-After connecting Certinia with Expensify, navigate to **Settings > Workspaces > [Workspace Name] > Connections > Certinia > Configure** to set up export, coding, and advanced settings.
+After connecting Certinia with Expensify, navigate to **Settings > Workspaces > [Workspace Name] > Accounting > Certinia > Configure** to set up export, coding, and advanced settings.
+
+---
# Configure Export Settings
+
## Preferred Exporter
Assign a preferred exporter—this member will be responsible for exporting reports and receiving error notifications.
@@ -24,7 +27,10 @@ Both types of reports are exported as either **Payable Invoices (FFA)** or **Exp
## Default Vendor (FFA)
Select a vendor from your Certinia FFA account. This vendor will be assigned to non-reimbursable payable invoices.
+---
+
# Configure Coding Settings
+
## Company
Choose the FinancialForce company for importing and exporting data.
@@ -52,7 +58,10 @@ Projects and assignments can be imported as tags.
## Tax
Import tax rates from Certinia to apply to expenses.
+---
+
# Configure Advanced Settings
+
## Auto Sync
Auto Sync performs daily updates to your coding and automatically exports reports upon final approval.
- **Non-Reimbursable expenses**: Export occurs immediately after final approval.
@@ -67,6 +76,8 @@ When employees submit expenses in multiple currencies, Certinia may display up t
- **Amount field on Expense Line**: Uses the Expensify workspace default report currency.
- **Reimbursable Amount on Expense Line**: Uses the submitter’s resource currency.
+---
+
# FAQ
## What happens if a report fails to export to Certinia?
diff --git a/docs/articles/expensify-classic/connections/certinia/Connect-To-Certinia.md b/docs/articles/expensify-classic/connections/certinia/Connect-To-Certinia.md
index 62b6cca5d504..4f8f95fa9be4 100644
--- a/docs/articles/expensify-classic/connections/certinia/Connect-To-Certinia.md
+++ b/docs/articles/expensify-classic/connections/certinia/Connect-To-Certinia.md
@@ -1,13 +1,16 @@
---
-title: certinia.md
+title: Connect to Certinia
description: Learn how to connect Expensify to Certinia (formerly FinancialForce) for seamless expense management integration.
-keywords: [Certinia, FinancialForce, Expensify integration, expense management, Salesforce]
+order: 1
+keywords: [Certinia, FinancialForce, Expensify Classic, Salesforce]
---
Certinia (formerly FinancialForce) is a cloud-based financial management solution built on the Salesforce platform. Expensify supports integrations with both Certinia PSA/SRP and FFA versions, allowing you to streamline expense reporting and approvals.
-## Prerequisites for Connecting Expensify to Certinia
+---
+
+# Prerequisites for Connecting Expensify to Certinia
Before connecting Expensify to Certinia, complete the following setup steps:
@@ -20,34 +23,34 @@ Before connecting Expensify to Certinia, complete the following setup steps:
- Create contacts for all employees who will submit expense reports.
- Make sure each contact’s email matches their Expensify account email.
-## How to Connect Expensify to Certinia
+---
-1. Navigate to **Settings > Workspaces > Groups > [Workspace Name] > Connections** in Expensify.
+# Connect Expensify to Certinia
+
+1. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting** in Expensify.
2. Click **Create a New Certinia (FinancialForce) Connection**.
3. Log in to your Certinia account.
4. Follow the on-screen prompts to establish the connection.
-## Additional Setup for PSA/SRP Users
+---
+
+# Additional Setup for PSA/SRP Users
If you are using Certinia PSA/SRP, complete the following additional steps before connecting to Expensify:
-### 1. Configure Permission Controls
+## Configure Permission Controls
- Go to **Permission Controls** and create a new permission control.
- Set yourself (the exporter) as the user.
- Select the resource (the report submitter).
- Grant all available permissions.
-### 2. Configure Project Permissions
+## Configure Project Permissions
- Navigate to **Projects > Select a Project > Project Attributes**.
- Enable **Allow Expenses Without Assignment**.
- Click **Edit** and ensure this setting is checked under the Project Attributes section.
-### 3. Set Up Expense Types (SRP Only)
+## Set Up Expense Types (SRP Only)
- Go to **Main Menu > + Symbol > Expense Type GLA Mappings**.
- Click **New** to add and configure expense type mappings.
----
-
-By following these steps, you’ll successfully integrate Expensify with Certinia, enabling seamless expense reporting and approval workflows.
-
diff --git a/docs/articles/expensify-classic/connections/netsuite/Configure-Netsuite.md b/docs/articles/expensify-classic/connections/netsuite/Configure-Netsuite.md
index 0f7cbb735389..aec874fdb9a2 100644
--- a/docs/articles/expensify-classic/connections/netsuite/Configure-Netsuite.md
+++ b/docs/articles/expensify-classic/connections/netsuite/Configure-Netsuite.md
@@ -35,11 +35,11 @@ Auto Sync ensures your data stays up to date without manual intervention:
# Configure Export Settings
-There are numerous options for exporting Expensify reports to NetSuite. To access these settings, go to **Settings > Workspace > Group > Connections** and select the **Configure** button.
+There are numerous options for exporting Expensify reports to NetSuite. To access these settings, go to **Settings > Workspace > Group > Accounting** and select the **Configure** button.
## Subsidiary
-The subsidiary selection will only appear if you use NetSuite OneWorld and have multiple subsidiaries active. If you add a new subsidiary to NetSuite, sync the workspace connection, and the new subsidiary should appear in the dropdown list under **Settings > Workspaces > [Workspace Name] > Connections**.
+The subsidiary selection will only appear if you use NetSuite OneWorld and have multiple subsidiaries active. If you add a new subsidiary to NetSuite, sync the workspace connection, and the new subsidiary should appear in the dropdown list under **Settings > Workspaces > [Workspace Name] > Accounting**.
## Preferred Exporter
@@ -54,9 +54,9 @@ The three options for the date your report will export with are:
## Accounting Method
-This dictates when reimbursable expenses will export, according to your preferred accounting method:
-- Accrual: Out-of-pocket expenses will export immediately when the report is final approved
-- Cash: Out-of-pocket expenses will export when paid via Expensify or marked as Reimbursed
+This dictates when reimbursable expenses will be exported, according to your preferred accounting method:
+- Accrual: Out-of-pocket expenses will be exported immediately when the report is final approved
+- Cash: Out-of-pocket expenses will be exported when paid via Expensify or marked as reimbursed
## Export Settings for Reimbursable Expenses
@@ -83,7 +83,7 @@ This dictates when reimbursable expenses will export, according to your preferre
**Expense Reports:** To use the expense report option for your corporate card expenses, you must set up your default corporate cards in NetSuite.
-To use a default corporate card for non-reimbursable expenses, you must select the correct card on the employee records (for individual accounts) or the subsidiary record (If you use a non-one world account, the default is found in your accounting preferences).
+To use a default corporate card for non-reimbursable expenses, you must select the correct card on the employee records (for individual accounts) or the subsidiary record (If you use a non-One World account, the default is found in your accounting preferences).
Add the corporate card option and corporate card main field to your expense report transaction form in NetSuite by:
1. Heading to **_Customization > Forms > Transaction Forms > Preferred expense report form > Screen Fields_**
@@ -184,7 +184,7 @@ To add a **Custom Segment** to your workspace, you’ll need:
- If no Field ID is shown, use the **unified ID** (labeled just “ID”).
## Set up in Expensify
-1. Go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Configure > Coding** tab.
+1. Go to **Settings > Workspaces > Group > [Workspace Name] > Accounting > Configure > Coding** tab.
2. Choose to import the segment as a **Report Field** or **Tag**.
3. Enter the:
- Segment name
@@ -219,7 +219,7 @@ You’ll need:
- If importing as a **Tag**, check the **Transaction Columns** tab.
## Set up in Expensify
-1. Go to **Settings > Workspaces > [Workspace Name] > Connections > Configure > Coding** tab.
+1. Go to **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Coding** tab.
2. Choose to import as a **Report Field** or **Tag**.
3. Enter the:
- Record name
@@ -239,7 +239,7 @@ For Custom Lists, you’ll need:
## Find the Record name
1. Log into Expensify.
-2. Navigate to **Settings > Workspaces > [Workspace Name] > Connections > Configure > Coding** tab.
+2. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Coding** tab.
3. The record name appears in the dropdown.
If not listed, click **Refresh Custom List Options**.
@@ -249,7 +249,7 @@ For Custom Lists, you’ll need:
3. Select the record holding the list to see its **ID**.
## Set up in Expensify
-1. Go to **Settings > Workspaces > [Workspace Name] > Connections > Configure > Coding** tab.
+1. Go to **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Coding** tab.
2. Choose to import as a **Report Field** or **Tag**.
3. Enter the Transaction Line Field ID.
4. Click **Submit**.
@@ -260,7 +260,7 @@ Values from your Custom Lists should now appear in Expensify.
# Configure Advanced Settings
-The NetSuite integration’s advanced configuration settings are accessed under **Settings > Workspaces > [Workspace Name] > Connections > NetSuite > Configure > Advanced tab**.
+The NetSuite integration’s advanced configuration settings are accessed under **Settings > Workspaces > [Workspace Name] > Accounting > NetSuite > Configure > Advanced tab**.
{:width="100%"}
@@ -390,7 +390,7 @@ You’ll want to set up Tax Groups in Expensify if you're keeping track of taxes
Expensify can import **NetSuite Tax Groups** (not Tax Codes) from NetSuite. Tax Groups can contain one or more Tax Codes. If you have subsidiaries in the UK or Ireland, ensure your Tax Groups have only one Tax Code.
-You can locate these in NetSuite by setting up> Accounting > Tax Groups. Name the Tax Groups something that makes sense to your employees since both the name and the tax rate will appear in Expensify.
+You can locate these in NetSuite by setting up> Accounting > Tax Groups. Name the Tax Groups something that makes sense to your employees, since both the name and the tax rate will appear in Expensify.
To bring NetSuite Tax Groups into Expensify, here's what you need to do:
1. Create your Tax Groups in NetSuite by going to **_Setup > Accounting > Tax Groups_**
@@ -432,14 +432,14 @@ When using multi-currency features with NetSuite, remember these points:
When you mark an invoice as paid in Expensify, the paid status syncs with NetSuite and vice versa.
To access this setting:
-1. Access Configuration Settings: Go to **Settings > Workspace > [Workspace Name] > Connections > Configuration**
-2. Choose Your Accounts Receivable Account: Scroll down to **Export Expenses to** and select the appropriate Accounts Receivable account from the dropdown list. If you don't see any options, try syncing your NetSuite connection by returning to the Connections page and clicking **Sync Now**
+1. Access Configuration Settings: Go to **Settings > Workspace > [Workspace Name] > Accounting > Configuration**
+2. Choose Your Accounts Receivable Account: Scroll down to **Export Expenses to** and select the appropriate Accounts Receivable account from the dropdown list. If you don't see any options, try syncing your NetSuite connection by returning to the Accounting page and clicking **Sync Now**
## Exporting an Invoice to NetSuite
Invoices will be automatically sent to NetSuite when they are in the **Processing** or **Paid** status. This ensures you always have an up-to-date record of unpaid and paid invoices.
-If you have Auto Sync disabled, you'll need to export your invoices, along with your expense reports manually. Follow these three simple steps:
+If you have Auto Sync disabled, you'll need to export your invoices, along with your expense reports, manually. Follow these three simple steps:
1. Filter Invoices: From your Reports page, use filters to find the invoices you want to export.
2. Select Invoices: Pick the invoices ready for export.
3. Export to NetSuite: Click **Export to NetSuite** in the top right-hand corner.
@@ -480,14 +480,14 @@ If you previously had Auto Sync disabled but want to allow that feature to be us
If only part of your customer list is importing from NetSuite to Expensify, ensure your page size is set to 1000 for importing customers and vendors:
1. Navigate to **Setup > Integration > Web Services Preferences > Search Page Size**
2. Adjust this setting to 1000
-3. Sync your connection again under **Settings > Workspaces > Group > Workspace Name > Connections**
+3. Sync your connection again under **Settings > Workspaces > Group > Workspace Name > Accounting**
Additionally, ensure the **Company Name** field is completed for each customer profile; otherwise, they won't import into the Group Workspace.
## Why aren't all my Categories pulling into Expensify from NetSuite?
If you're having trouble importing your Categories, you'll want to start by checking that they are set up in NetSuite as actual Expense Categories, not General Ledger accounts:
-- Log into NetSuite as an administrator and go to **Setup > Accounting > Expense Categories**
+- Log in to NetSuite as an administrator and go to **Setup > Accounting > Expense Categories**
- A list of Expense Categories should be available
- If no Expense Categories are visible, click **New** to create new Expense Categories
diff --git a/docs/articles/expensify-classic/connections/netsuite/Connect-To-NetSuite.md b/docs/articles/expensify-classic/connections/netsuite/Connect-To-NetSuite.md
index 083d9704cc96..68e2b222c107 100644
--- a/docs/articles/expensify-classic/connections/netsuite/Connect-To-NetSuite.md
+++ b/docs/articles/expensify-classic/connections/netsuite/Connect-To-NetSuite.md
@@ -1,13 +1,15 @@
---
-title: NetSuite-Integration.md
+title: Connect to NetSuite
description: Connect NetSuite to Expensify for streamlined expense reporting and accounting integration.
-keywords: [NetSuite, integration, Expensify, expense reporting, accounting, automated reporting]
+keywords: [NetSuite, integration, Expensify Classic, expense reporting, accounting, automated reporting]
order: 1
---
+
+
Expensify integrates directly with NetSuite to automate report exports, customize your coding preferences, and leverage NetSuite's advanced features. Follow the steps below to set up the integration.
-## Before You Connect NetSuite to Expensify
+# Before You Connect NetSuite to Expensify
- **Token-based authentication** ensures each request to NetSuite is signed and verified for authenticity.
- You must have **administrator access** in NetSuite to initiate the connection.
@@ -39,13 +41,13 @@ Expensify integrates directly with NetSuite to automate report exports, customiz
# Step 3: Add Expensify Integration Role to a User
-The user you assign this role to must have the required permissions but does not need to be an administrator.
+The user you assign this role to must have the required permissions, but does not need to be an administrator.
1. Go to **Lists > Employees** in NetSuite and find the employee you wish to add the Expensify Integration role to.
2. Click **Edit > Access**, select the **Expensify Integration** role from the dropdown, and assign it to the user.
3. Click **Save**.
-**Note:** Tokens are tied to both the user and role. You cannot change the role once the token-based connection has been established. Always use the same user/role combination for syncing or exporting.
+**Note:** Tokens are tied to both the user and role. Once the token-based connection has been established, you cannot change the role. Always use the same user/role combination for syncing or exporting.
---
@@ -131,7 +133,7 @@ Ensure **Tax Groups** can be applied to expenses by setting the **Tax Code Lists
# Step 12: Connect Expensify and NetSuite
-1. Log into Expensify as a **Workspace Admin** and go to **Settings > Workspaces > [Workspace Name] > Connections > NetSuite**.
+1. Log into Expensify as a **Workspace Admin** and go to **Settings > Workspaces > [Workspace Name] > Accounting > NetSuite**.
2. Click **Connect to NetSuite**.
3. Enter your **Account ID** (found in NetSuite under **Setup > Integration > Web Services Preferences**).
4. Enter the **token** and **token secret**.
@@ -147,7 +149,7 @@ After connecting, the NetSuite connection will sync, and the configuration dialo
## Can negative expenses be exported to NetSuite?
-Yes, you can export reports with negative totals to NetSuite by selecting **Vendor Bill** as your export option. A Vendor Credit will be created in NetSuite instead of a bill.
+Yes, you can export reports with negative totals to NetSuite by selecting **Vendor Bill** as your export option. Instead of a bill, a vendor credit will be created in NetSuite.
**Important**: Only enable this if you pay employees/vendors outside of Expensify.
@@ -156,10 +158,12 @@ Yes, you can export reports with negative totals to NetSuite by selecting **Vend
## How do you switch the owner of the connection between NetSuite and Expensify?
To transfer the connection ownership:
-1. Navigate to **Settings > Workspaces > Workspace Name > Connections > NetSuite**.
+1. Navigate to **Settings > Workspaces > Workspace Name > Accounting > NetSuite**.
2. Click **Configure** to review the current settings.
3. Select **Do not connect to NetSuite**, then **Connect to NetSuite** again.
4. Enter the new admin's email address and NetSuite account ID.
5. Follow the steps to reconfigure the connection.
---
+
+
diff --git a/docs/articles/expensify-classic/connections/netsuite/Netsuite-Troubleshooting.md b/docs/articles/expensify-classic/connections/netsuite/Netsuite-Troubleshooting.md
index 1dcc9b8faa27..3d65a4d3c1d6 100644
--- a/docs/articles/expensify-classic/connections/netsuite/Netsuite-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/netsuite/Netsuite-Troubleshooting.md
@@ -1,8 +1,9 @@
---
-title: Netsuite-Troubleshooting.md
+title: Netsuite Troubleshooting
description: Troubleshoot common NetSuite sync and export errors in Expensify and learn how to fix each issue.
-keywords: [NetSuite, Expensify, export errors, sync issues, ExpensiError, integrations, accounting, troubleshooting]
+keywords: [NetSuite, Expensify Classic, export errors, sync issues, troubleshooting]
---
+
This guide helps you fix common sync and export issues between Expensify and NetSuite. Each section covers an error code, explains what it means, and walks you through how to resolve it.
@@ -20,7 +21,7 @@ This error occurs when required classification fields are missing in the vendor
2. Click **Edit** next to the vendor bill form used.
3. Go to **Screen Fields > Main**.
4. Uncheck both **Show** and **Mandatory** for Department, Location, and Class.
-5. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Connections** and click **Sync**.
+5. In Expensify, go to **Settings > Workspaces > [Workspace Name] > Accounting** and click **Sync**.
6. Retry the export.
## Journal entries and expense reports
@@ -47,7 +48,7 @@ The currency being used isn’t available in the NetSuite subsidiary.
