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!
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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:
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.
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:
Fri, Feb 17, 2012 11:30 AM – 12:00 PM PST
Fri, Feb 24, 2012 11:30 AM – 12:00 PM PST
Fri, Mar 2, 2012 11:30 AM – 12:00 PM PST
Fri, Mar 9, 2012 11:30 AM – 12:00 PM PST
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.
- Sign in to Expensify using the https://expensify.comlink (eg, do notsign in via Intuit Workplace). This just keeps things easy.
- If necessary, reset your password by going to https://expensify.com/signin and clicking “forgot your password?”
- 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.
- 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.
- Shut down QuickBooks, QuickBooks web connector, or essentially anything Intuit or QuickBooks-related on your desktop.
- Close all web browsers.
- Open a new web browser (I strongly recommend Google Chrome).
- 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.
- Click “Reports” at the top of the Expensify site.
- 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.
- 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.
- 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.
- Review the export options — this explains exactly where the data will be put inside QuickBooks.
- Click “export” at the bottom.
- Open the QuickBooks company file on your desktop.
- 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).
- Verify the Expensify connection is selected.
- Click “Updated Selected”
- 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!
The best way to upload receipts on the go is to download the Expensify app for your mobile phone and snap a picture of the receipt. Voila – it’s instantly uploaded to your account.
But sometimes you are unable to upload the receipt onto the interwebs. Even hardware gets the blues.
Do you find yourself stuck without 3G coverage? Are you in San Francisco on ATT? Are you traveling and your data plan is prohibitively expensive abroad? Don’t worry – you can still get your receipt safely uploaded into Expensify.
Simply take a picture of the receipt using your phone’s camera and email it to firstname.lastname@example.org. When you regain an internet or 3G connection all of the queued emails will be sent and we’ll upload any receipts to your account in bulk. Magic!
Stay tuned for more Pro Tip Mondays!
With Tax Day looming, many of you have been asking our Help Desk just how certain you can be that the eReceipts Expensify Guarantees are, in fact, IRS-compatible and really guaranteed.
While we really don’t want to put ourselves in the position of legally advising anyone on their taxes – you should talk to a tax lawyer for that – we can say, with pride, that we meet and exceed all of the requirements put forth by the IRS in Publication 463.
Here are the basic rules to keep in mind:
- Your purchase must be under $75
- We can’t create eReceipts for hotel bills – no lodging charges, then.
- The IRS requires non-paper receipts to be Timely, Accurate, and Written – our syncing with your bank and credit card ensure the first two, and by virtue of creating eReceipts in a permanent electronic form, we’ve ensured the last
We worked in close conjunction with the IRS to ensure that our eReceipts would stand up to a tough test – and as one Expensify client recently learned when his contractor expense report with the Department of Defense was audited, these eReceipts stand up to the toughest.