Archives For July 31, 2012

I watch a lot of stuffy drama with my wife.  The Bronte sisters, Jane Austin, Charles Dickens, etc.  A classic recurring scene involves tuxedo-clad upper-class elite mingle with champagne in hand — often the whole story seems to take place in interludes between these parties.  They always look so glamorous and exciting: it’s a world in a constant state of partial inebriation.  It seems so strange and foreign.  But recently I realized: it’s not foreign at all.  Exchange the tuxedos for ironic T-shirts, replace the champagne with vodka, and that’s a classic Silicon Valley afterparty.

They’re called “after-parties” because they’re always after something — typically a conference.  There are so many of them, it’s just so hard to keep track.  A thousand conferences with a million people from all over the world, listening to people drone on about some bullshit on stage, passing out business cards like unwanted free candy.  All that is killing time for the real event: the party after the event.

The problem, however, is there are only so many venues to host a party — and only so many variations on how to give out free booze.  The result is all the parties just sorta blur together.  So when an afterparty comes along that truly stands out — it’s an achievement.  And Evernote’s party certainly stood out.

Evernote is such a great company.  They’re inspirational in many ways — a laser focus on delivering an amazing product, transparent communication around their most prized internal data, and a surprising patience to achieve their current 38M-user success.  But now I can also add: throwing a fantastic conference and an even better afterparty.

I was there primarily because we’re an Evernote partner (and Evernote is one of our favorite customers), so my job was to evangelize the Evernote Trunk (watch me in action here) and model our sexy Expensify fleece jackets.  I’ll admit, I came with low expectations — I’ve already been to that same conference center probably a dozen times before.  I launched Expensify there at TechCrunch 50 in 2008, then demoed again at TC50 in 2009, and then Finovate a couple imes, and then a bunch of other random things.  I figured I’d seen it all.

But Evernote had the place set up nice.  I think this is because Evernote isn’t trying to turn a profit on the conference — they’re just trying to excite users, and they spared no expense.  Great partners, comfy seating, and surprisingly good food.  I mean, take a look at the Evernote logo, and then take a look at the sushi in the middle of the bento box below.  Look familiar?

But the party — dude!  Free street food trucks!  A live rockabilly band!  Vintage arcade games!  (Which is funny, because when I first started playing those games, they had a different name — “new” arcade games…)  I introduced Matt to the joys of Joust, Missile Command, Pole Position 2, Tron, etc.  I mean,  he hadn’t even *heard* of Centipede.  The kids these days…  After a few hours deeper and deeper into the bottomless liquor, then food at some random place in SOMA, and then more liquor, I called it a night as they continued on.

While taxi’ing home it occurred to me that this is what those BBC dramas illustrated, just modernized. Like Bronte’s London, Silicon Valley is built on a culture of partying. Why live anywhere else?

Do you want to work more with cloud computing? Great– we don’t! When dealing with financial data, knowing where the data lives is important (and “on someone else’s service” is a poor answer), so we’re leaving the cloud. We have three datacenters in active/active/active configuration, and we’re transitioning ancillary services out of “the cloud.”

A perfectly normal monitor in peak operating condition

 

We’re a Linux shop– currently a Ubuntu/CentOS hybrid environment, transitioning to a full CentOS stack, all managed with Salt (www.saltstack.org). Our site is largely written in PHP and Javascript, but important parts are in Java, C++, plus a smattering of Python holding some rusty parts in place.
Our network stack is built on a Juniper switching fabric, and a pf-based firewalling solution.

 

We would like you to:

  • Build infrastructure! Every system is configuration managed, so ideally you build a web server once, not a hundred times.
  • Support developers! Our developers are as smart as you ideally are– they need help provisioning development environments, not printing Excel spreadsheets.
  • Participate in a one-week-in-four on-call rotation! The world is beautiful at 3AM– but for better or worse you’ll rarely get to see it, as “the environment is melting” is the exception rather than the rule.
  • Read and debug code! You need not be a developer yourself (though it wouldn’t hurt), but tracking down a bad PHP function call based on log messages shouldn’t scare you.
  • Make big trouble for moose and squirrel! Oh wait, the KGB shut down years ago…
  • Work in San Francisco! Don’t live here? No problem, we can change that.

If you are interested in applying, please send your resume to jobs@expensify.com with a letter explaining why you are awesome and how you found us.

When I took my shoes off and walked around the office in my lovely yellow argyle socks, no one batted an eye lash. I knew this was a good place to be.