## Scenario 2
-Non-OneWorld NetSuite instances only support **EUR**, **GBP**, **USD**, and **CAD** by default.
+By default, non-OneWorld NetSuite instances only support **EUR**, **GBP**, **USD**, and **CAD**.
**How to fix:**
1. In NetSuite, go to **Setup > Enable Features**.
@@ -209,14 +210,14 @@ Common elements include:
- **Screen Fields > Main** for Vendor Bills
5. Make sure the listed field is marked as **Show**.
-Additional fixes by element:
+## Additional fixes by element
-## `line.entity`
+**Element:** `line.entity`
1. Edit your **Journal Entry** form.
2. Under **Screen Fields > Main**, ensure the **Name** field is shown.
-## `entityid`
+**Element:** `entityid`
1. Go to **Customization > Forms > Entry Forms** and edit the preferred **Vendor** form.
2. Set **Vendor ID** to:
@@ -227,7 +228,7 @@ Additional fixes by element:
- Disable them, or
- Enable **Allow Override**.
-## `approvalstatus`
+**Element:** `approvalstatus`
1. Edit your form and make sure **Approval Status** is shown.
2. Optional: Disable approval routing under **Setup > Accounting > Accounting Preferences > Approval Routing**.
@@ -235,21 +236,21 @@ Additional fixes by element:
4. Under **Permissions > Transactions**, add **Approve Vendor Payments** with **Full** access.
5. Review **Customization > Workflows** and category-specific settings if issues persist.
-## `expense.foreignamount`
+**Element:** `expense.foreignamount`
1. In NetSuite, open each **Expense Category** and disable **Rate is Required**.
2. Sync and retry.
-## `tranid`
+**Element:** `tranid`
1. In NetSuite, search **Auto-Generated Numbers**.
2. Enable **Allow Override** for Invoices.
-## `memo`
+**Element:** `memo`
-Can appear if the report has a negative reimbursable total. Only positive reimbursable reports can export.
+It can appear if the report has a negative reimbursable total. Only positive reimbursable reports can be exported.
-## `nexus`
+**Element:** `nexus`
1. Go to **Setup > Users/Roles > Manage Roles > Expensify Integration > Edit**.
2. Under **Permissions > Lists**, set **Tax Details Tab** to **Full**.
@@ -260,7 +261,7 @@ Can appear if the report has a negative reimbursable total. Only positive reimbu
## Why am I seeing “You do not have permissions to set a value for element…” errors?
-Usually, this means a required field is hidden or restricted in NetSuite. Edit the preferred form and check that the field is visible.
+This usually means a required field is hidden or restricted in NetSuite. Edit the preferred form and check that the field is visible.
## What if I’ve made all changes and still see the error?
@@ -274,16 +275,17 @@ This may be due to missing **Location**, **Class**, or **Department** info, or m
**How to fix:**
1. Update your **Bill Payment Form** in NetSuite.
-2. Verify **Expensify workspace connection settings** under **Connections > Accounting Integrations > Advanced**.
+2. Verify **Expensify workspace connection settings** under **Accounting > Accounting Integrations > Advanced**.
## "Invite Employees & Set Approval Workflow" is enabled, why are NetSuite approvers not being set as Expensify approvers?
-The Invite Employees & Set Approval Workflow setting will not overwrite manual changes to the approval table so if an employee was added before this setting was enabled, the integration will not automatically update their approver to their NetSuite approver/supervisor.
+The Invite Employees & Set Approval Workflow setting will not overwrite manual changes to the approval table, so if an employee was added before this setting was enabled, the integration will not automatically update their approver to their NetSuite approver/supervisor.
**Fix**:
1. Remove the employee from the workspace from **Settings > Workspaces > Group > [Workspace Name] > Members**.
-2. Sync the connection from **Settings > Workspaces > Group > [Workspace Name] > Connections > Sync Now** to import the employee and their designated NetSuite approver.
+2. Sync the connection from **Settings > Workspaces > Group > [Workspace Name] > Accounting > Sync Now** to import the employee and their designated NetSuite approver.
**Alternative fix:**
-1. Manually update the employee's approver in **Settings > Workspaces > Group > [Workspace Name] > Members**.
+Manually update the employee's approver in **Settings > Workspaces > Group > [Workspace Name] > Members**.
+
diff --git a/docs/articles/expensify-classic/connections/quickbooks-desktop/Configure-Quickbooks-Desktop.md b/docs/articles/expensify-classic/connections/quickbooks-desktop/Configure-Quickbooks-Desktop.md
index ad02afc4747b..e187ea28734e 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-desktop/Configure-Quickbooks-Desktop.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-desktop/Configure-Quickbooks-Desktop.md
@@ -1,10 +1,15 @@
---
title: Configure QuickBooks Desktop
description: Learn how to configure QuickBooks Desktop with Expensify, including export, import, and advanced settings.
+keywords: [Expensify Classic, QuickBooks Desktop, QBD, QuickBooks Desktop coding]
---
+
+
Our QuickBooks Desktop integration automates the import and export process between Expensify and QuickBooks Desktop.
+---
+
# Step 1: Configure Export Settings
The following steps determine how data is exported from Expensify to QuickBooks Desktop.
@@ -12,12 +17,12 @@ The following steps determine how data is exported from Expensify to QuickBooks
1. In Expensify, hover over **Settings** and click **Workspaces**.
2. Select the Workspace you want to connect to QuickBooks Desktop.
-3. Click the **Connections** tab.
+3. Click the **Accounting** tab.
4. Click **Export** under the QuickBooks Desktop connection.
5. Review the following export settings:
- **Preferred Exporter**: The designated user in QuickBooks Desktop who receives error notifications and export prompts.
- **Date**: Choose whether to use the report’s submitted date, exported date, or last expense date.
- - **Unique Reference Numbers**: Enable to generate a unique reference number for each transaction.
+ - **Unique Reference Numbers**: Enable the generation of a unique reference number for each transaction.
- **Reimbursable Expenses**:
- **Vendor Bill (recommended)**: Creates a single itemized vendor bill per Expensify report.
- **Check**: Creates a single itemized check per Expensify report.
@@ -27,6 +32,8 @@ The following steps determine how data is exported from Expensify to QuickBooks
- **Check**: Creates an itemized check for each report.
- **Vendor Bill**: Creates a vendor bill associated with the report submitter.
+---
+
# Step 2: Configure Coding/Import Settings
These settings determine how data is imported from QuickBooks Desktop into Expensify.
@@ -39,6 +46,8 @@ These settings determine how data is imported from QuickBooks Desktop into Expen
- **Customers/Projects**: Optional import as tags for expense coding.
- **Locations**: Optional import as tags for expense coding.
+---
+
# Step 3: Configure Advanced Settings
These settings help manage auto-sync and employee invitation preferences.
@@ -47,21 +56,19 @@ These settings help manage auto-sync and employee invitation preferences.
1. Click **Advanced** under the QuickBooks Desktop connection.
2. **Enable or Disable Auto-Sync**: When enabled, changes are automatically synced between Expensify and QuickBooks Desktop.
-{% include info.html %}
-Auto-Sync queues updates to be added to your QuickBooks Company File the next time both QuickBooks Desktop and QuickBooks Web Connector are open.
-{% include end-info.html %}
+**Note:** Auto-Sync queues updates to be added to your QuickBooks Company File the next time both QuickBooks Desktop and QuickBooks Web Connector are open.
+
+---
# FAQ
## How do I manually sync QuickBooks Desktop if Auto-Sync is disabled?
1. In Expensify, go to **Settings** > **Workspaces**.
2. Click the Workspace connected to QuickBooks Desktop.
-3. Click the **Connections** tab.
+3. Click the **Accounting** tab.
4. Click **Sync Now** under QuickBooks Desktop.
-{% include info.html %}
-We recommend manually syncing at least once a week or after making changes in QuickBooks Desktop that impact report exports.
-{% include end-info.html %}
+**Note:** We recommend manually syncing at least once a week or after making changes in QuickBooks Desktop that impact report exports.
## Can I use Expensify and QuickBooks Desktop at the same time while syncing?
We recommend waiting for the sync to complete before using either platform, as performance may be affected.
@@ -90,6 +97,8 @@ To export expenses to a specific QuickBooks account:
## How does multi-currency work with QuickBooks Desktop?
-- **Vendor Bills and Checks**: The vendor and account currencies must match but do not need to be in the home currency.
+- **Vendor Bills and Checks**: The vendor and account currencies must match, but do not need to be in the home currency.
- **Credit Card**: If a matching vendor is not found, the expense exports to the "Credit Card Misc." vendor. Foreign currency transactions are converted 1:1.
- **Journal Entries**: Multi-currency exports fail unless the account, vendor, and home currency match.
+
+
diff --git a/docs/articles/expensify-classic/connections/quickbooks-desktop/Connect-To-QuickBooks-Desktop.md b/docs/articles/expensify-classic/connections/quickbooks-desktop/Connect-To-QuickBooks-Desktop.md
index 50f767a340a5..e72cac2b6e76 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-desktop/Connect-To-QuickBooks-Desktop.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-desktop/Connect-To-QuickBooks-Desktop.md
@@ -1,22 +1,24 @@
---
-title: QuickBooks Desktop
+title: Connect to QuickBooks Desktop
description: Connect Expensify to QuickBooks Desktop
order: 1
+keywords: [Expensify Classic, QuickBooks Desktop connection]
---
+
+
QuickBooks Desktop is an accounting software developed by Intuit, designed to support small and medium-sized businesses in managing financial and accounting tasks. Integrating Expensify with QuickBooks Desktop streamlines expense management for your organization.
---
-## Step-by-Step: Connecting QuickBooks Desktop to Expensify
+# Connect QuickBooks Desktop to Expensify
-> **Important:**
-> To successfully connect, you must be logged into QuickBooks Desktop as an **Admin**, and the desired company file must be the **only open file**.
+**Important:** To successfully connect, you must be logged into QuickBooks Desktop as an **Admin**, and the desired company file must be the **only open file**.
-### 1. Set Up the Connection in Expensify
+## Step 1: Set Up the Connection in Expensify
1. Log into Expensify and go to **Settings > Workspaces**.
2. Select the **workspace** you want to integrate with QuickBooks Desktop.
-3. Navigate to the **Connections** tab and click **Connect to QuickBooks Desktop**.
+3. Navigate to the **Accounting** tab and click **Connect to QuickBooks Desktop**.
4. Copy the provided link and paste it into the computer where QuickBooks Desktop is installed.
@@ -25,17 +27,16 @@ QuickBooks Desktop is an accounting software developed by Intuit, designed to su
---
-### 2. Install and Configure the Web Connector
+## Step 2: Install and Configure the Web Connector
1. Download and install the **QuickBooks Web Connector** following the on-screen instructions.
2. Open the Web Connector after installation.
3. Download the **configuration file** when prompted and open it in File Explorer. This will load the integration into the Web Connector automatically.
-> **Tip:**
-> Ensure the correct company file is open in QuickBooks Desktop, and it is the **only open file** during setup.
+**Tip:** Ensure the correct company file is open in QuickBooks Desktop and the only open file during setup.
---
-### 3. Authorize Access and Finalize Setup
+## Step 3: Authorize Access and Finalize Setup
1. In QuickBooks Desktop, select **Yes, always allow access, even when QuickBooks is not running**, and click **Continue**.
@@ -51,20 +52,17 @@ QuickBooks Desktop is an accounting software developed by Intuit, designed to su
5. Click **Yes** to save the password. Your new connection will appear in the Web Connector.
-> **Pro Tip:**
-> Store the password securely in a trusted password manager for easy access during troubleshooting or updates.
+**Pro Tip:** Store the password securely in a trusted password manager for easy access during troubleshooting or updates.
---
-# FAQs
+# FAQ
-**What are the requirements for using QuickBooks Desktop with Expensify?**
+## What are the requirements for using QuickBooks Desktop with Expensify?
- **Hardware**: Refer to [Intuit’s recommended specifications](https://quickbooks.intuit.com/learn-support/en-us/help-article/install-products/system-requirements-quickbooks-desktop-2022/L9664spDA_US_en_US).
-- **Software**: Windows 10 or 11 (latest service pack). Older versions of Windows may work but are unsupported. **Mac OS is not supported.**
-
----
+- **Software**: Windows 10 or 11 (latest service pack). Older versions of Windows may work, but are unsupported. **Mac OS is not supported.**
-**Which versions of QuickBooks Desktop are supported?**
+## Which versions of QuickBooks Desktop are supported?
Expensify supports the latest three versions of QuickBooks Desktop (US and Canada), adhering to [Intuit’s discontinuation policy](https://quickbooks.intuit.com/learn-support/en-us/help-article/feature-preferences/quickbooks-desktop-service-discontinuation-policy/L17cXxlie_US_en_US). Supported versions include:
- **Accountant**, **Pro**, **Pro Plus**, **Premier**, **Premier Plus**, and **Enterprise**.
- **Special editions**, such as:
@@ -74,18 +72,12 @@ Expensify supports the latest three versions of QuickBooks Desktop (US and Canad
- Professional Services
- Nonprofit
----
-
-**Can I install multiple QuickBooks Desktop connectors on one machine?**
+## Can I install multiple QuickBooks Desktop connectors on one machine?
Yes. Each connector corresponds to one company file, but multiple connectors can sync multiple company files from the same computer. Ensure you are logged into the correct company file during syncing.
----
-
-**Can negative expenses be exported?**
+## Can negative expenses be exported?
- **Yes**, unless:
- The export type is **Check**, as the report’s total must be positive.
- Non-reimbursable expenses are exported as debit card transactions (QuickBooks exports them as non-reimbursable checks, which cannot have negative amounts).
----
-
-This guide simplifies the integration process while ensuring it’s easily interpretable by both users and AI tools. Let me know if you’d like further adjustments!
+
diff --git a/docs/articles/expensify-classic/connections/quickbooks-desktop/Quickbooks-Desktop-Troubleshooting.md b/docs/articles/expensify-classic/connections/quickbooks-desktop/Quickbooks-Desktop-Troubleshooting.md
index f12005725ca3..ba36832f0857 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-desktop/Quickbooks-Desktop-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-desktop/Quickbooks-Desktop-Troubleshooting.md
@@ -1,6 +1,13 @@
---
title: QuickBooks Desktop Troubleshooting
description: Troubleshoot common QuickBooks Desktop issues, including connection problems, import/export errors, and sync failures.
+keywords: [Expensify Classic, troubleshooting QuickBooks Desktop]
+---
+
+
+
+QuickBooks Desktop integration issues can sometimes disrupt your workflow. This guide walks you through the most common connection, sync, and export problems and how to quickly resolve them to keep your Workspace connection running smoothly.
+
---
# The Web Connector Cannot Be Reached
@@ -25,10 +32,12 @@ Final troubleshooting steps:
1. Restart QuickBooks Desktop.
2. In Expensify, go to **Settings** > **Workspaces**.
3. Select the connected Workspace.
-4. Click the **Connections** tab and select **QuickBooks Desktop**.
+4. Click the **Accounting** tab and select **QuickBooks Desktop**.
5. Click **Sync Now**.
6. If the issue persists, reinstall the Web Connector.
+---
+
# Connection or Authentication Issues
These errors indicate a credentials issue.
@@ -56,18 +65,20 @@ If the issue persists, contact Concierge with:
- Web Connector installation location
- Remote environment provider (if applicable)
+---
+
# Import Issues or Missing Categories/Tags
-If data is not importing, the integration may need updating.
+If the data is not importing, the integration may need updating.
## How to Resolve
-1. Re-sync Expensify and QuickBooks Desktop.
+1. Resync Expensify and QuickBooks Desktop.
2. Check your QuickBooks Desktop configuration:
- The Chart of Accounts imports as categories.
- - Projects, customers, and jobs import as tags.
+ - Projects, customers, and jobs are imported as tags.
-If the issue persists, contact Concierge with missing data details and screenshots.
+---
# Export or "Can't Find Category/Class/Location/Account" Issues
@@ -75,12 +86,14 @@ Errors during export are noted in the **Report Comments** section.
## How to Resolve
-1. Re-sync Expensify and QuickBooks Desktop.
-2. Re-apply coding to expenses and re-export the report.
+1. Resync Expensify and QuickBooks Desktop.
+2. Reapply coding to expenses and re-export the report.
3. Verify that your QuickBooks Desktop version supports the selected export option.
If the issue persists, contact Concierge with the Report ID and a screenshot of the error message.
+---
+
# "Oops!" Error When Syncing or Exporting
This error may be temporary or a false flag.
@@ -92,9 +105,9 @@ This error may be temporary or a false flag.
If the problem persists, download the QuickBooks Desktop log file from the Web Connector and contact Concierge.
-{% include info.html %}
-If you use a remote server (e.g., RightNetworks), you may need to contact their support team for logs.
-{% include end-info.html %}
+**Note:** If you use a remote server (e.g., RightNetworks), you may need to contact their support team for logs.
+
+---
# Reports Not Exporting to QuickBooks Desktop
@@ -111,4 +124,4 @@ This usually occurs when the QuickBooks Web Connector or Company File is not ope
{:width="100%"}
-If the issue persists, contact Concierge with your Expensify Report ID and a screenshot of your QuickBooks Web Connector.
+
diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md b/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md
index c93aee4cf544..0d24bc433d5f 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-online/Configure-Quickbooks-Online.md
@@ -1,144 +1,186 @@
---
title: Configure QuickBooks Online
-description: Configure QuickBooks Online
+description: Learn how to configure and optimize your QuickBooks Online connection in Expensify Classic for seamless expense exports and reporting.
+keywords: [Expensify Classic, QuickBooks Online, configure QuickBooks, QBO integration]
---
-# Best Practices Using QuickBooks Online
+
-A connection to QuickBooks Online lets you combine the power of Expensify's expense management features with QuickBooks’s accounting capabilities. By following the recommended best practices below, your finances will be automatically categorized correctly and accounted for in the right place.
