such a trooper.

Jason and Tony with their lovely wives seem to be enjoying their evening.

Jason and Tony with their lovely wives seem to be enjoying their evening.

Like a boss

Like a boss, David looks wonderfully regal.

Holiday Cheers at Frances

Holiday Cheers at Frances. What a good looking bunch.

Its been a pretty incredible year for us and we are excited to bring on 2013 with some pretty big ideas in the works. Be on the lookout.

Enjoy the holidays !

Love ,

The Expensify Team

Screen Shot 2012-12-18 at 7.26.09 PM

the-team-celebrates-making-it-to-the-beach

Owen Thomas, West Coast Editor at Business Insider, put together a lovely article on our annual offsite, complete with some great photos. I highly recommend you check it out! Link here. Thanks Business Insider and Owen!

So you’ve made the decision to ease the expense reporting burden of your colleagues and began using Expensify! Our hats are off to you. You won’t regret it. Now let’s get your employees up to speed.

We maintain various tools to assist with onboading of your employees. We recommend you share a combination of these to enhance learning and get your company more acquainted with Expensify. If you’d like to work with us to put your onboarding plan together, contact us at help@expensify.com and we’ll get help sort it out.

1. Communicate Company Expense Policy
Provide your team with guidelines and rules for the expense reporting process. These details can be shared via internal email, and we also recommend summarizing these on invite (through our customizable welcome message). Details include but are not limited to:

  • Expense categorization directions
  • Company expense rules (max expense age, max expense amount, receipt required amount, etc.)
  • Personal and company credit card policies
  • Report naming policies
  • Reimbursement processes and timing
  • Approval workflows

Best for: Ensuring a smooth roll-out.


2. The Getting Started Page
This is a broad overview of using Expensify for employees, in a step-by-step guide.

Getting Started

Best for: Users that prefer step-by-step written directions. The initial view is very simple, with links to detailed feature and terminology definitions.


3. Expensify Workshops (Live and Pre-Recorded)
We host live and pre-recorded workshops to train employees on the basic functions of Expensify. These functions include:

  1. Creating/importing expenses
  2. Creating reports and adding expenses
  3. Submitting reports for approval
  4. Adding an ACH reimbursement account

Best for: Users who prefer to learn with audio direction and visual demonstration. The learning is very straightforward. We recommend that all Workshop attendees also use our Getting Started page and Help site as research companions.


4. ExpensifyHelp
Your employees can find detailed descriptions of every facet and feature in Expensify on our Help Site. It serves as a great tool in learning about Expensify, becoming familiar with terminology, and setting up features for your company or employee accounts.

expensifyhelp

Best for: Referencing specific features or processes in Expensify. This is by far the most in-depth of all tools. Feel free to skim, but we find that ExpensifyHelp is most efficient by searching for specific information.


5. Contact our Support Team
You put that IKEA table together without any help, Expensify should be a walk in the park… Just kidding.

If your employees still can’t find the answers they’re looking for, our support team will be more than happy to answer any questions and provide advice.

Help@Expensify.com

Best for: Getting answers to company specific questions, once you’ve exhausted all of our other documentation.


6. The Expensify Blog
Obviously, you’re familiar with our blog since you are here. This serves as a reminder to share the blog with any interested employees. We post pro-tips, best practices, and advice for specific use cases on our here every week.

expensifyblog

Best for: Keeping up with new features, use cases and expense report best practices.

Thanks for helping us test our trips feature! At this point I think we have pretty solid coverage of domestic and international flights — just forward your airline reservations to receipts@expensify.com and we’ll present a tidy itinerary overview in the “Trips” view of the mobile app. Not only that:

- Live flight status updates! Basically what TripIt Pro provides, but for free. Check the Trips view on the mobile app and it’ll show the latest on-time/delay status. We’ll also email you a reminder before the flight, notify you if your flight is delayed, and — best of all — create your full expense report in one click after you return from your business trip. Expensify + Trips = Total expense report automation.

