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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!

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.

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.

Curious about what’s happening with your report and when it’s happening? Whether you’re a submitter, approver, or exporter you can find detailed history of your reports actions.

This history is especially useful in a myriad of situations , but we’ve found these to be the most common:

  • Checking the status of your reimbursment: ACH Direct Deposit reimbursement takes between 4-5 business days. If you’ve forgotten when your report’s reimbursement was initiated, you’ll find this information in the report history. Then count the days till you get paid!
  • Tracking your report through its approval workflow: Find out where in your company’s approval workflow your report is. Ex: your manager has approved it, but your accountant has not. (Bother your accountant!)
  • Comments on report submission or rejection: If you need to review and act on comments made on a report when it was submitted or in the case of rejection, they are all documented in the report history.
  • Proof of submission, approval, and reimbursement: Numbers don’t lie! This documentation will help you keep track of dates of important report actions.

While this is our best practices list of uses, don’t feel limited! Feel free to use report history any way you see fit. If you have any questions about report history or any of Expensify’s documentation, give us a shout at help@expensify.com.

As some of you may know, we here at Expensify go on an offshore trip every year. This trip is a very valuable time for us to re-gel as a team and focus on our plans for world domination the coming 12 months. This time around we’ve decided we’re headed to Thailand. For a closer look at our M.O. on offshores and past trips, check out our Offshore Trips page.

What does this mean for our users?

First (and only), we will not be hosting our live workshops for this month as the time change would make this outrageously inconvenient. We will still be available anytime by email to help with anything and everything Expensify. Please feel free to contact us at help@expensify.com if you have any clarifying questions about our support.

To atone for our lack of workshops, we’ve put together this post denoting how to learn about and use Expensify.

For Individual Users and Employees

  1. Watch a pre-recorded version of our Using Expensify workshop. This demonstrates the basics of adding your expenses, creating reports, and submitting them for approval/reimbursement.
  2. We’ve also put together an overview of what you need to get started with Expensify. You’ll find it here.
  3. Search our robust, detailed Help site for information any outstanding and immediate queries you have about our features.
  4. Didn’t find the answer to your question? Ask us. Email help@expensify.com and we’ll happily clear anything up for you.

For Company Inquiries and Setup

  1. Consult our Upgrade page to choose the plan that is right for you.
  2. Follow our step-by-step Company Setup guide on creating your company expense policy and inviting your users.
  3. Along with our Company Setup help page you’ll find documentation on all of our company features in our Help section.
  4. Curious about trialling Expensify for your company? Check our our How Do You (Trial) Expensify blog post.
  5. For any further questions or clarification, email us at help@expensify.com.

You can add receipt images to your reports with or without expense information. Depending on the information you’ve added to your receipts, you’ll find them in different locations of your report.

Receipt Thumbnails

Receipt images added to a report with corresponding expense information are listed in the expenses list and the Receipt Thumbnails section immediately below it.

Report Attachments

Report Attachments are images added to a report that are not attached to an expense and do not contain minimum expense information. Minimum expense information includes a Merchant Name, Date, and Amount. Without these distinctions, receipt images will be added to the Attachments section of a report. Why attach an image without any expense information? Report Attachments serve as supporting documentation for the expense report. The most common uses of the Report Attachment are pre-approval documents and insurance forms, but you can utilize this feature for any of your supporting documentation needs.

While this distinction is basic, it’s definitely a good thing to know when putting your report together. If you have any questions about Report Attachments, Receipt Thumbnails, or any of our features please feel free to contact our support team at help@expensify.com.

A little over a year ago we did a post entitled, How to Sell it to the Man. (The Man = your boss, their boss, your accountant, your colleagues, etc.) Since we didn’t spend the last year just twiddling our thumbs, selling Expensify to the Man is even easier for you and we thought we’d give you some updated ammo for the good fight.

Expensify is easier on your wallet.

Expensify vs. our Competitors 

Expensify bills $5/$10 (depending on plan) per active submitter per month, plus the first two for free. What’s the difference? The “active submitter” part. We only charge you for a user if they actually used the product that month – that is, if they submitted an expense report. At the end of the month, no matter how many employees you have signed up, you will only be billed for your active submitters. Each active submitter can submit an unlimited number of expense reports at no extra charge.

