Archives For expensify

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…

Last week David announced some changes to our pricing. This week we would like to introduce an option that many of you have been requesting for a long time that will actually help offset that change to our price. We are happy to announce that you can now Prepay for Expensify!

Prepay for Expensify and get TWO MONTHS for free!  Continue Reading…

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Maybe you’ve heard of Bitcoin recently in the media. It’s quickly gaining popularity and we believe we are the most mainstream company to implement it with an actual business implication. We’ve hinted that it’s coming, but today we are excited to announce Expensify has added Bitcoin as a reimbursement option for your expense reports. Fans of digital, decentralized, crypto-currencies rejoice!  Continue Reading…

Update: We have actually created a connection with Bill.com that will allow you to submit to Bill.com as part of your policy. Please check out our Submit to Bill.com help page for more info.

Do you or your company use Bill.com? Have you thought about using it but you wanted to make sure that you could integrate your Expensify account with it? Well good news, you can!

If you don’t know about Bill.com – Bill.com is a great platform to streamline and automate vendor bill payment and customer invoicing. To read more about them, visit their site: http://www.bill.com

Once you have created your company specific Bill.com email address, you will then use that to send your company’s expense reports. When a report has been approved and is ready to send, you will use one of our features in the Reports tab, the ‘share with accountant’ button across the top row:

Screen Shot 2013-06-27 at 11.10.43 AM

Once you click that button, you will then see the option to send this report to your @bill.com email address you have already set up.

The ‘share with accountant’ button will remember the last email address that you used for each policy. So if you have multiple policies, you will only have to enter the email address for each policy once.

If you have any questions, please do not hesitate to email Help@expensify.com, tweet at us: @Expensify or just send us a smoke signal.


Pro Tip Mondays: Webinars!

Omar Al-Agely —  February 14, 2012 — 1 Comment

This week is going to be an unusual Pro Tip Monday… our recent success with weekly Webinars has made us want to do more! We want to find out the relevant topics that we know our amazing users will benefit from (yes, this is going to be one of those blog posts)

We currently have three Webinars that we do every week – one on each Monday, Wednesday and Friday at 11:30am PST. On Monday we go over setup of our most advanced features: GL Mapping, ADP integration, Commercial Card setup and Domain Control. On Wednesday we go over the basics – how to create expenses, create a report and put expenses in the report to then submit to your manager. On Friday, we go over how to setup your company account and also link Expensify with QuickBooks. To register for any of these webinars, just visit our new dedicated webinars page here:

help.expensify.com/webinars

Over the past couple of weeks, our attendance for these Webinars have more than doubled (which is awesome!) and we want to add 2 more to this weekly list.

SO this is where you come in: as our awesome users, what would you like to see? What do you think would be helpful for your company and/or companies like yours to see?

Any and all feedback is welcome!!

As always, if you have any questions, do not hesitate to send us an email: help@Expensify.com

Update 1: If you missed our webinar on Using Expensify, here it is:

Update 2: And if you missed our webinar on Team Plan Setup and Integration with Quickbooks:

Update 3: And if you missed our webinar on Corporate Plan Setup and Integration with Enterprise Accounting:

Recently, I have been receiving a lot of emails asking for help on how to sync Expensify with QuickBooks – so I have the need to re-blog this.In case if you still have questions, we do have a very detailed, step by step guide in our help section as mentioned above (www.expensify.com/help/quickbooks) as well as a weekly Webinar every Friday at 11:30am PST that will go over how to establish this connection and every possible other connection to your account package supported by Expensify. To register for that, click on any of the following links:

 

QuickBooks is an amazingly powerful tool.  It can be configured (and misconfigured) countless ways.  But the high level concept of how to export from Expensify to QuickBooks desktop is relatively straightforward.  There are a bunch of detailed instructions in our help section, but here’s a quick step-by-step guide — feel free to print it out so you can follow along.

Phase 1: Clean up your account
First, if you’ve already started exporting and it’s not working for you for some reason, I suggest cleaning up your account so we can start over from scratch.  Don’t worry: you won’t lose any data or affect your QuickBooks company file or Expensify reports in any way — this just removes any old connections so we can rebuild them from scratch.

  1. Sign in to Expensify using the https://expensify.comlink (eg, do notsign in via Intuit Workplace). This just keeps things easy.
  2. Click “Settings” in the upper right, then “Connections” on the left, and click “delete” next to any existing QuickBooks connections. This won’t affect your data, but it will just disconnect it from your Expensify account.
  3. Remove your “Intuit” secondary login. Just more cleanup. Click “Settings” in the upper-right, then “Account” on the left, and click “[remove]” next to any “intuit” line in the “Secondary Logins” section.

Phase 2: Connect to QuickBooks and export the report
Next, let’s go set up a new connection to QuickBooks using the QuickBooks web connector, and then export our first report.

  1. Shut down QuickBooks, QuickBooks web connector, or essentially anything Intuit or QuickBooks-related on your desktop.
  2. Close all web browsers.
  3. Open a new web browser (I strongly recommend Google Chrome).
  4. Sign in to the Expensify website direct using this link: https://expensify.com
    • Note: Do NOT sign in via Intuit Workplace, Intuit App Center, or by clicking anything inside of QuickBooks. This is an advanced feature.
  5. Click “Reports” at the top of the Expensify site.
  6. Click the name of the report you want to export.
    • If there are no reports here, click “new report” and create one for testing — add at least one expense to it by clicking “new expense”. Basically, expenses needed to be added to a report before they can be exported to QuickBooks.
  7. Click “export to…” along the top.  If there is no “export to…” button:
    • If someone else submitted this to you, click “approve” first, and choose “final approve”.
    • If you created this report, click “archive” first.
  8. Choose the company you want to export to.
    • If no companies are listed, follow these instructions.
    • When done, go back to step (1) and start over.
  9. Review the export options — this explains exactly where the data will be put inside QuickBooks.
  10. Click “export” at the bottom.
  11. Open the QuickBooks company file on your desktop.
  12. Open the QuickBooks Web Connector by clicking “File -> Update Web Services” inside QuickBooks.
    • If it doesn’t open, reboot computer and try again.
    • If it still doesn’t open, call Intuit (888-222-7276).
  13. Verify the Expensify connection is selected.
  14. Click “Updated Selected”
  15. This will cause QuickBooks to connect to Expensify and download the information into QuickBooks. When it reaches 100%, it should be done!