Oh, don’t get me wrong, a rapidly moving start up where intern folk like myself get to deploy live code, free lunches in a city where you can try a new place everyday, and working with talented, genuine, and all-around cool people were wonderful parts of the job. But boy did I cherish my barefoot walks around the office!

I think the bigger point, though, is that Expensify is an awesome company with awesome people, and I couldn’t have asked for a better internship experience. For starters, I worked on a product loved by millions. All my CS buddies were testing software at their internships; I was extremely fortunate in getting the chance to write it. In a measly 6 months, I went from barely programming to totally programming, and Expensify gave me the room and environment to build that critical programming foundation that I think school just can’t provide.

But — to my benefit — it gets better. The people I worked with pushed me in the right way, challenged my ideas, and always helped when I needed it. It didn’t matter if it was 10 AM or 10 PM, I knew I could always ask Matt why I was getting a 500 error when it turned out to be a missing bracket. I was given real ownership of the projects I worked on. I was ultimately responsible for the projects I’ve started, and it’s been so surreal that Expensify gave me the chance and opportunity to succeed.

I only hope that wherever I go next is as cool a place like Expensify. I’ve not only learned valuable knowledge, I’ve made some really cool friends along the way and I can’t wait to see how our paths cross in the future.

One of Expensify’s most popular features is its direct integration with QuickBooks. Expensify is able to integrate with both QuickBooks Desktop and QuickBooks Online. Here are some things to make sure to be aware of when setting up your connection:

  • Information is not automatically exported from Expensify to QuickBooks; the export must be triggered by the user. Visit our QuickBooks export page to learn about exporting expense reports to QuickBooks.
  • Expensify does not edit your QuickBooks company file. Expense accounts can be imported into Expensify to use as categories, but categories and tags created in Expensify will not be added to your QuickBooks company file. New expense accounts will need to be created in QuickBooks.
  • When new accounts are added to your QuickBooks company file, you will need to update the connection in Expensify. You can do this by going to Settings > Connections and clicking “update now”.
  • Typically, the best way to manage multiple QuickBooks companies within one Expensify account is to create a separate expense policy for each company.
  • It is important to always be logged into QuickBooks as the master admin (single user mode) when connecting with Expensify.
  • Intuit currently does not support the ability to connect with the Mac copy of QuickBooks Desktop. Specifically, the QuickBooks Web Connector is not supported on the Mac. You can, however, connect to QuickBooks Online using any operating system.

As always, please feel free to email us at help@expensify.com if you have any questions about setting up your Expensify-QuickBooks connection!

Expensify user Camp Kesem is a college student run summer camp for kids with a parent who has (or has had) cancer. Their one-week sleep away camps are a chance for kids to have a fun-filled week and just be kids.  The student volunteers at their 37 chapters work year-round to plan and implement every aspect of camp – in addition to raising thousands of dollars and developing leadership skills.

I recently had a chance to talk to Rachel Firestone, Camp Kesem’s National Program Director, about how they use Expensify and the benefits it provides for them.

Expensify allows us highly organized oversight of expenses and streamlines our reimbursement process.  Before Expensify, volunteers at our 37 chapters would send us countless emails with receipts and reimbursement information – often with mathematical errors or missing information.  Now it is easy for them to “fill in the blanks” so to speak, to make sure we get all the info we need, plus the totals are summed automatically.  They can even snap a photo of their receipt with the Expensify smartphone app!  Additionally, when we do spot an error, it is easy to reject the report, include our feedback, and have the volunteers resubmit after making any necessary changes.  On top of all of that, our accountant loves the way it interfaces with QuickBooks, making reconciliation a much less daunting task. ~ Rachel Firestone – Camp Kesem National Program Director

Bringing joy into these kid’s lives! Who could have a problem with that?

With so many locations spread out across the country, and a regularly rotating staff, the intuitive systems Expensify can provide offer a large benefit to an organization such as Camp Kesem.

Camp Kesem Kids. Happy to just be kids!

Training is minimal and people are able to get quickly up to speed and spend their time helping kids rather than scratching their heads looking at a computer. We couldn’t be happier to play whatever small part we can in furthering Camp Kesem’s important mission!

I want to thank Rachel and Camp Kesem for agreeing to be featured here in How Do You Expensify.  If you would like to be featured here, or if you have any questions about how Expensify can help to bring this kind of ease in expense reporting to your organization, please feel free to contact us at help@expensify.com at any time. We are always happy to help. And if you have a free moment please take look at Camp Kesem and the great work they are doing across the country!  I think you will be impressed!