+A QuickBooks Online connection lets you sync Expensify expenses with your accounting system. Follow these steps to configure your connection for smooth exports and accurate financial reporting.
-- Configure your setup immediately after making the connection, and review each settings tab thoroughly.
-- Keep Auto Sync enabled.
- - The daily sync will update Expensify with any changes to your chart of accounts, customers/projects, or bank accounts in QuickBooks Online.
- - Finalized reports will be exported to QuickBooks Online automatically, saving your admin team time with every report.
-- Set your preferred exporter to a user who is both a workspace and domain admin.
-- Configure your coding settings and enforce them by requiring categories and tags on expenses.
+# Best Practices for QuickBooks Online Setup
-# Accessing the QuickBooks Configuration Settings
+- Configure your settings immediately after connecting.
+- Keep **Auto Sync** enabled.
+ - Daily sync updates your chart of accounts, customers/projects, and bank accounts.
+ - Finalized reports are exported automatically to QuickBooks Online.
+- Set your **Preferred Exporter** as a user who is both a Workspace Admin and a Domain Admin.
+- Enforce expense coding by requiring categories and tags.
-QuickBooks Online is connected at the workspace level, and each workspace can have a unique configuration that dictates how the connection functions. To access the configuration:
+---
+
+# Access QuickBooks Online Configuration Settings
+
+QuickBooks Online connects at the Workspace level. Each Workspace can have a unique setup.
-1. Click **Settings** near the bottom of the left-hand menu.
-2. Navigate to Workspaces > Groups > [workspace Name] > Connections.
-3. Scroll down to the QuickBooks Online connection and click the **Configure** button to open the settings menu.
+1. Click **Settings** at the bottom of the left-hand menu.
+2. Go to **Workspaces > Groups > [Workspace Name] > Accounting**.
+3. Scroll to the QuickBooks Online connection and click **Configure**.
+
+---
# Step 1: Configure Export Settings
-The following steps help you determine how data will be exported from Expensify to QuickBooks Online.
-
-1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu.
-2. Under the Export tab, review each of the following export settings:
- - _Preferred Exporter_: Choose a Workspace Admin to set as the Preferred Exporter.
- - Concierge exports reports automatically on behalf of the preferred exporter.
- - Other Workspace Admins will still be able to export to QuickBooks Online manually.
- - If you set different export bank accounts for individual company cards under Settings > Domain > Company Cards, your Preferred Exporter must be a Domain Admin in addition to a Workspace Admin.
- - _Date_: When exporting reports to QuickBooks Online, you can choose the report’s submitted date, the report’s exported date, or the date of the last expense on the report.
- - If you choose a Credit Card or Debit Card for non-reimbursable expenses, we’ll use the transaction date on each expense during export.
- - _Reimbursable expenses_: Reimbursable expenses export to QuickBooks Online as:
- - Vendor Bills (recommended): This is a single itemized vendor bill for each Expensify report.
- - Checks - This is a single itemized check for each Expensify report. You can mark a check to be printed later in QuickBooks Online.
- - Journal Entries - This is a single itemized journal entry for each Expensify report.
- - _Non-reimbursable expenses_: Non-reimbursable expenses export to QuickBooks Online as:
- - Credit Card expenses - Each expense will be exported as a bank transaction with its transaction date.
- - Debit Card Expenses - Each expense will be exported as a bank transaction with its transaction date.
- - Vendor Bills - A single detailed vendor bill is generated for each Expensify report.
- - If the accounting period is closed, the vendor bill will be posted on the first day of the next open period. If you choose to export non-reimbursable expenses as Vendor Bills, you can assign a default vendor to the bill.
- - The export will use your default vendor if you have Default Vendor enabled. If the Default Vendor is disabled, the report’s submitter will be set as the Vendor in QuickBooks.
- - _Billable Expenses_: In Expensify, you can designate expenses as billable. These will be exported to QuickBooks Online with the billable flag.
- - This feature applies only to expenses exported as Vendor Bills or Checks. To maximize this functionality, ensure that any billable expense is associated with a Customer/Job.
- - _Export Invoices_: If you are creating Invoices in Expensify and exporting these to QuickBooks Online, this is the account the invoice will appear against.
-
-## Step 1B: Optional Configuration When Company Cards Are Connected
-1. Click **Settings** near the bottom of the left-hand menu.
-2. Navigate to Domains > [domain name] > Company Cards.
-3. If you have more than one company card connection, select the connection first.
-4. Locate the cardholder you want to configure in the list,
-5. Click the **Edit Exports** button and assign the account the card expenses should export to in QuickBooks Online.
+Set how expenses are exported from Expensify to QuickBooks Online.
+
+1. Click **Configure** under QuickBooks Online.
+2. Under the **Export** tab, review and adjust the following settings:
+
+ - **Preferred Exporter**:
+ - Choose a Workspace Admin to set as the Preferred Exporter.
+ - Concierge exports reports automatically on behalf of the Preferred Exporter.
+ - Other Workspace Admins can still export manually.
+ - If you set different export bank accounts for individual company cards under **Settings > Domain > Company Cards**, your Preferred Exporter must also be a Domain Admin.
+
+ - **Date**:
+ - Choose how to date your exported reports: submitted date, exported date, or last expense date.
+ - If you export non-reimbursable expenses as Credit Card or Debit Card transactions, Expensify uses each expense's transaction date.
+
+ - **Reimbursable Expenses**:
+ - Export to QuickBooks Online as:
+ - **Vendor Bills (recommended)**: A single itemized vendor bill per Expensify report.
+ - **Checks**: A single itemized check per Expensify report (can be marked to print later).
+ - **Journal Entries**: A single itemized journal entry per Expensify report.
+
+ - **Non-Reimbursable Expenses**:
+ - Export to QuickBooks Online as:
+ - **Credit Card Expenses**: Exported individually as bank transactions with transaction dates.
+ - **Debit Card Expenses**: Exported individually as bank transactions with transaction dates.
+ - **Vendor Bills**: A single vendor bill per Expensify report.
+ - If the accounting period is closed, the bill will post on the first day of the next open period.
+ - If you enable **Default Vendor**, the export uses the default vendor. If disabled, the report submitter will be the Vendor in QuickBooks.
+
+ - **Billable Expenses**:
+ - Expenses flagged as billable in Expensify will export with the billable flag.
+ - Applies only to expenses exported as Vendor Bills or Checks.
+ - Ensure each billable expense is associated with a Customer/Job.
+
+ - **Export Invoices**:
+ - Invoices created in Expensify will export and appear against the specified account in QuickBooks Online.
+
+## Step 1B: Configure Company Card Export Settings (Optional)
+
+1. Click **Settings**.
+2. Go to **Domains > [Domain Name] > Company Cards**.
+3. Select the correct card connection.
+4. Find the cardholder and click **Edit Exports**.
+5. Assign the QuickBooks account for card expense exports.
+
+---
# Step 2: Configure Coding Settings
-The following steps help you determine how data will be imported from QuickBooks Online to Expensify.
-
-1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu.
-2. Under the Coding tab, review each of the following settings and configure the options to determine what information will be imported:
- - _Categories_: QuickBooks Online Chart of Accounts are imported into Expensify as categories. This is enabled by default and cannot be disabled.
- - Equity-type accounts will also be imported as categories.
- - Other Current Liabilities can only be exported as Journal Entries if the submitter is set up as an Employee in QuickBooks.
- - _Classes and Customers/Projects_: If you use Classes or Customers/Projects in QuickBooks Online, you can import those into Expensify as Tags or Report Fields:
- - Tags let you apply a Class and/or Customer/Project to each expense.
- - Report Fields enables you to apply a Class and/or Customer/Project to all expenses on a report.
- - Note: Although Projects can be imported into Expensify and coded to expenses, due to the limitations of the QuickBooks API, expenses cannot be created within the Projects module in QuickBooks.
- - _Locations_: When enabled will import into Expensify as a Report Field or, if you export reimbursable expenses as Journal Entries and non-reimbursable expenses as Credit/Debit Card, you can import Locations as Tags.
- - _Items_: If you use Items in QuickBooks Online, you can import Items defined with Purchasing Information (with or without Sales Information) into Expensify as Categories.
- - _Tax_: Once enabled, QuickBooks Online tax rates can be further configured on the Settings > Workspaces > Groups > [Workspace Name] > [Tax](https://expensify.com/policy?param=%7B%22policyID%22:%22B936DE4542E9E78B%22%7D#tax) page.
- - Note: Tax cannot be exported to Journal Entries in QuickBooks Online.
+Decide what information to import from QuickBooks Online.
+
+1. Click **Configure** under QuickBooks Online.
+2. Under the **Coding** tab, review and adjust the following settings:
+
+ - **Categories**:
+ - QuickBooks Online Chart of Accounts is imported into Expensify as Categories.
+ - This import is enabled by default and cannot be disabled.
+ - Equity-type accounts are also imported.
+ - **Note:** Other Current Liabilities can only be exported as Journal Entries if the submitter is set up as an Employee in QuickBooks.
+
+ - **Classes and Customers/Projects**:
+ - If you use Classes or Customers/Projects in QuickBooks Online, import them into Expensify as:
+ - **Tags**: Apply Class and/or Customer/Project to each expense.
+ - **Report Fields**: Apply Class and/or Customer/Project to an entire report.
+ - **Note:** Due to QuickBooks API limitations, expenses cannot be created within the Projects module in QuickBooks.
+
+ - **Locations**:
+ - When enabled, Locations import into Expensify.
+ - Depending on export type, Locations appear as Tags or Report Fields.
+
+ - **Items**:
+ - Import Items defined with Purchasing Information (with or without Sales Information) into Expensify as Categories.
+
+ - **Tax**:
+ - Import QuickBooks Online tax rates and configure them under **Settings > Workspaces > Groups > [Workspace Name] > Taxes**.
+ - **Note:** Tax cannot be exported when using Journal Entries.
+
+---
# Step 3: Configure Advanced Settings
-The following steps help you determine the advanced settings for your connection, like auto-sync.
+Control syncing and auto-creation settings for better automation and reconciliation.
-1. Click the **Configure** button under the QuickBooks Online connection to open the settings menu.
-2. Under the Advanced tab, review each of the following settings and configure the options you wish to use:
- - _Auto Sync_: When enabled, the connection will sync daily to ensure that the data shared between the two systems is up-to-date.
- - New report approvals/reimbursements will be synced during the next auto-sync period.
- - Reimbursable expenses will export after reimbursement occurs or the report is marked as reimbursed outside Expensify when using Direct or Indirect reimbursement.
- - Non-reimbursable expenses will export automatically after the report is final approved.
- - _Newly Imported Categories Should Be_: When a new account is created in the QuickBooks Online chart of accounts, this setting controls whether the new category in Expensify is enabled or disabled by default. Disabled categories are not visible to employees when coding expenses.
- - _Invite Employees_: When enabled, Auto Sync imports QuickBooks Online employee records and invites them to the workspace.
- - _Automatically Create Entities_: If you export reimbursable expenses as Vendor Bills or Journal Entries, Expensify will automatically create a vendor in QuickBooks (If one does not already exist). Expensify will also automatically create a customer when exporting Invoices.
- - _Sync Reimbursed Reports_: Enabling will mark the Vendor Bill as paid in QuickBooks Online if you reimburse a report via ACH direct deposit in Expensify. If you reimburse outside of Expensify, then marking the Vendor Bill as paid in QuickBooks Online will automatically mark the report as reimbursed in Expensify.
- - _QuickBooks Account_: Select the bank account your reimbursements are coming out of, and we'll create the payment in QuickBooks.
- - _Collection Account_: When exporting invoices from Expensify to QuickBooks Online, the invoice will appear against the Collection Account once marked as Paid.
+1. Click **Configure** under QuickBooks Online.
+2. Under the **Advanced** tab, review and configure:
-{% include faq-begin.md %}
+ - **Auto Sync**:
+ - When enabled, the connection syncs daily to keep Chart of Accounts, Customers/Projects, and Vendors up-to-date.
+ - New report approvals and reimbursements sync during the next auto-sync.
+ - Reimbursable expenses are exported after reimbursement occurs or when marked as reimbursed outside Expensify.
+ - Non-reimbursable expenses are exported automatically once reports are finally approved.
-## Why am I seeing duplicate credit card expenses in QuickBooks Online?
+ - **Newly Imported Categories Should Be**:
+ - Choose whether newly created accounts in QuickBooks Online appear enabled or disabled in Expensify.
+ - Disabled categories will not be visible to employees when coding expenses.
-When importing a banking feed directly into QuickBooks Online while also importing transactions from Expensify, it’s possible to encounter duplicate entries in QuickBooks. To prevent this, follow these steps:
+ - **Invite Employees**:
+ - When enabled, Auto Sync imports employee records from QuickBooks Online and invites them to the Workspace.
-- Step 1: Complete the Approval Process in Expensify
-Before exporting any expenses to QuickBooks Online, ensure they are added to a report and the report receives approval. Depending on your Workspace setup, reports may require approval from one or more individuals. The approval process concludes when the last user who views the report selects “Final Approve.”
-- Step 2: Exporting Reports to QuickBooks Online
-To ensure expenses exported from Expensify match seamlessly in the QuickBooks Banking platform, make sure these expenses are marked as non-reimbursable within Expensify and that “Credit Card” is selected as the non-reimbursable export option for your expenses.
-- Step 3: Importing Your Credit Card Transactions into QuickBooks Online
-After completing Steps 1 and 2, you can import your credit card transactions into QuickBooks Online. These imported banking transactions will align with the ones brought in from Expensify. QuickBooks Online will guide you through the process of matching these transactions, similar to the example below:
+ - **Automatically Create Entities**:
+ - If a vendor or customer does not exist in QuickBooks Online during export, Expensify automatically creates one.
+ - Applies to exporting reimbursable expenses as Vendor Bills, Journal Entries, and invoices.
-## What happens if the report can’t be exported to QuickBooks Online automatically?
+ - **Sync Reimbursed Reports**:
+ - When enabled:
+ - Vendor Bills paid via Expensify ACH reimbursements are marked as paid in QuickBooks Online.
+ - Vendor Bills manually marked as paid in QuickBooks will also mark reports as reimbursed in Expensify.
-If a report encounters an issue during automatic export to QuickBooks Online, you’ll receive an email with details about the problem, including any specific error messages. These messages will also be recorded in the report’s history section.
+ - **QuickBooks Account**:
+ - Select the bank account from which reimbursements are issued. Payments will be created in QuickBooks.
-The report will be placed in your Home for your attention. You can address the issues there. If you need further assistance, refer to our QuickBooks Online Export Errors page or export the report manually.
+ - **Collection Account**:
+ - Invoices exported from Expensify will post against this account once marked Paid.
-## What happens to existing approved and reimbursed reports if I enable Auto Sync?
+---
+
+# FAQ
+
+## Why am I seeing duplicate credit card expenses in QuickBooks Online?
+
+When importing directly from a bank feed and Expensify, you may see duplicates. To prevent this:
-- If Auto Sync was disabled when your Workspace was linked to QuickBooks Online, enabling it won’t impact existing reports that haven’t been exported.
-- If a report has been exported and reimbursed via ACH, it will be automatically marked as paid in QuickBooks Online during the next sync.
-- If a report has been exported and marked as paid in QuickBooks Online, it will be automatically marked as reimbursed in Expensify during the next sync.
-- Reports that have yet to be exported to QuickBooks Online won’t be automatically exported.
+- **Step 1**: Final approve reports in Expensify before export.
+- **Step 2**: Export expenses as non-reimbursable Credit Card expenses.
+- **Step 3**: Import your credit card feed into QuickBooks Online and match imported expenses.
-## Does splitting a non-reimbursable expense affect how it exports to QuickBooks Online?
+## What happens if a report can't be exported automatically?
-When exporting non-reimbursable expenses as Credit Card or Debit Card expenses, split expenses will be consolidated it into a single credit card transaction in QuickBooks with multiple line items posted to the corresponding General Ledger accounts.
+You'll receive an email detailing the issue, and the error will be logged in the report's history. Fix the issue and either export manually or follow guidance from the QuickBooks Online Export Errors page.
+
+## What happens to existing approved and reimbursed reports if I enable Auto Sync?
-Pro-Tip: To ensure the payee field in QuickBooks Online reflects the merchant name for Credit Card expenses, ensure there’s a matching Vendor in QuickBooks Online. Expensify checks for an exact match during export. If none are found, the payee will be mapped to a vendor we create and labeled as Credit Card Misc. or Debit Card Misc.
+- Existing reports that haven't been exported won't export automatically.
+- Exported and reimbursed reports will sync payment status between Expensify and QuickBooks Online during the next auto-sync.
-## I’m using multi-currency in QuickBooks Online, how do I control the currency conversion rate?
+## Does splitting a non-reimbursable expense affect export?
-When working with QuickBooks Online Multi-Currency, there are some things to remember when exporting Vendor Bills and Check! Make sure the vendor’s currency and the Accounts Payable (A/P) bank account match.
+Split expenses will consolidate into one transaction with multiple line items in QuickBooks.
-In QuickBooks Online, the currency conversion rates are not applied when exporting. All transactions will be exported with a 1:1 conversion rate, so for example, if a vendor’s currency is CAD (Canadian Dollar) and the home currency is USD (US Dollar), the export will show these currencies without applying conversion rates.
+**Pro Tip:** Ensure vendor names match in QuickBooks Online for accurate payee mapping.
-To correct this, you must manually update the conversion rate after the report has been exported to QuickBooks Online.
+## How does multi-currency impact exports to QuickBooks Online?
-**Specifically for Vendor Bills**:
+QuickBooks Online does not automatically apply conversion rates during export.
-- If multi-currency is enabled and the Vendor’s currency is different from the Workspace currency, OR if QuickBooks Online home currency is foreign from the Workspace currency, then:
-- We create the Vendor Bill in the Vendor’s currency (this is a QuickBooks Online requirement - we don’t have a choice)
-- We set the exchange rate between the home currency and the Vendor’s currency
-- We convert line item amounts to the vendor’s currency
+- Vendor Bills will export in the vendor's currency.
