Archives For Pro Tip

As part of the Webucator Tips series, we’re excited to share this power tip to current QuickBooks students. Read, share, and drop some knowledge!

When we first meet a potential Expensify user, the first thing we typically ask is, “How do you do your expense reports?” and “What accounting software do you use?”

Okay, so that’s actually two questions, but it’s hard to ask the first question without following up with the second. If you’ve ever had a hand in either, it’s easy to guess that expense reporting and accounting are intricately linked.

Companies use QuickBooks or similar accounting software to track employee expenses and reimburse them, along with their salary, directly from QuickBooks. But with QuickBooks’ less-than-intuitive functionality, it takes time to set up an expense reporting system in the software, and users typically end up entering each expense in manually by typing them up one by one. Do yourself a solid and avoid all that nonsense by integrating Expensify into your QuickBooks accounting! With tons of customization options, bi-directional integration, and flexible policies, you’ll be glad you did.

Customize, Customize, Customize!


These jeans aren’t for everyone…

Every company has different needs, and that’s why we’re so big on customization. Once users finished compiling an expense report, they can also customize the way a report is exported. For example, reimbursable expenses can be exported automatically as a check and non-reimbursable expenses as a credit card bill. You can take it a step further by customizing the integration if you have needs outside our traditional export method.

Bi-Directional Integration

Bi-directional integration between QBO and Expensify means that you can pull and push all sorts of valuable information from QBO. Sync categories, tags, report fields, and more to make sure everyone is on the same page. Easy as 1, 2, 3!

Flexible Policies

With categories, tags, and other data fields, you have the flexibility to customize your expense report policies for different groups of employees. Create and set any number of rules to any one group and adjust exposure to each policy as needed.

Power Up Your Accounting Capabilities

QuickBooks can be a powerful tool if you know how to use it. In the name of saving time and to avoid any hair pulling, do yourself a favor by integrating your QuickBooks Online with Expensify today. Take it from this guy, it’s worth it.

Need some help with implementation? Feel free to email us at with your questions!

Now that you have Expensify, those Sundays spent crafting crude paper expense reports (with receipts taped to the back) are a thing of the past, and perhaps you’re on the lookout for additional timesavers. I forward my emailed receipts to to get them into my account, which is super convenient. But what if I could take it a step further, and didn’t even have to forward them in the first place? Here’s how to do that using Expensify & IFTTT (If This Then That). First, login to your free IFTTT account and select “Create a Recipe”.


I used an old family recipe, passed down through many generations

Click “this” and define the first statement (IF I receive an email from


Since I use Gmail, I selected it as the channel for the triggering action. Then I entered the email address that’s been emailing me all these receipts. Now it’s time to create the triggered action.

Again, select Gmail from the list of triggers but this time enter the forwarding address and you’re done!


This recipe sends receipts from Amazon to your Expensify account. With automatic SmartScanning enabled, Expensify will automatically match the receipt to its better half (the corresponding credit card expense). To illustrate, let’s say I make a reimbursable purchase from Amazon using my phone while at lunch. When I log into Expensify later and click on the Amazon expense I’ll see the image above. Receipt already attached and ready to add to a report! Even better, you can use this for any emailed receipt (airlines, rental cars, department stores etc.). If you’d like to use this recipe, here it is. You just saved yourself even more time – now go do something great with it!


Already matched! SmartScan’s matching magic

Today we are excited to finally announce a much anticipated feature: Invoicing and Bill Processing! At the behest of our users who were fed up with their existing Invoicing and Bill Processing solution, we’ve worked extremely hard to bring you Bill Processing and Invoices that Don’t Suck! No longer must Expensify users subject themselves to clunky invoicing systems. We’ve taken everything you love about Expensify Expense Reports and applied it for our Bill Processing and Invoices!


Expensify now allows you to take Expense Reports created or submitted to you and re-bill them as an Invoice to your clients. Apply mark-up on materials purchased on behalf of your client. Upload your logo into Expensify and we’ll slap it on the invoice. Determine and communicate your custom payment terms.  If your clients already use Expensify they can even pay your invoices directly within Expensify with the same great options that are available for our Expense Reports: ACH Direct Deposit, PayPal, and even Bitcoin!

