Archives For best practices

Everybody knows what accounting is:

Accounting [uh-koun-ting] (noun)

The theory and system of setting up, maintaining, and auditing the books of a firm; art of analyzing the financial position and operating results of a business house from a study of its sales, purchases, overhead, etc.

But what is “preaccounting”?  Not everybody is as familiar with this newer concept, so I’ll go ahead and define “preaccounting” as:

Preaccounting [priuh-koun-ting] (noun)

The system through which financial data is gathered, coded, aggregated, and normalized so as to enable accounting to occur; accounting processes executed by non-accountants, including expense management, time tracking, etc.

In layman’s terms, preaccounting is the super boring, tedious work that nobody wants to do, but that absolutely needs to be done before the truly valuable accounting work can begin.  Unlike accounting, which is clearly the job of accountants, preaccounting is nobody’s job Continue Reading…

Imagine you ran a coffee shop with great coffee, a cool vibe, comfortable seating… and no customers.  Not an uncommon problem, and the classic solution promoted by social media experts would be something like:

“Create a Twitter handle and offer discounts to customers who follow. Broadcast weekly events and promotions via Twitter and engage with your audience to encourage them to come and bring their friends.  More discounts to people who get their friends to follow.  Create a mailing list; Tumblr; Facebook page; etc, etc.”

Continue Reading…

"You have no reason to trust me except that I said you should."

“You have no reason to trust me except that I said you should.”

Nearly everybody in Silicon Valley agrees on how a company is supposed to be run. These are codified into a nebulous set of “best practices” — the pre-packaged advice that is handed out to nearly every startup, in nearly every market, under nearly every set of conditions. But if there’s one thing I’ve come to believe is that “best practices” generally aren’t.  Continue Reading…

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 Continue Reading…

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 and we’ll get help sort it out.  Continue Reading…

Taking Control of a Policy

garrettmknight —  November 27, 2012 — 2 Comments

Being a policy owner has it’s benefits. You are automatically and permanently given admin privileges on the policy. You get to say you’re the owner. You are granted the right to add or remove other admins at a whim! (And you have to pay for the policy usage, but don’t worry about that, you’re the boss!)

If you’d like to claim any of these fine perks for yourself you’ll need to take control of the policy. To do so, first you’ll need to upgrade to the plan of the previous owner. Then you’ll need to be added to the policy with Admin permission.  Continue Reading…

Being the expense-report-savvy individuals that we are, many of our users ask us about the best ways to use Expensify. In response, we’ve decided to post some of our best practices for certain use cases and facets of Expensify.

For business travelers, the general gist is simple: use our mobile apps to complete the vast majority of your expense report while you travel and, if need be, tie up the loose ends at when you get access to a full browser. To illustrate further, here is a walk through of a basic business trip from an expense report viewpoint:

1. Once you receive your flight confirmation email, forward it to

  • Our Trips feature will automatically recognize your itinerary and load it to your mobile app, reminding you of your flight and also reminding you to begin tracking your expenses.

2. Create a report to organize your expenses:

  • Create your report on the fly once you add an expense by choosing ‘create a new report’ in the expense details screen.
  • Go to the reports page in the app and tap the ‘new’ button to create a new report.

3. For all the expenses you incur along the way:

  • Snap a photo of the receipt with your mobile app and SmartScan it to have Expensify automatically attach the receipt to an expense imported from your connected credit card or bank account.
  • For any driving you do, use the mileage function. Keep track by manually entering mileage or use GPS tracking to make it even simpler.
  • If your company requires it, track time using the ‘time’ button in the app.

(Optional) If your approver is a stickler for perfection, login to to resolve any outstanding report violations and ensure your report is up to snuff.

3. Finish up your report and submit it on the go:

  • Once all the expenses have been added and you’re satisfied with your report, tap the submit button in the mobile app and you’ve done your part.

Of course, these are just suggestions from the pros; everyone has their own best practices to fit their own process. Email us at and we’ll be happy to advise you on best practices that fit your particular travel type, reporting rules, or expensing style.

Now go take care of (expense reporting) business like the best of em!