+- Manual adjustment of exchange rates post-export is necessary.
-## How will my Expensify Card transactions export to QuickBooks Online?
+## How do Expensify Card transactions export to QuickBooks Online?
-The Expensify Card transactions will always export as Credit Card charges in QuickBooks Online, even if the non-reimbursable setting is configured differently, such as a Vendor Bill.
+Expensify Card expenses always export as Credit Card charges, even if configured otherwise for non-reimbursable expenses.
-{% include faq-end.md %}
+
diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md b/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md
index ee35c12b7ed0..1069bc46d5f5 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-online/Connect-To-QuickBooks-Online.md
@@ -1,42 +1,40 @@
---
title: Connect to QuickBooks Online
description: Learn how to connect Expensify to QuickBooks Online for seamless expense tracking and reporting.
-keywords: [QuickBooks Online, Expensify integration, expense management, accounting, export reports]
+keywords: [Expensify Classic, QuickBooks Online, Expensify integration, expense management, accounting, export reports]
+order: 1
---
Expensify's integration with QuickBooks Online allows you to import expense accounts, sync financial data, and export reports directly for streamlined reconciliation. This guide walks you through setting up the connection and ensuring a smooth integration.
-## Before You Begin
-
To avoid errors and ensure compatibility, consider the following:
- Certain features in Expensify may not be compatible with your QuickBooks Online setup.
- If a feature is enabled in Expensify but not supported by your QuickBooks Online plan, an export error will occur.
- **Expensify does not support QuickBooks Online Self-Employed.**
-**Note:**
-Make sure your QuickBooks Online subscription supports the necessary features before proceeding.
+**Note:** Make sure your QuickBooks Online subscription supports the necessary features before proceeding.
{:width="100%"}
---
-## Step 1: Set Up Employees in QuickBooks Online
+# Step 1: Set Up Employees in QuickBooks Online
Before connecting, ensure that employees are set up correctly in QuickBooks Online:
- Employees must be listed as **Vendors** or **Employees** within QuickBooks Online.
- Include each submitter’s **email address** in their record.
-### Export Options Based on Record Type:
+## Export Options Based on Record Type:
- **Vendor Records**: Export as **Vendor Bills, Checks, or Journal Entries**.
- **Employee Records**: Export as **Checks or Journal Entries** (if using a liability account).
---
-## Step 2: Connect Expensify to QuickBooks Online
+# Step 2: Connect Expensify to QuickBooks Online
1. Go to **Settings** in the left-hand menu.
-2. Navigate to **Workspaces > Groups > [Workspace Name] > Connections**.
+2. Navigate to **Workspaces > Groups > [Workspace Name] > Accounting**.
3. Click **Connect to QuickBooks Online**.
4. Select **Create a New QuickBooks Online Connection**.
5. Enter your **QuickBooks Online Administrator** login credentials.
@@ -49,11 +47,11 @@ Before connecting, ensure that employees are set up correctly in QuickBooks Onli
---
-## Step 3: Export Historical Reports to QuickBooks Online
+# Step 3: Export Historical Reports to QuickBooks Online
After connecting, you can export past reports from Expensify to QuickBooks Online in bulk.
-### To export multiple reports:
+## To export multiple reports:
1. Open the **Reports** page in a web browser.
2. Reset the filters, then adjust them to display the reports you want to export.
3. Check the box next to each report.
diff --git a/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md b/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md
index 4f0cc880ee6a..5aa5724e8c33 100644
--- a/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/quickbooks-online/Quickbooks-Online-Troubleshooting.md
@@ -1,13 +1,15 @@
---
title: QuickBooks Online Troubleshooting
description: Learn how to troubleshoot common QuickBooks Online (QBO) export errors in Expensify and resolve them effectively.
-keywords: [QuickBooks Online, Expensify, troubleshooting, export errors, QuickBooks integration]
+keywords: [QuickBooks Online, Expensify Classic, troubleshooting, export errors, QuickBooks integration]
---
If you're encountering errors when exporting expenses from Expensify to QuickBooks Online, this guide will help you understand the cause and provide step-by-step solutions.
+---
+
# ExpensiError QBO022: Billable Expenses Not Enabled
**Why does this happen?**
@@ -22,7 +24,7 @@ This error occurs when the account category applied to an expense in Expensify i
6. If enabled, go to **Chart of Accounts** and click **Edit** on the relevant account.
7. Mark the account as billable and select an **income account**.
8. Sync your QuickBooks Online connection:
- **Settings > Workspaces > [Workspace Name] > Connections**.
+ **Settings > Workspaces > [Workspace Name] > Accounting**.
9. Reattempt exporting: Open the report, click **Export**, and select **QuickBooks Online**.
---
@@ -58,21 +60,21 @@ This occurs when a submitter has an **Employee Record** in QuickBooks Online, pr
1. Log in to **QuickBooks Online**.
2. Manually create Vendor Records with emails matching the ones in Expensify.
3. Disable **Automatically Create Entities**:
- **Settings > Workspaces > [Workspace Name] > Connections > Configure > Advanced**.
+ **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Advanced**.
---
# ExpensiError QBO097: Accounts Payable Requires Vendor Selection
**Why does this happen?**
-This error occurs when exporting **reimbursable expenses** as **Journal Entries** to an **Accounts Payable (A/P) account**, while Employee Records are in use.
+This error occurs when exporting reimbursable expenses as Journal Entries to an Accounts Payable (A/P) account while Employee Records are in use.
## How to Fix It
You have three options:
- Change the **export type** for reimbursable expenses:
- **Settings > Workspaces > [Workspace Name] > Connections > Configure > Export**.
+ **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Export**.
- Enable **Automatically Create Entities**:
- **Settings > Workspaces > Workspace Name > Connections > Configure > Advanced**.
+ **Settings > Workspaces > [Workspace Name] > Accounting > Configure > Advanced**.
- Manually create vendor records in QuickBooks Online.
---
@@ -101,7 +103,7 @@ This error occurs when the QuickBooks Online credentials used to establish the c
_Alternate error message: "QuickBooks Reconnect Error: OAuth Token Rejected."_
## How to Fix It
-1. Go to **Settings > Workspaces > [Workspace Name] > Connections**.
+1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
2. Click **Sync Now**.
3. In the pop-up window, click **Reconnect** and enter your QuickBooks Online credentials.
4. If using new credentials, reconfigure your settings and reselect your categories/tags.
@@ -138,7 +140,7 @@ The currency on the **Vendor Record** in QuickBooks Online does not match the cu
5. Reattempt exporting.
_If the issue persists, confirm the A/P account currency:_
-1. Navigate to **Settings > Workspaces > [Workspace Name] > Connections**.
+1. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting**.
2. Under **Exports**, verify that both A/P accounts have the correct currency.
---
@@ -156,7 +158,7 @@ _If the issue persists, confirm the A/P account currency:_
3. **Exporter Must Be a Domain Admin:**
- Verify that the person exporting the report is a **Domain Admin**.
- - If reports export automatically via Concierge, the **Preferred Exporter** in **Settings > Workspaces > Workspace Name > Connections > Configure** must be a **Domain Admin**.
+ - If reports export automatically via Concierge, the **Preferred Exporter** in **Settings > Workspaces > [Workspace Name] > Accounting > Configure** must be a **Domain Admin**.
4. **Workspace Selection:**
- If multiple workspaces are connected to QuickBooks Online, ensure the correct one is selected.
@@ -164,9 +166,12 @@ _If the issue persists, confirm the A/P account currency:_
---
-# Can I Export Negative Expenses to QuickBooks Online?
+# FAQ
+
+## Can I Export Negative Expenses to QuickBooks Online?
Yes, you can export negative expenses regardless of the export method.
+
**Exception:** If **Check** is selected as the export method, the total report amount cannot be negative.
diff --git a/docs/articles/expensify-classic/connections/sage-intacct/Configure-Sage-Intacct.md b/docs/articles/expensify-classic/connections/sage-intacct/Configure-Sage-Intacct.md
index 2f4457d83d59..4f8e6f3ba619 100644
--- a/docs/articles/expensify-classic/connections/sage-intacct/Configure-Sage-Intacct.md
+++ b/docs/articles/expensify-classic/connections/sage-intacct/Configure-Sage-Intacct.md
@@ -1,29 +1,33 @@
---
title: Configure Sage Intacct
description: Learn how to configure Sage Intacct's export, coding, and advanced settings in Expensify for seamless integration.
-keywords: [Sage Intacct, export settings, coding settings, advanced settings, Expensify integration]
+keywords: [Sage Intacct, export settings, coding settings, advanced settings, Expensify Classic]
---
By properly configuring your Sage Intacct settings in Expensify, you can automate many tasks, streamlining your expense management workflow.
-# How to Configure Export Settings
+---
+
+# Configure Export Settings
Expensify offers several options for exporting reports to Sage Intacct. Follow these steps to customize the export settings based on your business needs.
To access these settings:
-1. Navigate to **Settings > Workspaces > Group > Connections**.
+1. Navigate to **Settings > Workspaces > Group > Accounting**.
2. Select **Configure** under the Sage Intacct integration.
{:width="100%"}
-## Export Options
+---
+
+# Export Options
-### Preferred Exporter
+## Preferred Exporter
-Any **Workspace Admin** can export reports to Sage Intacct, but only the **Preferred Exporter** will receive notifications regarding export status.
+Any Workspace Admin can export reports to Sage Intacct, but only the Preferred Exporter will receive notifications regarding the export status.
-### Export Date Options
+## Export Date Options
Choose from the following export date options:
- **Date of last expense:** Uses the date of the most recent expense in the report.
@@ -32,13 +36,13 @@ Choose from the following export date options:
**Note:** All export options (except for credit cards) use the selected date format. Credit card transactions always use the transaction date.
-### Reimbursable Expenses
+## Reimbursable Expenses
Reimbursable expenses can be exported as either:
- **Expense Reports**, or
- **Vendor Bills** (depending on your initial setup).
-### Non-Reimbursable Expenses
+## Non-Reimbursable Expenses
Non-reimbursable expenses will be exported separately from reimbursable expenses and can be categorized as either:
- **Vendor Bills**, or
@@ -46,7 +50,7 @@ Non-reimbursable expenses will be exported separately from reimbursable expenses
Expensify does **not** support exporting non-reimbursable expenses as **Journal Entries**.
-#### Configuring Company Card Export Settings
+## Configuring Company Card Export Settings
If your company centrally manages cards through **Domain Settings**, you can configure exports per cardholder:
1. Go to **Settings > Domains > [Domain Name] > Company Cards**.
2. Select the company card connection (if multiple exist).
@@ -55,13 +59,13 @@ If your company centrally manages cards through **Domain Settings**, you can con
**Note:** If you have **Multi-Currency** enabled, credit card transactions must be exported to a specific entity rather than the top level.
-### Exporting Negative Expenses
+## Exporting Negative Expenses
Negative expenses can be exported to Sage Intacct, but if using **Expense Reports**, the total report amount cannot be negative.
---
-# How to Configure Coding Settings
+# Configure Coding Settings
The way your expense data appears in Sage Intacct depends on your coding settings in Expensify.
@@ -87,7 +91,7 @@ If an expense is marked **Billable**, the correct category (item) must be select
## Dimensions: Departments, Classes, and Locations
-Expensify supports three dimension settings:
+Expensify supports three-dimensional settings:
1. **Employee Default** – Applies when using **Expense Reports**.
2. **Tags** – Enables selection at the report/expense level.
3. **Report Fields** – Assigns at the report level (useful for varying locations per report).
@@ -119,8 +123,8 @@ To find it in Sage Intacct:
{:width="100%"}
-To enable in Expensify:
-1. Go to **Settings > Workspaces > Group > [Workspace Name] > Connections**.
+To set this up:
+1. Go to **Settings > Workspaces > Group > [Workspace Name] > Accounting**.
2. Click **Configure** under Sage Intacct.
3. On the **Coding** tab, enable **User Defined Dimensions**.
4. Enter the **Integration Name** and choose whether to import it as a **Tag** or **Report Field**.
@@ -128,7 +132,7 @@ To enable in Expensify:
---
-# How to Configure Advanced Settings
+# Configure Advanced Settings
## Multi-Entity Sync
@@ -157,7 +161,7 @@ When enabled, Expensify will set each employee’s **Sage Intacct Manager** as t
Approval options:
- **Basic Approval**: All users submit to one approver.
- **Manager Approval**: Employees submit to their Sage Intacct manager, who may forward to a final approver.
-- **Configure Manually**: Employees are imported, but approval workflow is set up manually.
+- **Configure Manually**: Employees are imported, but the approval workflow is set up manually.
## Sync Reimbursed Reports
diff --git a/docs/articles/expensify-classic/connections/sage-intacct/Connect-To-Sage-Intacct.md b/docs/articles/expensify-classic/connections/sage-intacct/Connect-To-Sage-Intacct.md
index a01464cd0740..44c36bcf1a04 100644
--- a/docs/articles/expensify-classic/connections/sage-intacct/Connect-To-Sage-Intacct.md
+++ b/docs/articles/expensify-classic/connections/sage-intacct/Connect-To-Sage-Intacct.md
@@ -2,31 +2,33 @@
title: Sage Intacct
description: Connect your Expensify workspace with Sage Intacct
order: 1
+keywords: [Expensify Classic, Sage Intacct]
---
-# Overview
-Expensify’s seamless integration with Sage Intacct allows you to connect using either Role-based permissions or User-based permissions.
+
-Once connected to Intacct you’re able to automate report exports, customize your coding preferences, and utilize Sage Intacct’s advanced features. When you’ve configured these settings in Expensify correctly, you can use the integration's settings to automate many tasks, streamlining your workflow for increased efficiency.
+Expensify’s integration with Sage Intacct allows you to connect using either Role-based permissions or User-based permissions.
-{% include info.html %}
-The Sage Intacct integration is only available on the Control plan.
-{% include end-info.html %}
+Once connected to Intacct, you can automate report exports, customize your coding preferences, and utilize Sage Intacct’s advanced features. When you’ve configured these settings in Expensify correctly, you can use the integration's settings to automate many tasks, streamlining your workflow for increased efficiency.
-# How to connect to Sage Intacct
+**Note:** The Sage Intacct integration is only available on the Control plan.
+
+---
+
+# Connect to Sage Intacct
We support setting up Sage Intacct with both User-based permissions and Role-based permissions for Expense Reports and Vendor Bills.
- User-based Permissions - Expense Reports
- User-based Permissions - Vendor Bills
- Role-based Permissions - Expense Reports
- Role-based Permissions - Vendor Bills
+---
-## User-based Permissions - Expense Reports
+# User-based Permissions - Expense Reports
Please follow these steps if exporting as Expense Reports with **user-based permissions**.
-
-### Checklist of items to complete:
+## Checklist of items to complete:
1. Create a web services user and set up permissions.
2. Enable the Time & Expenses module **(Required if exporting as Expense Reports)**.
3. Set up Employees in Sage Intacct **(Required if exporting as Expense Reports)**.
@@ -40,8 +42,7 @@ Please follow these steps if exporting as Expense Reports with **user-based perm
11. Export a test report.
12. Connect Sage Intacct to the production workspace.
-
-### Step 1: Create a web services user with user-based permissions
+## Step 1: Create a web services user with user-based permissions
_Note: If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that's the case, see the steps below on creating a web services user for role-based permissions._
To connect to Sage Intacct, you'll need to create a special web services user. This user is essential for tracking actions in Sage Intacct, such as exporting expense reports and credit card charges from Expensify. It also helps ensure smooth operations when new members join or leave your accounting team. The good news is that setting up this web services user won't cost you anything. Just follow these steps:
@@ -71,7 +72,7 @@ These are the permissions required for a user to export reimbursable expenses as
**Note:** You can set permissions for each Application/Module by selecting the radio button next to the desired Permission and clicking **Save**.
-### Step 2: Enable the Time & Expenses Module (Only required if exporting reimbursable expenses as Expense Reports)
+## Step 2: Enable the Time & Expenses Module (Only required if exporting reimbursable expenses as Expense Reports)
The Time & Expenses (T&E) module is often included in your Sage Intacct instance, but if it wasn't part of your initial Sage Intacct setup, you may need to enable it. **Enabling the T&E module is a paid subscription through Sage Intacct. For information on the costs of enabling this module, please contact your Sage Intacct account manager**. It's necessary for our integration and only takes a few minutes to configure.
1. In Sage Intacct, go to the **Company menu > Subscriptions > Time & Expenses** and toggle the switch to subscribe.
2. After enabling T&E, configure it as follows:
@@ -96,7 +97,7 @@ The Time & Expenses (T&E) module is often included in your Sage Intacct instance
6. Click **Save** to confirm your configurations.
-### Step 3: Set up Employees in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
+## Step 3: Set up Employees in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
To set up Employees in Sage Intacct, follow these steps:
1. Navigate to **Time & Expenses** and click the plus button next to **Employees**.
- If you don't see the Time & Expense option in the top ribbon, you may need to adjust your settings. Go to **Company > Roles > Time & Expenses** and enable all permissions.
@@ -110,7 +111,7 @@ To set up Employees in Sage Intacct, follow these steps:
- Fill in their **Primary Email Address** along with any other required information.
-### Step 4: Set up Expense Types in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
+## Step 4: Set up Expense Types in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
Expense Types provide a user-friendly way to display the names of your expense accounts to your employees. They are essential for our integration. To set up Expense Types, follow these steps:
1. **Setup Your Chart of Accounts:** Before configuring Expense Types, ensure your Chart of Accounts is set up. You can set up accounts in bulk by going to **Company > Open Setup > Company Setup Checklist > click Import**.
@@ -123,28 +124,25 @@ Expense Types provide a user-friendly way to display the names of your expense a
- **Account Number** (from your General Ledger)
This step is necessary if you are exporting reimbursable expenses as Expense Reports.
-
-### Step 5: Enable Customization Services
+## Step 5: Enable Customization Services
To enable Customization Services go to **Company > Subscriptions > Customization Services**.