Compare this to your current expense reporting costs and you’ll find that in the overwhelming majority of cases our price is simply unbeatable.

Expensify vs. your wasted time

Don’t have an expense reporting software? Using Excel or cut/paste documents? Let’s do the math. Your salesperson earns 50K per year, which translates to roughly $20/hour. It takes them 4 hours and a lot of frustration to fill out expense reports each month.  That’s $20/hour x 4 hours = $80. If it takes them 20 minutes to submit a report with Expensify, that’s $20/hour x 0.3hrs + $5 or $10 for Expensify = $11 or $16, frustration-free.

Expensify is easier on your employees.

Stop making your employees dread that envelope stuffed with receipts that just sits on their desks. No more endless papercuts as they scramble to find that one report your accountant wants to review, NOW.

  • Accessibility: Submit, access, edit, and submit all of your expense information to your Expensify account from anywhere with an internet connection (mobile or web).

  • Organization: Filter your expenses, receipts, and reports by date, type, category, and a multitude of other parameters for quick lookup.
  • Security: We use bank-level security to keep your sensitive financial data safe.

Expensify is easier on your accountants.

Does your accounting department use NetSuite, Microsoft Dynamics, Oracle, Sage, another accounting package? Not a problem, Expensify allows you to export expenses and reports into custom CSV formats, acceptable by your accounting package. Perhaps they use QuickBooks? Awesome, because Expensify connects to your QB account to sync everything back and forth. Save your accountants hours of manual input, save your company money.

Bonus: We also integrate with your payroll solution!

We’re happier to provide you support

You will also have email access to one of the best support teams in the business. With a 24 hour turn around time on emails (and usually quicker), we can get any issues you have sorted out quickly.

Care for a second opinion?

Check out our Twitter feed some time. I don’t know about you, but this is the first company I have worked at and been comfortable saying THAT to a potential user. Our users can’t seem to stop showering us with love! With the usual state of public discourse towards companies being rather negative this is something we are quite proud of.

Do you have a complex, outrageous expense reporting setup?

Not only can Expensify manage it, we can make it simpler and more intuitive for you, your employees, and your accountants. Email our support team and tell us about your current setup. We’ll tell you how we can make expense reporting a quicker, easier necessary evil.

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.

Welcome back to another riveting post in our How Do You Expensify blog series! This week we focus on Flurry, creator of the world’s leading mobile application analytics and data-powered advertising platform.

After working with John Iparraguirre at Flurry to simplify and optimize their expense reporting practices, we’ve found that the most cumbersome pain point in their expense reporting process was inputting expenses into QuickBooks. Prior to working with Expensify, John would have to spend 4 hours, twice a month keying his employees’ approved expenses into QuickBooks. Not only was this task time consuming, manual data transfer always carries the risk of mistakes no matter how exceptional the employee is. Enter Expensify!

Using our integration with QuickBooks, you can export reports from Expensify to QuickBooks with ease and speed. After connecting your Expensify account with QuickBooks, employees categorize their expenses using your QuickBooks expense accounts, submit their reports, and once they’re approved John can export reports, in bulk or individually, directly to QuickBooks. For those of you that have not had the pleasure of manual data entry, trust me this is way better. Don’t take my word for it, John Iparraguirre sums it up eloquently:

Transferring expenses into QuickBooks went from a 4 hour task to 15 minutes with Expensify.

That’s 1/16th of the time, not to mention increased automation that safeguards against mistakes in transit. Not too shabby.

Thanks to John and Flurry for letting us highlight their experience with Expensify! If you are interested in setting up your QuickBooks – Expensify connection 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 be glad to assist you.

Over the past few days you may have noticed we had some performance issues. A combination of factors including a rather large and awesome spike in new user traffic, the Amazon U.S. East outage on Friday, and getting bitten by some of those “Oh, THAT’s why we disabled that!” moments led to a perfect storm of operational issues, and, unfortunately, downtime to the site.

For reference, the grey line is our historical rate of new users.

We’ve stabilized the site, and are putting a rush on some infrastructure improvements that were already in the pipeline. We’re proud of the high amount of uptime we provide, but sometimes the universe has other plans.

Thanks for your patience and understanding while we work to provide you a better experience. If you have any questions, or if there is anything else at all we can help with, don’t hesitate to contact help@expensify.com and let us know.

Best,
Chris
The Expensify Infrastructure Team