And that should do it.  It’s not exactly a painless process, but it’s an incredibly powerful one!

You’ve finished implementing Expensify across your entire company when your boss walks in and tells you that you will need to have more control with the users under your company’s Expensify account… You might be thinking to yourself at this point, “How am I going to do that?!?” Don’t worry; we’ve got you covered!

We have this amazing feature called Domain Control to help make everyone on your team happy (including your boss!).  Domain Control enables you to manage user accounts that are part of your company’s divisions. With a domain under your control, you’re able to:

  • require strict enforcement of rules,
  • disable select features
  • delete user accounts

Disclaimer: These abilities are powerful, use them wisely!

Before you get started, make sure that you are on the Corporate Plan.  If you’re not, then just click here and upgrade.  Next, head over to your Settings page, and click the Domain Control tab to the left. This is where you will add your domain.

You will then need to verify ownership of this domain before continuing. You may need to consult your organization’s IT department to complete the verification process… so make sure you get them a cup of coffee before you ask.

You have two very simple methods to verify your domain: Host a File or Add a DNS record.

Once your domain is verified you will now be in control!

With Domain Control, you will have the ability to create and monitor what we call Permission Groups.  Permission Groups are an easy way to group your employees, and let you monitor what they are able to do or not do within Expensify. You can give the Permission Groups you have created any combination of the enforcements/restrictions we have made:

Once you have created all the Permission Groups needed for your company, you can begin to Add Domain Members (read as: this is where you add your employees).

You will use their email address to identify who each of your co-workers are. Once they are added, you will be able to declare what Permission Group they belong to, as well as who is an Administrator.

Don’t worry, you will be able to go back and edit these fields whenever you would like to, provided you are still the admin!

You can learn about this and more by visiting our help section at https://www.expensify.com/help or email Omar@Expensify.com!

lemony

Lemony wants to know who fired this dart.

With all the work our team is doing to make our help pages even better, track down some bright new candidates, expand our product offerings, and bring our newest addition on board (welcome, Matt!), we haven’t been blogging as often as we’d normally like.

There’s been a lot of speculation out there about just what type of person works at Expensify (ho, ho, ho), and we thought we’d start taking the opportunity to introduce ourselves. And who could resist starting with a post dedicated to our lovely office mascot, Lemony?  Just look at her!

Lemony is so excited about expense reports!!

Lemony loves to snuggle and attack her friend LambChop, freaks out when her dad (CEO David Barrett) leaves the room even for a second, and gets more excited about a bowl of water than I have ever gotten for anything in my entire life.  Her passion is such that she is prone to drinking so quickly that… well, it immediately comes back up (aka “water bulimia,” according to her dad, David).  She holds the same passion for food of any kind (want proof? Check out the video below.)

Although she is over two years old and fully grown, Lemony is the eternal perfect puppy.  Lemony’s office days (typically Tuesday and Thursday, when she doesn’t have doggy day care or important out-of-the-office business meetings) are always our favorites. Lemony is responsible for office morale, heading up in-office galloping competitions, and making important business decisions like “You guys should relax for a while,” and “This water is top notch; let’s get more!”

Three cheers for Lemony and all the other office pups out there!

They say imitation is the highest form of flattery. But when it comes from competition… what does that even mean? Take our award-winning job post, whose intro includes this line:

“We’re getting crushed under an ever-growing pile of super awesome work, and I need one bright soul to help us dig our way out. I can guarantee you fun, an amazing opportunity to learn, and the siren’s call of distant riches.”

A competitor — let’s call them “ExpenseFog” — posts the following *three days later*:

“We’re getting hammered by an explosion of users loving our product and we need a hero to come to the rescue. I can guarantee you an amazing opportunity to learn from some of the smartest engineers and business people LA has to offer. Plus an amazing opportunity to make money.”

Seriously dude? Write your own frickin’ job post.

I just read this article about how someone made a Firefox extension to steal sessions from popular websites. Are you kidding me? Security isn’t an easy thing, I’ll admit. And maybe we take security to the extreme. But seriously, it’s amazing how many other sites don’t even do the basics. When choosing any service that involves sensitive information, especially sensitive financial information, I’d suggest always looking for the following:

  • Make sure the address starts with https://. (Sometimes this is replaced with an icon of a little padlock.) This means it’s using the “secure” version of HTTP, which is the protocol that powers the web. Make sure it’s there from they very first page you load, and stays there as you browse the site. Sure, it’s a bit more expensive for the company. But it’s the least we can do.**
  • Look for PCI compliance. Or, if not that (because it’s pretty intense), at least *some* indication they’re using a third-party approved security framework.
  • Look for strong partnerships, such as banks and financial institutions. These guys take security really seriously, so if they’re on board, it’s another vote in the site’s favor.

Real security often isn’t easy. But most important things aren’t.

-david

** Note: I should highlight that this blog doesn’t use HTTPS, but it’s also not asking you for anything. When you sign in to Expensify proper — at https://expensify.com — every connection is secure.