- If you already have Platform Services enabled, you can skip this step.
-
-### Step 6: Create a Test Workspace in Expensify and Download the [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
+## Step 6: Create a Test Workspace in Expensify and Download the [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
Creating a test workspace in Expensify allows you to have a sandbox environment for testing before implementing the integration live. If you are already using Expensify, creating a test workspace ensures that your existing group workspace rules and approval workflows remain intact. Here's how to set it up:
-1. Go to **expensify.com > Settings > Workspaces > New Workspace**.
+1. Go to **Settings > Workspaces > New Workspace**.
{:width="100%"}
2. Name the workspace something like "Sage Intacct Test Workspace."
-3. Go to **Connections > Sage Intacct > Connect to Sage Intacct**.
+3. Go to **Accounting > Sage Intacct > Connect to Sage Intacct**.
{:width="100%"}
4. Select **Download Package** (You only need to download the file; we'll upload it from your Downloads folder later).
-### Step 7: Upload Package in Sage Intacct
-
+## Step 7: Upload Package in Sage Intacct
If you use **Customization Services**:
1. Go to **Customization Services > Custom Packages > New Package**.
@@ -158,16 +156,16 @@ If you use **Platform Services**:
3. Click **Import**.
-### Step 8: Add Web Services Authorization
+## Step 8: Add Web Services Authorization
1. Go to **Company > Company Info > Security** in Intacct and click **Edit**.
-2. Scroll down to **Web Services Authorizations** and add "expensify" (all lower case) as a Sender ID.
+2. Scroll down to **Web Services Authorizations** and add "expensify" (all lowercase) as a Sender ID.
{:width="100%"}
-### Step 9: Enter Credentials and Connect Expensify and Sage Intacct
+## Step 9: Enter Credentials and Connect Expensify and Sage Intacct
-1. Go back to **Settings > Workspaces > Group > [Workspace Name] > Connections > Configure**.
+1. Go back to **Settings > Workspaces > [Workspace Name] > Accounting > Configure**.
2. Click **Connect to Sage Intacct** and enter the credentials you've set for your web services user.
3. Click **Send** once you're done.
@@ -175,8 +173,9 @@ If you use **Platform Services**:
Next, you’ll configure the Export, Coding, and Advanced tabs of the connection configuration in Expensify.
+---
-## User-based Permissions - Vendor Bills
+# User-based Permissions - Vendor Bills
In this setup guide, we'll take you through the steps to establish your connection for Vendor Bills with user-based permissions. Please follow this checklist of items to complete:
1. Create a web services user and set up permissions.
2. Enable Customization Services (only required if you don't already use Platform Services).
@@ -187,7 +186,7 @@ In this setup guide, we'll take you through the steps to establish your connecti
7. Configure integration sync options.
-### Step 1: Create a web services user with user-based permissions
+## Step 1: Create a web services user with user-based permissions
**Note:** If the steps in this section look different in your Sage Intacct instance, you likely use role-based permissions. If that's the case, see the steps below on creating a web services user for role-based permissions.
To connect to Sage Intacct, it's necessary to set up a web services user. This user simplifies tracking activity within Sage Intacct, such as exporting expense reports and credit card charges from Expensify. It also ensures a seamless transition when someone joins or leaves your accounting department. Setting up the web services user is free of charge. Please follow these steps:
1. Go to **Company > Web Services Users > New**.
@@ -213,54 +212,51 @@ These are the permissions the user needs to have if exporting reimbursable expen
- **Accounts Payable (All)**
- **Projects (Read-only)** (required if you're going to be using Projects and Customers)
-**Note:** that selecting the radio button next to the Permission you want and clicking **Save** will set the permission for that particular Application/Module.
+**Note:** Selecting the radio button next to the Permission you want and clicking **Save** will set the permissions for that particular Application/Module.
-
-### Step 2: Enable Customization Services (only applicable if you don't already use Platform Services)
+## Step 2: Enable Customization Services (only applicable if you don't already use Platform Services)
To enable Customization Services go to **Company > Subscriptions > Customization Services**.
- If you already have Platform Services enabled, you can skip this step.
-### Step 3: Create a Test Workspace in Expensify and Download [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
+## Step 3: Create a Test Workspace in Expensify and Download [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
Creating a test workspace in Expensify allows you to establish a sandbox environment for testing before implementing the integration in a live environment. If you're already using Expensify, creating a test workspace ensures that your existing company workspace rules and approval workflows remain intact. Here's how to set it up:
1. Go to **expensify.com > Settings > Workspaces > Groups > New Workspace**.
2. Name the workspace something like "Sage Intacct Test Workspace."
-3. Go to **Connections > Sage Intacct > Connect to Sage Intacct**.
+3. Go to **Accounting > Sage Intacct > Connect to Sage Intacct**.
4. Select "I've completed these" if you've downloaded the [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage) and completed the previous steps in Sage Intacct.
5. Select **Download Package** (You only need to download the file; we'll upload it from your Downloads folder later).
-### Step 4: Upload the Package in Sage Intacct
-If you use **Customization Services**:
+## Step 4: Upload the Package in Sage Intacct
+If you use **Customization Services**:
1. Go to **Customization Services > Custom Packages > New Package**.
2. Click on **Choose File** and select the Package file from your downloads folder.
3. Click **Import**.
-
If you use **Platform Services**:
-
1. Go to **Platform Services > Custom Packages > New Package**.
2. Click on **Choose File** and select the Package file from your downloads folder.
3. Click **Import**.
-### Step 5: Add Web Services Authorization
+## Step 5: Add Web Services Authorization
1. Go to **Company > Company Info > Security** in Intacct and click **Edit**.
2. Scroll down to **Web Services Authorizations** and add "expensify" (all lowercase) as a Sender ID.
-### Step 6: Enter Credentials and Connect Expensify with Sage Intacct
-1. Go back to **Settings > Workspaces > Groups > [Workspace Name] > Connections > Configure**.
+## Step 6: Enter Credentials and Connect Expensify with Sage Intacct
+1. Go back to **Settings > Workspaces > Groups > [Workspace Name] > Accounting > Configure**.
2. Click on **Connect to Sage Intacct**.
3. Enter the credentials that you've previously set for your web services user.
4. Click **Send** once you've finished entering the credentials.
Next, you’ll configure the Export, Coding, and Advanced tabs of the connection configuration in Expensify.
+---
+# Role-based Permissions - Expense Reports
-## Role-based Permissions - Expense Reports
-
-For this setup guide, we're going to walk you through how to get your connection up and running as Expense Reports with role-based permissions.
+For this setup guide, we'll walk you through how to get your connection up and running as Expense Reports with role-based permissions.
-### Checklist of items to complete:
+## Checklist of items to complete:
1. Create web services user and set up permissions
2. Enable Time & Expenses module
@@ -274,7 +270,7 @@ For this setup guide, we're going to walk you through how to get your connection
10. Configure integration sync options
-### Step 1: Create a web services user with role-based permissions
+## Step 1: Create a web services user with role-based permissions
In Sage Intacct, click **Company**, then click on the **+** button next to **Roles**.
@@ -308,7 +304,7 @@ To assign the role, go to **Roles Information**:
- Click the **+** button, then find the "Expensify" role and click **Save**.
-### Step 2: Enable the Time & Expenses module (Only required if exporting reimbursable expenses as Expense Reports)
+## Step 2: Enable the Time & Expenses module (Only required if exporting reimbursable expenses as Expense Reports)
The T&E module often comes standard on your Sage Intacct instance, but you may need to enable it if it was not a part of your initial Sage Intacct implementation. Enabling the T&E module is a paid subscription through Sage Intacct. Please reach out to your Sage Intacct account manager with any questions on the costs of enabling this module. It's required for our integration and takes just a few minutes to configure.
@@ -329,36 +325,36 @@ Once you've enabled T&E, you'll need to configure it properly:
- Under Expense Report approval settings, make sure the "Enable expense report approval" is unchecked.
- Click **Save**!
-### Step 3: Set up Employees in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
+## Step 3: Set up Employees in Sage Intacct (Only required if exporting reimbursable expenses as Expense Reports)
In order to set up Employees, go to **Time & Expenses** > click the plus button next to **Employees**. If you don't see Time & Expense in the top ribbon, you may need to adjust your settings by going to **Company > Roles > Time & Expenses > Enable all permissions**. To create an employee, you'll need to insert the following information:
- Employee ID
- Primary contact name
- Email address (click the dropdown arrow in the Primary contact name field) > select the employee if they've already been created. Otherwise click **+ Add** > fill in their Primary Email Address along with any other information you require.
-### Step 4: Set up Expense Types in Sage Intacct (only required if exporting reimbursable expenses as Expense Reports)
+## Step 4: Set up Expense Types in Sage Intacct (only required if exporting reimbursable expenses as Expense Reports)
-Expense Types are a user-friendly way of displaying the names of your expense accounts to your employees. They are required for our integration. In order to set up Expense Types, you'll first need to setup your Chart of Accounts (these can be set up in bulk by going to **Company > Open Setup > Company Setup Checklist > click Import**).
+Expense Types are a user-friendly way of displaying the names of your expense accounts to your employees. They are required for our integration. To set up Expense Types, you'll first need to set up your Chart of Accounts (you can set these up in bulk by going to **Company > Open Setup > Company Setup Checklist > click Import**).
-Once you've setup your Chart of Accounts, to set Expense Types, go to **Time & Expense** > **Open Setup** > click the plus button next to **Expense Types**. For each Expense Type, you'll need to include the following information:
+Once you've set up your Chart of Accounts, to set Expense Types, go to **Time & Expense** > **Open Setup** > click the plus button next to **Expense Types**. For each Expense Type, you'll need to include the following information:
- Expense Type
- Description
- Account Number (from your GL)
-### Step 5: Enable Customization Services
+## Step 5: Enable Customization Services
-To enable, go **Company > Subscriptions > Customization Services** (if you already have Platform Services enabled, you will skip this step).
+Go to **Company > Subscriptions > Customization Services** (you will skip this step if you already have Platform Services enabled).
-### Step 6: Create a test workspace in Expensify and download [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
+## Step 6: Create a test workspace in Expensify and download [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
-The test workspace will be used as a sandbox environment where we can test before going live with the integration. If you're already using Expensify, creating a test workspace will ensure that your existing group workspace rules, approval workflow, etc remain intact. In order to set this up:
+The test workspace will be used as a sandbox environment where we can test before going live with the integration. If you're already using Expensify, creating a test workspace will ensure that your existing group workspace rules, approval workflow, etc, remain intact. In order to set this up:
- Go to **expensify.com > Settings > Workspaces > New Workspace**
- Name the workspace something like "Sage Intacct Test Workspace"
-- Go to **Connections > Sage Intacct > Connect to Sage Intacct**
+- Go to **Accounting > Sage Intacct > Connect to Sage Intacct**
- Select **Download Package** (All you need to do is download the file. We'll upload it from your Downloads folder later).
-### Step 7: Upload Package in Sage Intacct
+## Step 7: Upload Package in Sage Intacct
If you use Customization Services:
@@ -368,21 +364,23 @@ If you use Platform Services:
- **Platform Services > Custom Packages > New Package > Choose File >** select the Package file from your downloads folder > Import
-### Step 8: Add web services authorization
+## Step 8: Add web services authorization
- Go to **Company > Company Info > Security** in Intacct and click Edit. Next, scroll down to Web Services authorizations and add "expensify" (this must be all lower case) as a Sender ID.
-### Step 9: Enter credentials and connect Expensify and Sage Intacct
+## Step 9: Enter credentials and connect Expensify and Sage Intacct
-- Now, go back to **Settings > Workspaces > Group > [Workspace Name] > Connections > Configure > Connect to Sage Intacct** and enter the credentials that you've set for your web services user. Click Send once you're done.
+- Now, go back to **Settings > Workspaces > Group > [Workspace Name] > Accounting > Configure > Connect to Sage Intacct** and enter the credentials that you've set for your web services user. Click Send once you're done.
Next, follow the links in the related articles section below to complete the configuration for the Export, Coding, and Advanced tabs of the connection settings.
-## Role-based Permissions - Vendor Bills
+---
+
+# Role-based Permissions - Vendor Bills
Follow the steps below to set up Sage Intacct with role-based permissions and export Vendor Bills:
-### Checklist of items to complete:
+## Checklist of items to complete:
1. Create a web services user and configure permissions.
2. Enable Customization Services (if not using Platform Services).
@@ -393,7 +391,7 @@ Follow the steps below to set up Sage Intacct with role-based permissions and ex
7. Configure integration sync options.
-### Step 1: Create a web services user with role-based permissions
+## Step 1: Create a web services user with role-based permissions
In Sage Intacct:
- Navigate to "Company" and click the **+** button next to "Roles."
@@ -423,21 +421,21 @@ These are the permissions required for a user to export reimbursable expenses as
- Status: "Active"
- To assign the role, go to "Roles Information", click the **+** button, find the "Expensify" role, and click **Save**
-### Step 2: Enable Customization Services
+## Step 2: Enable Customization Services
Only required if you don't already use Platform Services:
- To enable, go to **Company > Subscriptions > Customization Services**
-### Step 3: Create a test workspace in Expensify and download the [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
+## Step 3: Create a test workspace in Expensify and download the [Expensify Package](https://www.expensify.com/tools/integrations/downloadPackage)
Create a test workspace in Expensify:
- Go to **Settings > Workspaces** and click **New Workspace** on the Expensify website.
- Name the workspace something like "Sage Intacct Test Workspace."
-- Once created, navigate to **Settings > Workspaces > [Group Workspace Name] > Connections > Accounting Integrations > Connect to Sage Intacct**
+- Once created, navigate to **Settings > Workspaces > [Group Workspace Name] > Accounting > Accounting Integrations > Connect to Sage Intacct**
- Select **Create a new Sage Intacct connection/Connect to Sage Intacct**
- Select **Download Package** (We'll upload it from your Downloads folder later.)
-### Step 4: Upload Package in Sage Intacct
+## Step 4: Upload Package in Sage Intacct
If you use **Customization Services**:
- Go to **Customization Services > Custom Packages > New Package > Choose File > select the Package file from your downloads folder > Import**.
@@ -445,17 +443,19 @@ If you use **Customization Services**:
If you use **Platform Services**:
- Go to **Platform Services > Custom Packages > New Package > Choose File > select the Package file from your downloads folder > Import**.
-### Step 5: Add web services authorization
+## Step 5: Add web services authorization
- Go to **Company > Company Info > Security** in Intacct and click **Edit**
- Scroll down to **Web Services Authorizations** and add **expensify** (all lowercase) as a Sender ID.
-### Step 6: Enter credentials and connect Expensify and Sage Intacct
+## Step 6: Enter credentials and connect Expensify and Sage Intacct
-Now, go back to **Settings > Workspaces > [Group Workspace Name] > Connections > Accounting Integrations > Configure > Connect to Sage Intacct** and enter the credentials you set for your web services user. Click **Send** when finished.
+Now, go back to **Settings > Workspaces > [Workspace Name] > Accounting > Accounting Integrations > Configure > Connect to Sage Intacct** and enter the credentials you set for your web services user. When finished, click **Send**.
-### Step 7: Configure your connection
+## Step 7: Configure your connection
Once the initial sync completes, you may receive the error "No Expense Types Found" if you're not using the Time and Expenses module. Close the error dialogue, and your configuration options will appear. Switch the reimbursable export option to **Vendor Bills** and click **Save** before completing your configuration.
Next, refer to the [Configure Sage Intacct](https://help.expensify.com/articles/expensify-classic/connections/sage-intacct/Configure-Sage-Intacct) article to finish setting up the Export, Coding, and Advanced tabs of the connection configuration.
+
+
diff --git a/docs/articles/expensify-classic/connections/sage-intacct/Sage-Intacct-Troubleshooting.md b/docs/articles/expensify-classic/connections/sage-intacct/Sage-Intacct-Troubleshooting.md
index d55a10a19a3d..73cbfa99f92a 100644
--- a/docs/articles/expensify-classic/connections/sage-intacct/Sage-Intacct-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/sage-intacct/Sage-Intacct-Troubleshooting.md
@@ -1,7 +1,7 @@
---
title: Sage-Intacct-Troubleshooting.md
description: Learn how to troubleshoot common synchronization and export errors between Expensify and Sage Intacct.
-keywords: [Sage Intacct, troubleshooting, sync errors, export errors, Expensify integration]
+keywords: [Sage Intacct, troubleshooting, sync errors, export errors, Expensify Classic]
---
@@ -12,15 +12,15 @@ Synchronizing and exporting data between Expensify and Sage Intacct streamlines
# Common Sage Intacct Sync & Export Errors
-## Authentication Error
+# Authentication Error
**Error Message:**
*Sage Intacct experienced the following error trying to synchronize your workspace: Authentication error.*
-### Why This Happens
+## Why This Happens
This error occurs when Expensify cannot authenticate the Sage Intacct connection due to incorrect credentials.
-### How to Fix It
+## How to Fix It
1. **Verify Credentials**
- Ensure you are using the correct credentials for your `xmlgateway_expensify` web services user.
@@ -36,15 +36,15 @@ This error occurs when Expensify cannot authenticate the Sage Intacct connection
---
-## Company Card Expenses Exporting to the Wrong Account
+# Company Card Expenses Exporting to the Wrong Account
**Behavior:**
Company card transactions are exporting to the wrong account.
-### Why This Happens
+## Why This Happens
This can be caused by incorrect account mapping, export settings, or user permissions.
-### How to Fix It
+## How to Fix It
1. **Check How the Expense Was Imported**
- **Company Card Import:** Only expenses with the locked card icon follow export mapping settings configured in **Domain Control**.
@@ -57,27 +57,27 @@ This can be caused by incorrect account mapping, export settings, or user permis
- If SmartScanned receipts should have merged with company card transactions, verify and manually merge them if necessary.
4. **Verify Export Options**
- - Go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Configure**.
+ - Go to **Settings > Workspaces > [Workspace Name] > Accounting > Configure**.