Ok, so what if your vendors dont use Expensify? You can still send them invoices – just click Attach PDF before you hit send.

We know most users want to keep their bills and invoices in the same program, so we developed Bill Processing to be incredibly easy.  When you activate Invoicing/Bill Processing we create an email address for you to give out to your vendors. Example: Any bills sent to that email address will be SmartScanned and populated into your Expensify account.


We built this functionality because our users were complaining they didn’t like having to export their expenses into Freshbooks or Quickbooks in order to send out Invoices. Well, now you can seamlessly handle Expense Reports, Invoicing, and Bill Processing within one interconnected, powerful tool.

We’ve added more information on our help pages so check those out here:

As always, if you have any questions about Expensify or need help getting your company set up, feel free to email

Read the press release here:

Now you can enter your mileage expenses quicker, making expense reports suck even less! When you create a mileage expense on the web app, click the ‘use map’ button in order to use Google Maps to determine the distance you traveled.

Screen Shot 2012-12-26 at 4.28.30 PM

When you type in one of your last five destinations/starting points, we will remember it and give you the option to select it.

Screen Shot 2012-12-26 at 4.05.09 PM

If you have any suggestions for shortcuts or features that would help you save more time on your expense reports, please let us know at and we’ll see what we can do for you!

Get the most out of your Expensify experience; learn a little bit about slicing and dicing our Expenses and Receipts pages using filters. Not only is this knowledge handy for tracking down your expense data, you can also use it to capture subsets of your expenses for analytics as well as editing multiple expenses and receipts.

To begin, you’ll find filters on the left side of the Expenses and Receipts page. Also, date filters on all pages of Expensify are, by default, set to view the last 90 days. To view any expenses previous to the last 90 days, extend the date filters on the page to include your desired dates.

Expense Page Filters

Breakdown your expenses by four types of expenses:

  • Unreported Expenses have not been added to reports.
  • Unsubmitted Expenses have been added to a report, but the report has not been submitted yet.
  • Reported Expenses have been added to reports that have been submitted.
  • Deleted Expenses have been deleted, but can still be accessed in case you made a mistake. (We know you don’t make mistakes and never have to use this.)

You can also filter your expenses by the card they were imported from and the category/tag they have been marked with.

Receipt Page Filters

Similar to Expense page filters, you can view different receipt types: Unreported, Unsubmitted, Reported, and Deleted. Beyond this distinction, you can view receipts that have been attached to expenses, receipts that have not, or both.

To learn a little more about the Reports page filter, check out our Understanding Report States post from a little while back. If you have any questions about filters or any feature of Expensify, as always, please feel free to contact us at

Bulk Report Actions Are Alive!

Jason Mills —  November 12, 2012 — 1 Comment

Good news for Expensify administrators: You’re now one, (err…two), clicks away from approving and reimbursing submitted expense reports in bulk. Yes, that’s right! It’s now possible to approve and “mark as reimbursed” all submitted expense reports with our new “bulk actions…” button, a time-saving feature available to companies on the Corporate Plan.

We’ve added bulk report actions for those companies that see hundreds, even thousands, of expense report submissions every month. It’s also designed for companies that use a multi-level batch approval process, typically ending with final approval in bulk by the CFO. Whatever the case for your company, here’s how bulk report actions work:

Corporate plan subscribers will now see a “bulk actions…” button at the top of the Reports page.

Then, by using filters, it’s possible to select only the batch of reports that require your attention. Bulk actions allow you to either “approve and forward,” “final approve,” or “mark as reimbursed.”

And you’re done! One word of caution: Any policy violations will be ignored with bulk actions, so please make sure that someone at your company has thoroughly audited each expense report for correctness and compliance beforehand.

We hope you enjoy this new feature! If you have any questions, or if we can help with anything at all, please write us at

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!