- Massive mobile speedups! Everything is 2x faster for iPhone, and probably 10x faster for Android. And lots more of that on the way.

- Multi-level tagging! We can now support pretty much any accounting standard for companies of any size, but especially for those under a thousand employees:

http://blog.expensify.com/2012/12/13/setup-multi-tagging-for-your-company/

- Commercial card reconciliation! For employees with centrally-paid commercial cards who have no natural motivation to submit their expenses, now you can centrally reconcile reported versus actual expenses:

http://blog.expensify.com/2012/12/04/new-feature-commercial-card-reconciliation/

- Bill.com integration! If you reimburse reports through Bill.com or just prefer their approval workflow, now we’ve got you covered:

http://blog.expensify.com/2012/11/29/new-feature-submit-to-bill-com/

- Import from DropBox! We love your receipts, no matter where they are:

http://blog.expensify.com/2012/11/20/new-feature-import-from-dropbox/

I’m not really into the whole “year in review” thing, but if I were, I’d say this: 2012 was all about the back-end. We migrated over to three new huge datacenters, dramatically cleaned up a lot of internal code, improved quality across the board, expanded our bank import internationally, and generally knocked out a ton of small showstopper features (mostly on the accounting side) to make Expensify work for any company under 1000 employees (and a surprising number of companies far bigger than that). To an outside observer — especially a US-based non-accountant — it might seem as if little has changed.

But 2013 is when we really begin showing off the fruits of our labor. This SmartReports beta is going *really* well (thanks for your patience; demand has been overwhelming) and by this time next year, Excel should be a distant memory for you, regardless of whether your company uses Expensify overall. We’ve got some tremendous UI and UX improvements planned, major enhancements underway (especially for the “solopreneurs” and independent contractors in the crowd), and more than a few big surprises teed-up.

So if 2012 was about back end structural improvements, 2013 is all about the front-end: about making it not just “not suck”, but pretty freakin’ incredible. Stay tuned!

-david
Founder and CEO of Expensify

PS: BusinessInsider posted great write up of our trip to Thailand with tons of photos; thanks Owen!

http://www.businessinsider.com/expensify-thailand-railay-beach-month-abroad-2012-12

As we announced a few weeks ago, Expensify now supports multiple tags per expense. Hooray! Companies on the corporate plan can now capture up to 6 pieces of information for each expense (1 category + 5 tags). This makes it official: Expensify now supports any and every accounting package. To help your company roll out this awesome new feature, we recommend the following:

Screen Shot 2012-12-13 at 9.53.15 AM

1. Ensure that your company is upgraded to our Corporate plan and created a policy.

2. Decide what type of Multi-Tagging you’d like to implement:

  • Independent or Dependent – Would you like your second tag, say ‘Project’, to populate options based on the selection for the first tag, say ‘Department’? If yes, then choose Dependent Tags. Alternatively, if you’d like the same options in your tags no matter the selection of other tags, then choose Independent Tags.
  • GL Codes or No GL Codes – Would you like to capture GL codes associated with your tags, for export to your accounting software? If yes, then choose GL Codes. If not, then choose No GL Codes.

3. Populate one of the below CSV files with your accounting tag information and send them to help@expensify.com, including the name of the policy you’d like them added to.

And you’re on your way to your very own multi-tagging Expensify policy!

We’ve put a ton of effort into making multi-tagging as easy and automated as possible, but with that said, it’s also important consider whether multi-tagging is the optimal accounting setup for your organization and your expense report submitters. If you have any questions about multi-tagging setup or Expensify in general, please don’t hesitate to contact us at help@expensify.com

Thanks to Joshua Topolsky, editor-in-chief of the Verge, for naming Expensify as his favorite self-proclaiming nerd app! Maybe claiming an expense reporting app as your favorite isn’t the hippest thing, but then again maybe it’s just THAT useful (and nerdy). Brian, let us know when you want to get serious about nerding out at help@expensify.com.