- Select **"Credit Card"** as the non-reimbursable export option if mapping to specific credit card accounts.
5. **Ensure the Exporter Has Domain Admin Permissions**
- Check the **Report Comments** section to see who exported the report.
- - Ensure the **Preferred Exporter** in **Settings > Workspaces > Group > [Workspace Name] > Connections > Configure** is a **Domain Admin**.
+ - Ensure the **Preferred Exporter** in **Settings > Workspaces > [Workspace Name] > Accounting > Configure** is a **Domain Admin**.
6. **Check Workspace Mapping**
- If multiple workspaces connect to the same accounting system, ensure expenses export under the correct workspace.
---
-## Credit Card Configuration is Missing
+# Credit Card Configuration is Missing
**Error Message:**
*Sage Intacct: Credit Card Configuration is Missing / You haven't yet set up credit cards in Sage Intacct.*
-### Why This Happens
+## Why This Happens
Sage Intacct requires a configured credit card account to process non-reimbursable expenses.
-### How to Fix It
+## How to Fix It
1. **Set Up a Credit Card Account in Sage Intacct**
- Go to **Cash Management > Setup > + Charge Card Accounts**.
@@ -86,46 +86,43 @@ Sage Intacct requires a configured credit card account to process non-reimbursab
- **Payment Method:** Select **Credit**.
- **Credit-card offset account:** Account credited when expenses post.
- **Expiration:** Required but not crucial for roll-up card accounts.
- - **Vendor ID:** Typically the bank or card provider.
+ - **Vendor ID:** Typically, the bank or card provider.
2. **Link the Account in Expensify**
- - Go to **Expensify > Settings > Workspaces > Group > [Workspace Name] > Connections > Configure > Export**.
+ - Go to **Expensify > Settings > Workspaces > [Workspace Name] > Accounting > Configure > Export**.
- Select the newly created credit card account.
- Click **Save**.
---
-## Expensify Not Displaying Customers/Projects
+# Expensify Not Displaying Customers/Projects
-**Behavior:**
-Customers or projects from Sage Intacct are not appearing in Expensify.
+**Behavior:** Customers or projects from Sage Intacct are not appearing in Expensify.
-### Why This Happens
+## Why This Happens
The Sage Intacct web services user lacks the required permissions.
-### How to Fix It
+## How to Fix It
1. **Verify Permissions**
- In **Sage Intacct**, go to **Company > Users > Subscriptions**.
- Ensure the web services user has **Read-Only** permissions for the **Accounts Receivable (AR)** module.
2. **Sync the Connection**
- - In **Expensify**, go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Sync Now**.
+ - In **Expensify**, go to **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
---
-# ExpensiError Codes
-
-## ExpensiError INT009: Employee Manager Does Not Have a User Associated
+# ExpensiError INT009: Employee Manager Does Not Have a User Associated
-### Why This Happens
+## Why This Happens
This error occurs when an employee's manager in Sage Intacct lacks a user account.
-### How to Fix It
+## How to Fix It
- **If Not Using Approvals**
1. Disable **Expense Report Approval** in **Sage Intacct > Time & Expenses > Configure Time & Expenses**.
- 2. Sync Expensify: **Settings > Workspaces > [Workspace Name] > Connections > Sync Now**.
+ 2. Sync Expensify: **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
- **If Using Approvals**
1. Set the **First Approver** in **Sage Intacct > Time & Expenses > Configure Time & Expenses**.
@@ -133,12 +130,12 @@ This error occurs when an employee's manager in Sage Intacct lacks a user accoun
---
-## ExpensiError INT012: "Reason for Expense" Note is Invalid
+# ExpensiError INT012: "Reason for Expense" Note is Invalid
-### Why This Happens
+## Why This Happens
Sage Intacct requires a "Reason for Expense" note, preventing export.
-### How to Fix It
+## How to Fix It
1. **Disable Requirement in Sage Intacct**
- Go to **Time & Expenses > Configure Time & Expenses**.
@@ -146,30 +143,30 @@ Sage Intacct requires a "Reason for Expense" note, preventing export.
---
-## ExpensiError INT028: Use of an Empty Location is Invalid
+# ExpensiError INT028: Use of an Empty Location is Invalid
-### Why This Happens
+## Why This Happens
Sage Intacct requires a **Location** for employees, which is missing.
-### How to Fix It
+## How to Fix It
1. **Specify a Location in Sage Intacct**
- Locate the employee profile and add a Location.
2. **Sync Expensify**
- - Go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Sync Now**.
+ - Go to **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
3. **Re-export the Report**
- Retry the export after syncing.
---
-## ExpensiError INT043: Not Authorized to Execute This Function
+# ExpensiError INT043: Not Authorized to Execute This Function
-### Why This Happens
+## Why This Happens
The `xml_gateway` user lacks the necessary permissions in Sage Intacct.
-### How to Fix It
+## How to Fix It
1. **Enable Required Permissions**
- **User-Based Permissions:** Go to **Company > Users > Subscriptions**.
@@ -184,19 +181,19 @@ The `xml_gateway` user lacks the necessary permissions in Sage Intacct.
- **Accounts Payable:** All
2. **Sync Connection in Expensify**
- - Go to **Settings > Workspaces > [Workspace Name] > Connections > Sync Now**.
+ - Go to **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
3. **Retry Export**
- Attempt to export again.
---
-## ExpensiError INT054: No Sage Intacct Employee Found
+# ExpensiError INT054: No Sage Intacct Employee Found
-### Why This Happens
+## Why This Happens
Expensify cannot find a matching employee record in Sage Intacct.
-### How to Fix It
+## How to Fix It
1. **Ensure the Employee Exists in Sage Intacct**
- Go to **Time & Expenses > + Employee**.
@@ -206,6 +203,6 @@ Expensify cannot find a matching employee record in Sage Intacct.
- Delete duplicates if they exist.
3. **Sync Expensify**
- - Go to **Settings > Workspaces > Group > [Workspace Name] > Connections > Sync Now**.
+ - Go to **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
diff --git a/docs/articles/expensify-classic/connections/xero/Configure-Xero.md b/docs/articles/expensify-classic/connections/xero/Configure-Xero.md
index 907223c72ca9..c3959a1051d1 100644
--- a/docs/articles/expensify-classic/connections/xero/Configure-Xero.md
+++ b/docs/articles/expensify-classic/connections/xero/Configure-Xero.md
@@ -1,11 +1,16 @@
---
title: Configure Xero
description: Learn how to configure Xero in Expensify, including best practices, export settings, coding configurations, and advanced options.
+keywords: [Expensify Classic, Xero]
---
-## Best Practices Using Xero
+
-A connection to Xero lets you combine Expensify's expense management features with Xero's accounting capabilities. Follow these best practices to ensure your finances are correctly categorized and accounted for:
+A connection to Xero lets you combine Expensify's expense management features with Xero's accounting capabilities.
+
+# Best Practices Using Xero
+
+Follow these best practices to ensure your finances are correctly categorized and accounted for:
- Configure your setup immediately after connecting and review each settings tab thoroughly.
- Keep **Auto Sync** enabled to:
@@ -14,17 +19,19 @@ A connection to Xero lets you combine Expensify's expense management features wi
- Set the **Preferred Exporter** to a user who is both a Workspace and Domain Admin.
- Configure **coding settings** and enforce them by requiring categories and tags on expenses.
-## Accessing the Xero Configuration Settings
+---
+
+# Accessing the Xero Configuration Settings
Xero is connected at the workspace level, and each workspace has a unique configuration. To access the settings:
1. Click **Settings** near the bottom of the left-hand menu.
-2. Navigate to **Workspaces > Groups > [Workspace Name] > Connections**.
+2. Navigate to **Workspaces > Groups > [Workspace Name] > Accounting**.
3. Scroll to the Xero connection and click **Configure**.
---
-## Step 1: Configure Export Settings
+# Step 1: Configure Export Settings
Define how data will be exported from Expensify to Xero:
@@ -40,7 +47,7 @@ Define how data will be exported from Expensify to Xero:
- **Export non-reimbursable expenses as**: Posted as **bank transactions** to a Xero bank account.
- **Xero Bank Account**: Select the bank account for posting non-reimbursable expenses.
-### Step 1B: Configure Company Card Exports (If Applicable)
+## Step 1B: Configure Company Card Exports (If Applicable)
1. Click **Settings**.
2. Navigate to **Domains > [Domain Name] > Company Cards**.
@@ -50,7 +57,7 @@ Define how data will be exported from Expensify to Xero:
---
-## Step 2: Configure Coding Settings
+# Step 2: Configure Coding Settings
Define how data is imported from Xero to Expensify:
@@ -66,13 +73,13 @@ Define how data is imported from Xero to Expensify:
---
-## Step 3: Configure Advanced Settings
+# Step 3: Configure Advanced Settings
1. Click **Configure** under the Xero connection.
2. Under the **Advanced** tab, configure:
- **Auto Sync**: Ensures daily synchronization.
- - Reimbursable expenses export after reimbursement.
- - Non-reimbursable expenses export after final approval.
+ - Reimbursable expenses are exported after reimbursement.
+ - Non-reimbursable expenses are exported after final approval.
- **Newly Imported Categories Should Be**: Controls default visibility of new Xero accounts in Expensify.
- **Set Purchase Bill Status** (optional):
- **Awaiting Payment** (default)
@@ -84,7 +91,7 @@ Define how data is imported from Xero to Expensify:
---
-{% include faq-begin.md %}
+# FAQ
## Can I connect multiple Xero organizations to Expensify?
@@ -103,5 +110,4 @@ Yes, but each workspace can connect to only one Xero organization at a time. If
3. Select your **Company Card**.
4. Locate the relevant expense.
-{% include faq-end.md %}
-
+
diff --git a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md
index e217328d6e01..b2377ea00749 100644
--- a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md
+++ b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md
@@ -2,8 +2,11 @@
title: Connect to Xero
description: Learn how to integrate Expensify with Xero for seamless expense management
order: 1
+keywords: [Expensify Classic, Xero, connect to Xero]
---
+
+
## Prerequisites
To connect Xero with Expensify, you must:
@@ -11,12 +14,14 @@ To connect Xero with Expensify, you must:
- Use a **Collect** or **Control** Workspace.
- Enable **[Two-Factor Authentication](https://help.expensify.com/articles/new-expensify/settings/Enable-Two-Factor-Authentication)** in Expensify: Xero requires this additional layer of security to be enabled when a Workspace is connected.
-## Step 1: Connect Expensify to Xero
+---
+
+# Step 1: Connect Expensify to Xero
Follow these steps to set up the Xero integration:
1. Click **Settings** in the bottom left menu.
-2. Navigate to **Workspaces** > **Groups** > *[Workspace Name]* > **Connections**.
+2. Navigate to **Workspaces > [Workspace Name] > Accounting**.
3. Click **Connect to Xero**.
4. Click **Create a New Xero Connection**.
5. Enter your Xero login credentials.
@@ -26,12 +31,12 @@ Follow these steps to set up the Xero integration:
9. Configure your **export, import, and advanced settings** as needed.
10. Click **Save** to finalize the connection.
-{% include faq-begin.md %}
+---
-## FAQ
+# FAQ
-### Can I connect a Cashbook or Ledger Xero account to Expensify?
+## Can I connect a Cashbook or Ledger Xero account to Expensify?
Starting in September 2021, **Cashbook and Ledger** Xero accounts may experience limitations. Apps like Expensify cannot create invoices or bills for these account types using the Xero API. If you are using a **Cashbook or Ledger** Xero account, please note that this may affect your Expensify integration.
-{% include faq-end.md %}
+
diff --git a/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md b/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md
index 6d34d87d4f73..805b2ba81116 100644
--- a/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/xero/Xero-Troubleshooting.md
@@ -1,23 +1,24 @@
---
title: Xero Troubleshooting
description: Troubleshooting common Xero integration errors in Expensify, including sync and export issues.
+keywords: [Expensify Classic, Xero troubleshooting]
---
-# Overview of Xero Troubleshooting
-
+
+
Synchronizing and exporting data between Expensify and Xero can streamline your financial processes, but occasionally, errors may occur due to discrepancies in settings, missing data, or configuration issues.
This guide provides step-by-step solutions to common Xero-related errors to ensure a seamless connection and accurate expense reporting.
---
-## ExpensiError XRO014: Billable Expenses Require a Customer
+# ExpensiError XRO014: Billable Expenses Require a Customer
-### Why does this happen?
+## Why does this happen?
Xero requires all billable expenses exported from Expensify to have a customer assigned. This error occurs when one or more expenses are marked "billable" but lack an associated customer.
-### How to fix it
-1. Navigate to **Settings > Workspaces > [workspace] > Connections > Configure > Coding tab**.
+## How to fix it
+1. Navigate to **Settings > Workspaces > [workspace] > Accounting > Configure > Coding tab**.
2. Enable **Billable Expenses** by toggling the setting.
3. Click **Save** to sync the connection.
4. Open the report and apply a **Customer** tag to each billable expense.
@@ -26,12 +27,12 @@ Xero requires all billable expenses exported from Expensify to have a customer a
---
-## ExpensiError XRO027: Category No Longer Exists in Xero
+# ExpensiError XRO027: Category No Longer Exists in Xero
-### Why does this happen?
+## Why does this happen?
Xero does not accept expenses categorized under accounts that no longer exist in the Chart of Accounts.
-### How to fix it
+## How to fix it
1. Log into Xero and navigate to **Settings > Chart of Accounts**.
2. Ensure all expense categories in Expensify are active in Xero.
3. If a category is missing, add it back in Xero and sync Expensify.
@@ -41,12 +42,12 @@ Xero does not accept expenses categorized under accounts that no longer exist in
---
-## ExpensiError XRO031: Payment Already Allocated to Reimbursable Expenses
+# ExpensiError XRO031: Payment Already Allocated to Reimbursable Expenses
-### Why does this happen?
+## Why does this happen?
Xero does not allow modifications to paid expenses. If a reimbursable expense is re-exported, Xero rejects it as a modification.
-### How to fix it
+## How to fix it
1. In Xero, go to **Business > Bills to Pay > Paid tab**.
2. Locate and open the report with the error.
3. Click on the blue **Payment** link.
@@ -56,26 +57,26 @@ Xero does not allow modifications to paid expenses. If a reimbursable expense is
---
-## ExpensiError XRO087: No or Incorrect Bank Account
+# ExpensiError XRO087: No or Incorrect Bank Account
-### Why does this happen?
-Xero requires bank transactions from Expensify to post to an active bank account. This error occurs when the destination account is missing or incorrect.
+## Why does this happen?
+Xero requires bank transactions from Expensify to be posted to an active bank account. This error occurs when the destination account is missing or incorrect.
-### How to fix it
-1. In Expensify, go to **Settings > Workspaces > [workspace] > Connections > Configure**.
+## How to fix it
+1. In Expensify, go to **Settings > Workspaces > [workspace] > Accounting > Configure**.
2. Select a **Xero Bank Account** for non-reimbursable expenses.
3. Click **Save** to sync the connection.
4. Open the report and retry the export.
---
-## ExpensiError XRO052: Expenses Not Categorized with a Xero Account
+# ExpensiError XRO052: Expenses Not Categorized with a Xero Account
-### Why does this happen?
+## Why does this happen?
Xero requires all expenses to be categorized under valid accounts in the Chart of Accounts.
-### How to fix it
-1. Sync Expensify with Xero (**Settings > Workspaces > [workspace] > Connections > Sync Now**).
+## How to fix it
+1. Sync Expensify with Xero under **Settings > Workspaces > [Workspace Name] > Accounting > Sync Now**.
2. Review expenses for red category violations and recategorize them.
3. Click **Export to > Xero**.
4. If errors persist:
@@ -85,58 +86,61 @@ Xero requires all expenses to be categorized under valid accounts in the Chart o
---
-## ExpensiError XRO068: Currency Not Subscribed in Xero
+# ExpensiError XRO068: Currency Not Subscribed in Xero
-### Why does this happen?
+## Why does this happen?
Xero requires all currencies used in Expensify to be added before exporting expenses in that currency.
-### How to fix it
+## How to fix it
1. In Xero, go to **Settings > General Settings > Features > Currencies**.
2. Click **Add Currency** and select the required currency.
-3. Sync Expensify with Xero (**Settings > Workspaces > Connections**).
+3. Sync Expensify with Xero (**Settings > Workspaces > Accounting**).
4. Open the report and click **Export to > Xero**.
- *Note: Adding currencies requires the Established Xero plan. [Upgrade if necessary](https://www.xero.com/us/pricing-plans/).*
---
-## ExpensiError XRO076: Report Previously Exported and Voided
+# ExpensiError XRO076: Report Previously Exported and Voided
-### Why does this happen?
+## Why does this happen?
Xero does not allow modifications to voided purchase bills.
-### How to fix it
+## How to fix it
1. In Expensify, locate the report on the **Reports** page.
2. Select the report and click **Copy**.
3. Submit the copied report for approval and export it to Xero.
---
-## ExpensiError XRO099: Xero Invoice Approval Limit Reached
+# ExpensiError XRO099: Xero Invoice Approval Limit Reached
-### Why does this happen?
+## Why does this happen?
The Early plan in Xero allows only 5 bills per month. This error occurs when the limit is reached.
-### How to fix it
+## How to fix it
Upgrade your Xero account to a **Growing or Established plan**. [See Xero pricing](https://www.xero.com/us/pricing-plans/).
---
-## Why Are Company Card Expenses Exported to the Wrong Account?
+# Why Are Company Card Expenses Exported to the Wrong Account?
1. Confirm that **company cards** are mapped correctly:
- **Settings > Domains > Company Cards > Edit Export**.
2. Verify that expenses have the **Card+Lock icon** (indicating they were imported from a company card).
3. Ensure the exporter is a **Domain Admin**:
- - Check the **Preferred Exporter** setting under **Settings > Workspaces > Connections > Configure**.
+ - Check the **Preferred Exporter** setting under **Settings > Workspaces > Accounting > Configure**.
