Archives For expense policy

As we continue towards our major realtime expense reporting push, we are continuing to streamline the Expensify product. This started with simplifying our pricing structure and now involves changing the way report submission and approval works for those people using Expensify outside of an expense policy. When users submit reports outside of an expense policy, the reports are now moved to the “closed” state and shared with the person the report was submitted to. The recipient of the report still has the ability to approve the report by moving the report to a policy.  Continue Reading…

Here at Expensify, we’re constantly striving to improve our product. User feedback drives a majority of these improvements. Corporate Card Reconciliation, Invoicing, and Prepay are all examples of new features developed due to user demand. Now, we are happy to announce some improvements to our report approval workflows. The workflows were already highly customizable, but our users wanted more options. You asked for it, and we’ve delivered! Approval workflows now have the ability to dynamically change based on report value.  Continue Reading…

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!

A lot of you have been asking for a way to pay for all of your employees use of the app from one account, regardless of who is approving their expense reports. In keeping with making things a little better each and every day, we’ve just released centralized billing which lets you do just that.  At the end of each month, we’ll charge the billing card associated with your account for the active users from each expense policy that you own.

Wondering how centralized billing works?

  • If you have previously created an expense policy, only the billing card tied to the policy owner’s account will be used to pay for the use and approvals of everyone part of that policy.
  • Any newly created expense policy will be tied to the billing card associated with your account by default.
  • Any administrators part of a policy can take over paying for it at any time by going to the billing tab of the policy they want to take over.  Once a person takes over paying for a policy, they will become that policy’s owner.

All of this makes central billing incredibly powerful, eliminates the confusion of who pays, and adds an entire new level of flexibility to creating workflows without a rigid report approval structure.  The person getting billed will still get 2 free users each month across all of the policies they pay for and, as always, there are no contacts to sign. You are free to use our app for as long as you need to with the option to cancel billing at any time.

Find out more about our pricing and billing options here

Following on from the blog post two weeks ago, we’ve made some more improvements. Today, the employees tab in the policy editor gets an overhaul, and is now called the people tab. Here’s a look at what has been upgraded:

New! Multiple final approvers. Whereas we used to limit you to select only one final approver, now you can just construct your report approval/forwarding chains and set the final approvers in the chains to forward to “No one” – this lets us know they are at the end of the chain; the final approver for this chain. Your existing policies will automatically be updated to match this new system.

Multiple administrators. Now there’s no limit on adding other administrators to the policy, and they can now manage everything in the policy: people, categories, tags, limits, etc, and even go on to add other administrators.

Multiple administrators means multiple accountants. Whereas previously, accountant selection was done by a single drop down selection menu, it is now done by just setting a person as one of the administrators.

Forwards-to and submits-to separation. Now each person can be set to submit their reports to one person, and be set to forward their reports to another, so when they don their report-approving hat, their approved reports will be forwarded to a different person, for the next level of approval.

Simplified layout. If they’re in the table, they’re in your policy. No more extra checkboxes for submitters or approvers.

Sync now button for QuickBooks & Google Apps. We’ve added a sync now button which syncs your employee list from QuickBooks or Google Apps, whereas before these people were just (somewhat confusingly) listed in the table even if they weren’t in the policy.

Add person window. This allows you to choose the person’s submit-to and forwards-to settings, gives you more control over sending emails, and makes it more clear that you can add multiple people at once.

Moved CC list. The people on your CC list have been moved into the main table, and set as administrators. All administrators are automatically CC’ed on every report that uses the policy.

As always, let us know what you think of these latest changes, by emailing help@expensify.com, or just commenting here.