Archives For Best Practices

If you’ve ever done an expense report on Microsoft Excel, then you probably know how much it sucks. Like bottom-of-the-barrel, I-need-a-drink-to-get-through-this type of suck.

Why? Why do you do this to yourself over and over, time and time again?

  • Is it because you’re a contractor who only does expense reports once every few months?
  • Is it because you’re a startup of 10 and don’t want to pay to ease your pain?
  • Is it because you’re a company of 30 that is not quite ready to scale, so you’ll hold out until you do?
  • Is it because you’re actually masochistic and kind of enjoy a monthly dose of pain?

Continue Reading…

Think back to all the jobs you’ve ever had in your life. In those roles, when did you finally get handed some real, capital-R Responsibility on the job?

Individuals are generally hired at a company based on what they’ve done in the past and how that translates to potential at the new position. Even after a rigorous interview process that should have proven the candidate to be a very capable person, a new hire still has to prove themselves before getting some real responsibility. Why is that?  Continue Reading…

ToDoList

You don’t need a functional tattoo to stay organized

With so many tools and apps that claim to increase organization or productivity, how do we find out which tools will actually help and not hinder our workflow? At Expensify, our approach is to keep it simple; forget the apps and stick to what’s tried and true. Here are a few core principles that help us stay productive; try them out and let us know what you think!  Continue Reading…

Have you ever dumped all of your receipts on your hotel bed before numbering them, arranging them, then snapping a picture to document those transactions… only to then make an excel sheet to explain those pictures and numbers to your accounting department?

photo

This saves time and hassle, right? THAT SOUNDS LIKE A MYTH TO ME.  Continue Reading…

Hi all, we’ve put a ton of effort into our “trips” and “bank import” features, but are running out of data to test with. Can you please help us out and:

1) Forward your craziest airline reservation to trips@expensify.com

2) Email help@expensify.com such that we can add support for your credit card

I think we’ve got a solid baseline of all the major US airlines and banks, which means in-app itinerary summaries for most domestic flights, and eReceipt import from most domestic banks. But business travel is a global phenomenon, and I’d welcome your help extending Expensify’s global reach.
Speaking of global, we’ve returned from Thailand (we go overseas as a team for a month every year; pictures at http://blog.expensify.com/tag/offshore-2012/) with some pretty major enhancements:

- Multi-Level Tagging: Couldn’t use Expensify because you needed two or more tags per expense? Now we’ve got you covered. Whatever your needs — a nested hierarchy of tags? A series of independent tags? — we can probably do it now. And with our GL coding and CSV export capabilities, I bet we can integrate directly into your accounting package. Write help@expensify.com to find out!

http://blog.expensify.com/2012/10/31/expensify-unveils-multi-level-tagging/

- Our Salesforce integration isn’t terrible anymore! Let’s be honest, aside from the single-signon, our previous integration was pretty weak. Well now it’s awesome: tag expenses to Accounts *and* Opportunities (and Projects and Milestones if you use FinancialForce), centrally manage employees, and generally what you always assumed it did, now it does — for both web and mobile.

http://blog.expensify.com/2012/10/23/pro-tips-monday-updated-salesforce-integration/

- Bulk Actions: After countless requests, now you can select multiple reports and approve or reimburse in bulk. Such a simple thing, but wow, so helpful.

http://blog.expensify.com/2012/11/12/bulk-report-actions-are-alive/

And a ton of performance and stability improvements, especially for midsize companies between 100-1000 employees, not to mention the little matter of how our site looks TOTALLY AWESOME now thanks to the heroic efforts of Shawn, our new designer. We’re just getting started, so expect great things, both for mobile and web. If you have any design suggestions, please send them to shawn@expensify.com (just no job offers please). And if you know of any bugs, please email help@expensify.com. And anything else, send to me!

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

PS: I’m looking for an excuse to throw a party in our fantastic new SF office. Some ideas: we could open-source our cross-platform mobile framework (an embedded JavaScript engine wrapped in native controls, write-once-run-everywhere at native speeds for iPhone, Android, BlackBerry, and Windows Phone) or our distributed transaction layer (ACID-compliant semi-synchronous two-phase commit optimized for WAN connectivity: sits atop MySQL or sqlite; seamless auto-failover and recovery — lose a whole datacenter without losing any sleep). Or I could invite speakers to break down the secrets of their startups’ success, or perhaps I could give a tutorial on how to raise money from VCs (a timely topic as we’re thinking of doing another round ourselves) — I’m open to anything. Anything but another “stand around awkwardly drinking free booze” tech party, that is. Thanks for your ideas!

QuickBooks is by far the most popular small business accounting software out there and is used by quite a few Expensify users. We wanted to take a moment to outline some best practices for the large constituency of QuickBooks accountants using Expensify.

Best practice #1: Export reports after reimbursing

If your company does reimbursement through Expensify, we recommend exporting reports after they have been reimbursed. This way the information that is reflected is most up-to-date and accurate. Otherwise, you will end up with a bunch of payables in QuickBooks that you will need to go in and manually reconcile.

Best practice #2: Remove any remnants of the Intuit App Center

Expensify used to offer the option to integrate with QuickBooks through the Intuit App Center. We recently discontinued this integration, so it is important to remove any remnants of this from your Expensify account. This includes deleting any secondary logins associated with the app center.

Best practice #3: Deleting and re-adding your connection

Whenever having problems with your QuickBooks connection in Expensify, the first thing to try is always to delete and re-add the connection. Sometimes the Intuit auth-token can timeout, causing the connection to break. In this scenario, simply deleting and re-adding the connection will fix the problem.

Additionally, in the case that there is a real problem, this allows us to identify and remedy any possible issues more quickly. When diagnosing issues in the integration, we need to start with a clean slate provided by readding the connection.

Best practice #4: Use customers/jobs for tags with billable expenses

If your company has billable expenses, you will want to use customers/jobs as tags. Expensify won’t be able to export billable expenses to QuickBooks unless there is a customer/job associated with each expense, so we recommend enabling customers/jobs as tags.

That’s it for today! As always, if you have any questions about anything QuickBooks related, please do shoot us an email 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.