4. Verify company card mapping under the correct workspace.
---
-## Why Do Non-Reimbursable Expenses Show 'Credit Card Misc' Instead of the Merchant?
+# Why Do Non-Reimbursable Expenses Show 'Credit Card Misc' Instead of the Merchant?
If a merchant in Expensify **matches** a contact in Xero, expenses will reflect the vendor name. Otherwise, they default to \"Expensify Credit Card Misc\" to prevent duplicates.
-### How to fix it
+## How to fix it
Use **Expense Rules** in Expensify to standardize merchant names. Learn more [here](https://help.expensify.com/articles/expensify-classic/expenses/Create-Expense-Rules).
---
+
+
+
diff --git a/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md b/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md
index c23e3da3ba46..5b551800a217 100644
--- a/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md
+++ b/docs/articles/expensify-classic/copilots-and-delegates/Delegate-when-out-of-office.md
@@ -1,19 +1,19 @@
---
-title: Delegate when out of office
+title: Delegate When Out of Office
description: Assign a vacation delegate to act on your behalf or on behalf of another employee
keywords: [Expensify Classic, delegate approvals, out-of-office approver]
---
-When you're out of the office or on vacation, you can assign a Vacation Delegate to manage your reports while you're away. Domain Admins can also assign delegates for other members of their domain.
+When you're out of the office or on vacation, you can assign a **Vacation Delegate** to manage your reports while you're away. Domain Admins can also assign delegates for other members of their domain.
-A Vacation Delegate approves expense reports on behalf of another workspace member when needed. Once they are assigned, any reports sent to the member for approval will immediately start going to their delegate. Then when the member is ready to take over their reports again, they’ll be able to disable the delegate.
+A **Vacation Delegate** approves expense reports on behalf of another workspace member when needed. Once they are assigned, any reports sent to the member for approval will immediately start going to their delegate. When the member is ready to take over their reports again, they’ll be able to disable the delegate.
Expensify maintains a detailed audit trail, tracking when a delegate approves reports and their specific actions.
---
-# Assign a delegate for yourself
+# Assign a Delegate for Yourself
1. Head to **Settings > Account > Profile**.
2. Scroll to the Vacation Delegate section.
@@ -22,13 +22,13 @@ Expensify maintains a detailed audit trail, tracking when a delegate approves re
Any reports that usually come to you will now go to your delegate instead. You can see every action your Vacation Delegate takes on your behalf for each report under the report history and comments.
-## Remove a delegate
+## Remove a Delegate
When you’re ready to take over your reports again, remove the delegate by clicking the Return from Vacation banner at the top of your account.
---
-# Assign a delegate for an employee
+# Assign a Delegate for an Employee
**Note:** You must be a Domain Admin to complete this process.
@@ -44,11 +44,11 @@ When you’re ready to take over your reports again, remove the delegate by clic
# FAQ
-## Why can’t my Vacation Delegate reimburse reports that they approve?**
+## Why can’t my Vacation Delegate reimburse reports that they approve?
If your Vacation Delegate also needs to reimburse reports on your behalf while you’re away, they’ll also need access to the reimbursement account. If they do not have access to the reimbursement account used on your workspace, they won’t have the option to reimburse reports, even as your Vacation Delegate.
-## What if my Vacation Delegate is also on vacation?**
+## What if my Vacation Delegate is also on vacation?
Your delegate can also pick their own Vacation Delegate. This way, expense reports continue to get approved even if multiple members are away at the same time.
diff --git a/docs/articles/expensify-classic/domains/Claim-And-Verify-A-Domain.md b/docs/articles/expensify-classic/domains/Claim-And-Verify-A-Domain.md
index 0eafb2e7d1e5..bc0c3765264b 100644
--- a/docs/articles/expensify-classic/domains/Claim-And-Verify-A-Domain.md
+++ b/docs/articles/expensify-classic/domains/Claim-And-Verify-A-Domain.md
@@ -1,8 +1,11 @@
---
title: Claim and Verify a Domain
description: Learn how to claim and verify a private domain in Expensify to manage employee permissions and enable advanced features.
+keywords: [Expensify Classic, claim a domain, domain permissions, verify domain]
---
+
+
If you have a private domain (e.g., `yourcompany.com`), you can claim and verify it in Expensify to manage employee permissions and enable additional security features.
## Claiming a domain allows you to:
@@ -18,6 +21,7 @@ If you have a private domain (e.g., `yourcompany.com`), you can claim and verify
**Note:** Only private domains can be claimed and verified. Public domains (e.g., gmail.com) cannot be used.
---
+
# Step 1: Claim Your Domain
1. Hover over **Settings**, then click **Domains**.
2. Click **New Domain**.
@@ -25,6 +29,7 @@ If you have a private domain (e.g., `yourcompany.com`), you can claim and verify
4. Click **Submit**.
---
+
# Step 2: Verify Domain Ownership
To verify a domain, you must have a **Control** workspace and access to your domain provider account (e.g., GoDaddy, Wix, Google Domains).
@@ -51,7 +56,10 @@ For provider-specific instructions, refer to your domain provider’s documentat
Once verified, an email will be sent to all domain members informing them that their accounts are now managed under the domain rules.
---
+
# Add Another Domain
To add an additional domain:
1. Add your domain email address (`@yourcompany.com`) as a **primary or secondary email** in Expensify -- [How to add an email](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Change-or-add-email-address)
2. Follow the steps above to claim and verify the new domain.
+
+
diff --git a/docs/articles/expensify-classic/domains/Domain-Groups.md b/docs/articles/expensify-classic/domains/Domain-Groups.md
index 97f67427ece3..4a43654b5059 100644
--- a/docs/articles/expensify-classic/domains/Domain-Groups.md
+++ b/docs/articles/expensify-classic/domains/Domain-Groups.md
@@ -1,11 +1,15 @@
---
title: Domain Groups
description: How to set different rules for different members of your domain
+keywords: [Expensify Classic, domain groups, domain restrictions, additional permissions, rules]
---
+
+
To set different domain rules for different members, you can place them into groups. This allows organizations to customize permissions based on roles, such as employees and managers, ensuring they have the appropriate access and settings.
---
+
# Configuring Domain Groups
1. Hover over **Settings**, then click **Domains**.
@@ -16,7 +20,7 @@ To set different domain rules for different members, you can place them into gro
- **Permission Group Name**: Enter a name for the group.
- **Default Group**: Choose if new domain members will be automatically added to this group.
- **Strictly enforce expense workspace rules**: Decide if all expense rules must be met before group members can submit a report.
- - **Restrict primary login selection**: Choose whether members can access their Expensify account using a personal email.
+ - **Restrict primary contact method selection**: Choose whether members can access their Expensify account using a personal email.
- **Restrict expense workspace creation/removal**: Set whether members can create or remove workspaces.
- **Preferred workspace**: Select a default workspace for group members' expenses and reports.
- **Set preferred workspace to**: If enabled, specify which workspace will be set as preferred.
@@ -24,12 +28,13 @@ To set different domain rules for different members, you can place them into gro
6. Click **Save**.
---
+
# When to Use Different Domain Group Permissions
## Strictly enforce expense workspace rules
This setting ensures all workspace-level rules are followed before an expense report is submitted. This prevents expense reports from being submitted with missing receipts, incorrect categories, or violations.
-## Restrict primary login selection
+## Restrict primary contact method selection
Enable this setting to ensure employees use their company email instead of a personal email account when submitting expense reports. This helps to maintain security and compliance within your organization.
## Restrict expense workspace creation/removal
@@ -40,3 +45,4 @@ If you have multiple workspaces across several teams, use this setting to assign
## Expensify Card Preferred Workspace
Enable this if your team uses the Expensify Cards for business expenses. This will ensure that all transactions are posted directly to the correct workspace without additional setup.
+
diff --git a/docs/articles/expensify-classic/domains/Domain-Members.md b/docs/articles/expensify-classic/domains/Domain-Members.md
index b6d6cf468681..68faf063df7d 100644
--- a/docs/articles/expensify-classic/domains/Domain-Members.md
+++ b/docs/articles/expensify-classic/domains/Domain-Members.md
@@ -1,8 +1,11 @@
---
title: Domain Members
description: Learn how to manage domain members and admins in Expensify.
+keywords: [Expensify Classic, domain members, verify domain, domain admin, update domain permissions]
---
+
+
Managing domain members in Expensify ensures control over access and settings within your organization. This guide walks you through adding, removing, and promoting users to streamline domain administration.
There are two types of users within Domain Settings:
@@ -12,6 +15,7 @@ There are two types of users within Domain Settings:
The domain must be [verified](https://help.expensify.com/articles/expensify-classic/domains/Claim-And-Verify-A-Domain) before you can add members.
---
+
# Add a Domain Member
There are two ways to add a member:
1. **Automatic Signup**: Users who create an account using a domain email (e.g., yourname@yourcompany.com) are automatically added.
@@ -32,6 +36,7 @@ Once verified, all Domain Admins are notified, and the member is added to the de
4. Enter the member’s email prefix and click **Invite**.
---
+
# Remove a Domain Member
1. Go to **Settings > Domains**.
2. Select the domain.
@@ -42,6 +47,7 @@ Once verified, all Domain Admins are notified, and the member is added to the de
_**Closed accounts can be reopened anytime by reinviting the user via the Domain Member page.**_
---
+
# Add a Domain Admin
1. Go to **Settings > Domains**.
2. Select the domain.
@@ -51,6 +57,7 @@ _**Closed accounts can be reopened anytime by reinviting the user via the Domain
The email address of a Domain Admin does not need to be on the same domain as the rest of the company (e.g. if you have a bookkeeper on a separate domain who is also a Domain Admin).
---
+
# Remove a Domain Admin
1. Go to **Settings > Domains**.
2. Select the domain.
@@ -58,9 +65,11 @@ The email address of a Domain Admin does not need to be on the same domain as th
4. Click the red trash can icon next to the admin’s name.
---
+
# Promote a Domain Member to Admin
1. Go to **Settings > Domains**.
2. Select the domain.
3. Click **Domain Admins**.
4. Enter the member’s email or phone number and click **Add Admin**.
+
diff --git a/docs/articles/expensify-classic/domains/Domain-Migration.md b/docs/articles/expensify-classic/domains/Domain-Migration.md
index 275146faf58d..3763fdd84cf4 100644
--- a/docs/articles/expensify-classic/domains/Domain-Migration.md
+++ b/docs/articles/expensify-classic/domains/Domain-Migration.md
@@ -1,45 +1,66 @@
---
title: Domain Migration
-description: Change the email address and domain for all users in Expensify
+description: Learn how to migrate your company’s email domain and update user logins in Expensify Classic.
+keywords: [Expensify Classic, domain migration, change email address, update company domain, migrate workspace]
---
-If your business changes its email domain and needs to move everyone to new email addresses, you may be able to automatically migrate your Expensify accounts over to the new domain, or our team can help you manually complete the process.
+
-{% include info.html %}
-If your company uses Expensify Cards, do not create your new domain or request Expensify cards on the new domain. The Expensify Team must complete the migration for you in this case. Message Concierge or your Account Manager to start the process.
-{% include end-info.html %}
+If your company updates its email domain (e.g., from `@olddomain.com` to `@newdomain.com`), Expensify offers two migration options: **automatic** and **manual**. This guide walks you through both.
-## Automatic Migration
-If certain conditions are met, Expensify can simply rename your domain. This means that your Domain settings will stay the same, but the name will change and all users will get a new email address as their primary login. Their old email address will remain on their account as a secondary login.
+**Important:** If your company uses the Expensify Card, do not request cards or create a new domain manually. Contact the Concierge or your Account Manager to have Expensify handle the migration.
-If the answer to each of these questions is “yes,” we can automatically migrate your domain and users:
+---
+
+# Automatic Domain Migration
+
+If the following criteria are all met, Concierge can handle the migration automatically:
+- The **current or new domain** is verified.
+- Email addresses match **1:1 format** (e.g., `name@olddomain.com` → `name@newdomain.com`).
+- Users **have not created** accounts under the new email address.
+
+If **all conditions are true**, message **Concierge** and request a **Domain Migration**. This usually takes a few business days.
+
+If **any condition is false**, follow the manual migration steps below.
+
+---
+
+# Manual Domain Migration
+
+Use this approach if automatic migration isn't possible. Have each employee follow these steps in the **exact order**:
+
+## Step-by-step instructions
+
+1. Add your new email address as a [secondary login](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Change-or-add-email-address) to your current account.
+2. [Claim and verify your new domain](https://help.expensify.com/articles/expensify-classic/domains/Claim-And-Verify-A-Domain).
+3. If using [domain groups](https://help.expensify.com/articles/expensify-classic/domains/Create-A-Group), disable **Restrict Primary Login Selection** on all groups in the old domain.
+4. Switch the **Primary Login** to the new email (swap primary and secondary emails).
+5. Set up any card feeds under the new domain.
+ - For **commercial card feeds**, email [concierge@expensify.com](mailto:concierge@expensify.com). Expensify will move them for you.
+ - **Note:** Any unprocessed transactions must be submitted before migration, or they will be deleted when cards are reassigned.
+
+6. Enter a **transaction start date** to avoid overlap with previous card imports.
+7. Reset your old domain:
+ - Remove all Domain Admins.
+ - The **last remaining admin** will see a **Reset** button—click it to complete the process.
+
+8. If someone has already created an account using the new email, they need to [merge accounts](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Merge-accounts).
+9. Rebuild your [domain groups](https://help.expensify.com/articles/expensify-classic/domains/Create-A-Group) on the new domain and assign users to them.
+
+---
+
+# FAQ
-- Is your current domain, or the new domain, verified?
-- Do the emails map 1:1 (i.e., name@olddomain.com becomes name@new.com and not firstname.lastename@new.com)?
-- Have your users refrained from creating Expensify accounts under their new email addresses?
+## What happens to my old email after migration?
-If all of these answers are “yes,” message Concierge to request a “Domain Migration.” This process will usually take a few business days. If you answered “no” for any of the questions, continue to the manual migration process below.
+Your old email becomes an additional contact method on your account. You can still use it to sign in, but all new activity will be associated with your new primary email address.
-## Manual Migration
-If we can’t automatically migrate your domain, you can leverage your users to migrate everyone manually.
+## Can users keep their historical data?
-{% include info.html %}
-Follow the steps below in the exact order they are presented.
-{% include end-info.html %}
+Yes! Migrating preserves your account history, reports, and settings as long as steps are followed in order.
-1. Have all employees add their new email address as a [Secondary Login](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Change-or-add-email-address) to their current account.
-2. [Claim and verify](https://help.expensify.com/articles/expensify-classic/domains/Claim-And-Verify-A-Domain) your new Domain.
-3. If you use [Domain Groups](https://help.expensify.com/articles/expensify-classic/domains/Create-A-Group) on your old domain, disable “Restrict Primary Login Selection” on all groups.
-4. Have each user switch their Primary and Secondary Login email addresses so the new email address is the primary login.
-5. Add any card feeds. If you need to move a commercial card feed, reach out to concierge@expensify.com, as we’ll need to do this for you.
+## What if employees already created accounts under the new domain?
-{% include info.html %}
-Before completing this process, you must resolve any unprocessed transactions, as your cards will be unassigned from the previous domain and assigned to the new one. That means that any unprocessed transactions on the previous domain will be deleted when the cards are unassigned.
-{% include end-info.html %}
+They’ll need to [merge their accounts](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Merge-accounts) to keep everything in one place.
-6. Enter the transaction start date so that your transactions will not overlap with the previous import but will continue from the previous assignment.
-7. Reset your old domain to remove any domain restrictions:
- - Remove all domain admins
- - The last admin left will see a Reset button to click
-8. If your employees have already set up an additional account under the new email address, they will need to [merge their accounts](https://help.expensify.com/articles/expensify-classic/settings/account-settings/Merge-accounts).
-9. Set up your [domain groups](https://www.google.com/url?q=https://help.expensify.com/articles/expensify-classic/domains/Create-A-Group) on the new domain and add your users to the relevant group.
+
diff --git a/docs/articles/expensify-classic/domains/Managing-Single-Sign-On-(SSO)-in-Expensify.md b/docs/articles/expensify-classic/domains/Managing-Single-Sign-On-(SSO)-in-Expensify.md
index 0229b71e5af3..d334620359dd 100644
--- a/docs/articles/expensify-classic/domains/Managing-Single-Sign-On-(SSO)-in-Expensify.md
+++ b/docs/articles/expensify-classic/domains/Managing-Single-Sign-On-(SSO)-in-Expensify.md
@@ -1,10 +1,15 @@
---
title: Managing Single Sign-On (SSO) and User Authentication in Expensify
-description: Learn how to effectively manage Single Sign-On (SSO) and user authentication in Expensify alongside your preferred SSO provider. Our comprehensive guide covers SSO setup, domain verification, and specific instructions for popular providers like AWS, Okta, and Microsoft Azure. Streamline user access and enhance security with Expensify's SAML-based SSO integration.
+description: Learn how to effectively manage Single Sign-On (SSO) and user authentication in Expensify alongside your preferred SSO provider.
+keywords: [Expensify Classic, SAML, single sign-on, SSO]
---
+
+
Expensify supports Single Sign-On (SSO) through the SAML protocol, allowing you to optimize user authentication and improve security across your organization. Whether you're an IT admin configuring your domain or a team lead ensuring secure user access, this guide walks you through setting up and managing SAML SSO for your Expensify account
+---
+
# Accessing SAML Settings
⚠️ **Pre-requisite:** Ensure your [domain is verified](https://help.expensify.com/articles/expensify-classic/domains/Claim-And-Verify-A-Domain#step-2-verify-domain-ownership).
@@ -15,7 +20,9 @@ Expensify supports Single Sign-On (SSO) through the SAML protocol, allowing you
- Enable the **"SAML required for login"** option, ensuring users sign in via SSO only.