Intern Pro Tips

 —  August 10, 2012 — 2 Comments

Tomorrow is my last day of work here at Expensify, thus ending what has been an incredible adventure.  I joined Expensify in late May as an intern, and now my time has come to return to school.  As I write this, I’m watching the sun set over San Francisco and it’s finally sinking in that I won’t be seeing another California sunset for a while.  I joined Expensify in late May with nothing but a laptop and high hopes, tomorrow I’ll walk out the door (of the new and better office) with the hope that our paths will cross again.  Why?  Because it turned out to be so awesome!  This city is incredible, the work is fun, and it’s always a good time hanging out with the team.  I’m excited to get back to school, but it’s bittersweet to be leaving such an awesome company at the same time.  So now as an experienced Expensify intern, here are my pro tips on how to handle working for an awesome and fast paced startup.

Do:

Enjoy yourself.  The office is filled with awesome people, you’re in a great city, and you’re working on a product that a million people love!

Listen!  Everyone here would love to teach you something, just make sure you’re listening and able take advantage of that.

Be open minded.  Your mockup or design document will not always be the best. Be able to take tough feedback because in the end it makes for a better product.

Take ownership of your projects.  Plan, implement, and test. Then show it off to everyone and you’ll feel like a rockstar.

Wear sunscreen.

Don’t:

Expect someone to hold your hand.  Be able to work independently and help will be there when you’re actually stuck.

Miss your last ride home.  If you’re staying late it’s a good idea to know when the last BART train leaves (1:04 AM if you’re headed south).

Sit on the couch all weekend. After all, this is San Francisco.

Adjust Witold’s chair.  Leave it alone and nobody gets hurt.

Bonus: Pictures!

Expensify went wine tasting after hitting the 1 Million user mark in June.

San Francisco from the top of Twin Peaks

A night out with Thomas and the other interns

Took a trip down to Big Sur

Sunset on the Golden Gate

This summer was great, guess I’ll just have to come back.

-Andrew

1. Instagram the picture of the new keys. Make it artsy so your friends will think you are creative. 

Reality: taken in the elevator on top of an envelope and made to look edgy.

2. Cram into the elevator and make sure you bring some booze.

Riding the old elevator for the final time as a group was bitter sweet (really it was just sweet…those elevators are the slowest I have ever experienced)

3. Capture the moment of opening the door for the first time.

And make sure you look adorably excited as you do it.

4. Christen the new office.

How else do we christen a new office? Whiskey shots was the perfect way to make ourselves feel at home in our snazzy new (read: larger) office.

5. Appreciate the view from the new digs.

Yes this photo is also instagrammed. You know you like it. But seriously, how majestic is the fog rolling in??

 

Expensify is used by companies of all sizes – from a few employees to a couple thousand – and so our training methods vary widely. But a few things remain the same: First, our top-notch support is always FREE. Second, we get way too excited about expense reports.

For Qvidian, a top provider of cloud-computing applications that improve sales effectiveness, we put together a tailored training process. Qvidian decided to host two online training sessions. Each session consisted of a:

  • short introduction to Expensify
  • viewing of our Using Expensify webinar
  • presentation of specifics about company policy/use
  • Q&A portion to round the training out

While their ideal procedure for using Expensify was simple, it differed in sequence from our “Using Expensify” webinar in a few fundamental ways. Rather than make a simple side note of these differences, we were happy to put together a personalized demo video to make their specific expense reporting process as clear as possible. To further ensure that their employees were comfortable with the system, one of our account managers even agreed to host the followup Q&A sessions… FOR FREE.

Are we tooting our own support horn? You better believe it. Are we getting too fired up about expense reports again? Probably.

The bottom line here is that we are glad to help make expense reports not suck faster by accelerating our users’ Expensify training.

Thanks to Qvidian for their participation in this chapter of ‘How Do You Expensify’. If you have any questions about how we can help train your employees or if you’d like to be featured in an edition of ‘How Do You Expensify’, please contact us via help@expensify.com and we’ll assist you in any way we can.

Waking Up in Vegas

 —  August 1, 2012 — Leave a comment

As two interns living across the country for the summer, we realized we could finally visit some west coast tech conferences without having to fly across the country. When one of our fellow Expensifiers mentioned that he was going to Defcon 20, we jumped at the opportunity to join. We’re both interested in security and hardware-hacking and starting pondering the best ways to get there. Continue Reading…