---
-## Provider-Specific Setup Instructions
+
+# Provider-Specific Setup Instructions
+
Click on your Identity (SAML) Provider for detailed steps:
- [Amazon Web Services (AWS SSO)](https://static.global.sso.amazonaws.com/app-202a715cb67cddd9/instructions/index.htm)
- [Google SAML (Gsuite)](https://support.google.com/a/answer/7371682)
@@ -26,10 +33,11 @@ Click on your Identity (SAML) Provider for detailed steps:
- [SAASPASS](https://saaspass.com/saaspass/expensify-two-factor-authentication-2fa-single-sign-on-sso-saml.html)
- Microsoft ADFS (instructions below).
-**Note: If your provider isn't listed, contact them directly for guidance.**
+**Note:** If your provider isn't listed, contact them directly for guidance.
---
-# FAQ and Troubleshooting
+
+# Common Troubleshooting Scenarios
## User Login with SSO
- Employees using their **company email** or a **secondary linked email** (e.g., Gmail) will be prompted to log in through SSO.
@@ -53,9 +61,10 @@ Steps to avoid configuration errors during certificate renewal:
3. Replace the **IDP** in Expensify with the new one.
4. Log in via SSO.
-If issues persist, contact Concierge for assistance.
+If issues persist, contact Concierge Support for assistance.
---
+
# Advanced Configurations
## Okta SCIM API for User Deactivation
@@ -75,3 +84,5 @@ Refer to the full setup in Okta's documentation for attribute mapping and provis
4. Add two claim rules:
- Send LDAP Attributes as Claims.
- Transform Incoming Claim (Name ID).
+
+
diff --git a/docs/articles/expensify-classic/expenses/Add-an-expense.md b/docs/articles/expensify-classic/expenses/Add-an-expense.md
index 6ee4a99b55b0..80fe07311487 100644
--- a/docs/articles/expensify-classic/expenses/Add-an-expense.md
+++ b/docs/articles/expensify-classic/expenses/Add-an-expense.md
@@ -1,5 +1,5 @@
---
-title: add-an-expense.md
+title: Add an Expense
description: Learn how to add, edit, and manage expenses in Expensify, including SmartScans, per diems, mileage, and group expenses.
keywords: [Expensify Classic, add expense, add expense to a report, SmartScan, per diem, mileage, group expense, receipts, upload receipts, distance tracking, bulk expense upload]
---
diff --git a/docs/articles/expensify-classic/expensify-billing/Billing-Overview.md b/docs/articles/expensify-classic/expensify-billing/Billing-Overview.md
index 9dcaa990e290..2dcc052f8ed2 100644
--- a/docs/articles/expensify-classic/expensify-billing/Billing-Overview.md
+++ b/docs/articles/expensify-classic/expensify-billing/Billing-Overview.md
@@ -1,111 +1,113 @@
---
-title: billing-and-subscriptions.md
+title: Billing and Subscriptions
description: Understand how Collect and Control plans are billed in Expensify, including pricing tiers, eligibility, and how to transfer billing ownership.
-keywords: [billing, subscription, pricing, collect plan, control plan, expensify card, billing owner, workspace billing, transfer billing]
+keywords: [Expensify Classic, billing, subscription, pricing, collect plan, control plan, expensify card, billing owner, workspace billing, transfer billing]
---
-
+
+
Here’s everything you need to know about how Expensify bills for Collect and Control plans. Learn how pricing works, who gets billed, and how to transfer billing ownership.
-# Billing and subscriptions
+# Billing and Subscriptions
-Expensify has two plans: Collect and Control.
+Expensify has two plans: **Collect** and **Control**.
Collect is perfect for small teams that need an easy way to track receipts and get reimbursed, while Control is built for growing businesses that want more control over spending, smoother approvals, and smarter policy automation. For a full breakdown of features across plans, visit [the Expensify pricing page](https://www.expensify.com/pricing).
-## Collect plan
+---
+
+# Collect Plan
-### 💵 Pricing
+## 💵 Pricing
- $5 per **unique member** per month
- Fully month-to-month (no annual contracts)
-### 👤 Who gets billed
+## 👤 Who Gets Billed
- Every **unique member** added to a workspace, regardless of activity
-### 💳 Expensify Card not required
+## 💳 Expensify Card not required
- You do **not** need to use the Expensify Card to access this pricing
- However, 1% cash back still applies if you do use it
-### 📅 Eligibility
+## 📅 Eligibility
- Applies to new Collect customers whose **first workspace** was created on or after **April 1, 2025**
-### 🌍 Localized pricing
+## 🌍 Localized Pricing
- Equivalent pricing available in **GBP**, **AUD**, and **NZD**
-### 🔄 Flexible scaling
+## 🔄 Flexible Scaling
- Add or remove members anytime — your bill automatically adjusts each month
-### 🧾 Receipts
+## 🧾 Receipts
- Receipts show: `X Collect members @ $5.00`
-- View receipts under `Settings > Account > Subscription > Billing History`
+- View receipts under **Settings > Account > Subscription > Billing History**
---
-## Control plan
+# Control Plan
-### 💸 Best way to save
+## 💸 Best Way to Save
- Combine an **annual subscription** with the **Expensify Visa® Commercial Card**
- Price: **$9 per active member/month**
-**To qualify:**
-Use the Expensify Card for **50% or more** of your total settled **US spend** for the month
+**To qualify:** Use the Expensify Card for **50% or more** of your total settled US spending for the month.
**Bonus:**
Earn **1%–2% cash back**
- 1% for all US purchases
- 2% if monthly spend reaches **$250,000+**
-- Cash back is applied to your bill first, then to your bank
+- Cash back is applied to your bill first, then to your bank account
👉 Use the [savings calculator](https://use.expensify.com/resource-center/tools/savings-calculator) to estimate your monthly savings.
-### 📅 Annual subscription only
+## 📅 Annual Subscription Only
- Without card usage, pricing is **$18 per active member/month**
- Add users anytime (extends your term)
- You can only reduce users after your current term ends
- Extra users above your committed quantity are billed at **$36/month**
-### 🔁 Pay-per-use (no commitment)
+## 🔁 Pay-per-use (no-commitment)
- Price: **$36 per active member/month**
- This option allows flexibility without a long-term commitment
-### 👤 Who gets billed
+## 👤 Who Gets Billed
- Every **active member** (anyone who creates, submits, approves, reimburses, or exports reports during the month)
- Includes Copilots and automated Concierge actions
-### 💳 Expensify Card access
+## 💳 Expensify Card Access
- Required for discounted pricing
-- Cashback still applies even if discounted rate isn’t reached
+- Cashback still applies even if the discounted rate isn’t reached
-### 🌍 Localized pricing
+## 🌍 Localized Pricing
- Equivalent pricing available in **GBP**, **AUD**, and **NZD**
-### 🧾 Receipts
+## 🧾 Receipts
-- View billing receipts at `Settings > Account > Subscription > Billing History`
+- View billing receipts at **Settings > Account > Subscription > Billing History**
- We recommend having **one billing owner** per workspace
---
-## Transfer billing ownership
+# Transfer Billing Ownership
To change the billing owner of a workspace:
1. Ensure the new billing owner is a **Workspace Admin**
-2. Go to: Settings > Workspaces > [Workspace Name] > Overview > Take Over Billing
-3. The new owner adds a payment card and will be billed starting the 1st of the next month
+2. Go to: **Settings > Workspaces > [Workspace Name] > Overview > Take Over Billing**
+3. The new owner adds a payment card and will be billed starting on the 1st of the next month
---
@@ -113,6 +115,6 @@ To change the billing owner of a workspace:
## Why am I being charged more than $5 per user for a Collect plan?
-The Collect plan pricing changed in **April 2025**. If your first workspace was created **before April 1, 2025**, your billing is based on the **previous pricing structure**. Reach out to **Concierge or your Account Manager** in chat if you need help understanding your charges.
+The Collect plan pricing changed in **April 2025**. If your first workspace was created **before April 1, 2025**, your billing is based on the **previous pricing structure**. Contact **Concierge or your Account Manager** if you need help understanding your charges.
diff --git a/docs/articles/expensify-classic/expensify-billing/Change-Plan-Or-Subscription.md b/docs/articles/expensify-classic/expensify-billing/Change-Plan-Or-Subscription.md
index 3f6ac864750d..fb5775fe1c07 100644
--- a/docs/articles/expensify-classic/expensify-billing/Change-Plan-Or-Subscription.md
+++ b/docs/articles/expensify-classic/expensify-billing/Change-Plan-Or-Subscription.md
@@ -3,17 +3,18 @@ title: Changing Your Workspace Plan
description: How to change your Expensify plan or subscription
keywords: [Expensify Classic, workspace plan, subscription]
---
+
-Expensify offers several plans based on your needs: **Track, Submit, Collect, Control,** and **Free**. Your choice depends on whether you manage expenses individually or for a group or company. You may need to upgrade if you hire employees who need access to a **Group Workspace** or require features exclusive to paid plans.
+Expensify offers several plans based on your needs: **Track, Submit, Collect, Control,** and **Free**. Your choice depends on whether you manage expenses individually, for a group, or for a company. You may need to upgrade if you hire employees who need access to a **Group Workspace** or require features exclusive to paid plans.
---
-# Changing a Subscription on an Individual Plan
+# Change a Subscription on an Individual Plan
**Web:**
-1. Go to **Settings > Workspaces > Individual > [Your Individual Workspace]**.
-2. Click **Plan** and select **Switch** under your desired plan.
+1. Go to **Settings > Workspaces > Individual > [Workspace Name]**.
+2. Click **Overview** and select **Switch** under your desired plan.
**Mobile:**
1. Open the Expensify app.
@@ -21,10 +22,10 @@ Expensify offers several plans based on your needs: **Track, Submit, Collect, Co
3. Tap **Settings**.
4. Tap **View All** under your Workspace.
5. Select the Workspace under the **Individual** tab.
-6. Tap **Current Plan** under **Plan**.
-7. Tap **Switch** under the plan you're not currently using.
+6. Tap **Current Plan**.
+7. Tap **Switch** to change plans.
-## Upgrade to a Group Plan
+## Upgrade to a Group Workspace
1. Go to **Settings > Workspaces > Group**.
2. Select a **Collect** or **Control** plan.
@@ -34,7 +35,7 @@ Expensify offers several plans based on your needs: **Track, Submit, Collect, Co
**Web:**
1. Go to **Settings > Workspaces > Group > [Your Group Workspace]**.
-2. Click **Plan** and select **Switch** under your desired plan.
+2. Click **Overview** and select **Switch** under your desired plan.
**Mobile:**
1. Open the Expensify app.
@@ -104,6 +105,7 @@ Once downgraded, your Workspace will be deleted, and a refund line item will app
Yes, monthly subscriptions are prepaid and not usage-based, so you will be charged regardless of activity.
## I'm in a Group Workspace. Do I need the monthly subscription too?
+
No, Group Workspace members already have unlimited **SmartScans**. However, you can keep a subscription for personal use if you leave your company's Workspace.
diff --git a/docs/articles/expensify-classic/expensify-billing/Consolidated-Domain-Billing.md b/docs/articles/expensify-classic/expensify-billing/Consolidated-Domain-Billing.md
index f084e3b01cd9..303ed7294fac 100644
--- a/docs/articles/expensify-classic/expensify-billing/Consolidated-Domain-Billing.md
+++ b/docs/articles/expensify-classic/expensify-billing/Consolidated-Domain-Billing.md
@@ -1,39 +1,42 @@
---
title: Consolidated Domain Billing
description: Learn how to enable and manage Consolidated Domain Billing, allowing one billing owner to cover all paid workspaces under a verified domain.
+keywords: [Expensify Classic, consolidated billing, one billing owner]
---
-# Overview
+
+
Consolidated Domain Billing allows organizations to have different billing owners for workspaces while ensuring that only one person is billed for all paid workspaces within a verified domain.
---
# Enabling Consolidated Domain Billing
-To enable this feature, you must first claim and verify your domain:
+To enable this feature, you must first claim and verify your domain:
1. Go to **Settings > Domains**.
2. Select your domain.
3. Click on a setting such as **Groups**.
4. Click **Verify**.
Once your domain is verified, enable Consolidated Domain Billing:
-
-1. Navigate to **Settings > Domains > [Your Domain]**.
+1. Navigate to **Settings > Domains > [Domain Name]**.
2. Select **Domain Admins > Primary Contact and Billing**.
3. Toggle **Consolidated Domain Billing** on.
---
# How It Works
+
When a **Domain Admin** enables Consolidated Domain Billing:
-- All **Group Workspaces** owned by users with an email address matching the domain will be billed to the **Primary Contact** listed under **Domain Admins**.
+- All Group Workspaces owned by users with an email address matching the domain will be billed to the Primary Contact listed under Domain Admins.
- Individual workspace billing owners will no longer receive separate charges.
---
# Best Practices
-- **When to Use It**: If multiple billing owners exist in your organization but you want a single, consolidated bill.
+
+- **When to Use It**: If multiple billing owners exist in your organization, but you want a single, consolidated bill.
- **When to Avoid It**: If you need to keep workspace billing separate for accounting or financial tracking purposes.
- **Annual Subscription Considerations**:
- If you have an **Annual Subscription**, Consolidated Domain Billing will combine the amounts due for each Group workspace billing owner.
@@ -44,10 +47,13 @@ When a **Domain Admin** enables Consolidated Domain Billing:
# FAQ
## How do I take over the billing of a workspace with Consolidated Domain Billing enabled?
+
1. Toggle off **Consolidated Domain Billing**.
2. Take ownership of the workspace.
3. Toggle **Consolidated Domain Billing** back on.
## Can I cover the bill for some workspaces but not others?
+
No, enabling this feature means you will be billed for **all** domain members who choose a subscription.
+
diff --git a/docs/articles/expensify-classic/expensify-partner-program/Card-Revenue-Share.md b/docs/articles/expensify-classic/expensify-partner-program/Card-Revenue-Share.md
index abaa85549983..b680895bb9aa 100644
--- a/docs/articles/expensify-classic/expensify-partner-program/Card-Revenue-Share.md
+++ b/docs/articles/expensify-classic/expensify-partner-program/Card-Revenue-Share.md
@@ -28,9 +28,7 @@ Steps to becoming a Domain Admin:
---
## 2. Connect a Deposit-Only Business Bank Account
-To receive your revenue share, connect a **deposit-only business bank account**:
-
-[Follow these instructions](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account#connect-a-business-deposit-only-account) to complete the setup.
+To receive your revenue share, connect a **deposit-only business bank account**: [Follow these instructions](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account#connect-a-business-deposit-only-account) to complete the setup.
Once connected, all earned revenue will be deposited directly into this account.
diff --git a/docs/articles/expensify-classic/expensify-partner-program/Partner-Billing-Guide.md b/docs/articles/expensify-classic/expensify-partner-program/Partner-Billing-Guide.md
index 343e0b295945..d4fff6a323d6 100644
--- a/docs/articles/expensify-classic/expensify-partner-program/Partner-Billing-Guide.md
+++ b/docs/articles/expensify-classic/expensify-partner-program/Partner-Billing-Guide.md
@@ -106,7 +106,7 @@ Yes, use a client ID for efficient tracking and billing.
All billing owners receive an emailed PDF, and a CSV version can be downloaded from the platform.
-## Why should I use Client IDs?**
+## Why should I use Client IDs?
Using client IDs simplifies tracking and recognition of client workspaces. It also allows you to itemize billing by client.
diff --git a/docs/articles/expensify-classic/expensify-partner-program/Your-Expensify-Partner-Manager.md b/docs/articles/expensify-classic/expensify-partner-program/Your-Expensify-Partner-Manager.md
index a9b0b7d8ff0b..26356ec2b68b 100644
--- a/docs/articles/expensify-classic/expensify-partner-program/Your-Expensify-Partner-Manager.md
+++ b/docs/articles/expensify-classic/expensify-partner-program/Your-Expensify-Partner-Manager.md
@@ -80,6 +80,6 @@ To be assigned a **Partner Manager**, you must complete the **ExpensifyApproved!
---
-Expensify's Partner Support ensures you and your clients receive elevated support in Expensify. If you need further guidance, reach out via `Support` in your Expensify account or connect directly with your Partner Manager!
+Expensify's Partner Support ensures you and your clients receive elevated support in Expensify. If you need further guidance, reach out via **Support** in your Expensify account or connect directly with your Partner Manager!
diff --git a/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md b/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md
index de8e2d8d02ae..5b160e7d93a3 100644
--- a/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md
+++ b/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md
@@ -5,131 +5,109 @@ keywords: [Expensify Classic, getting started, new workspace, set up Expensify a
---
-A workspace is the set of rules, settings, and spending limits for expense reports in your organization. This includes the unique expense categories and tags, budgets, currency and tax settings, etc. that all workspace members will use. A workspace also defines the approval workflow for your employees and the accounting connection if using an accounting software integration.
+A workspace is the set of rules, settings, and spending limits used for expense reports in your organization. This includes custom expense categories and tags, budgets, currency, tax settings, approval workflows, and accounting connections.
-Here are a couple of examples of when you’d want to create different workspaces:
-- You have employees with expense reports in different currencies. For example, you may have a workspace for employees who live in the US and submit their reports in USD and a workspace for employees who live in Canada and submit in CAD.
-- You want to limit specific groups of people to their own set of expense coding options (categories/tags) then they can separate their employees by Sales, Marketing, Support, etc.
+Here are a few examples of when you’d create different workspaces:
+- Employees submit reports in different currencies (e.g., USD vs. CAD).
+- Different departments need custom coding options, like Sales vs. Support.
-To create a group workspace:
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the Group tab on the left.
-3. Click New Workspace.
-4. Enter the workspace name and select a workspace type.
- - **Collect:** Ideal for small groups who only need basic features like expense approvals, reimbursement, corporate card management, and integration options.
- - **Control:** This is the most popular option for groups that need a deeper level of control and configurations, such as multi-stage approval workflows, corporate card management, integrations, and more.
-5. Set up your workspace details including the workspace name, expense rules, categories, and more.
+---
-Setting up a company workspace in Expensify helps streamline expense management, reimbursements, and accounting integrations. Follow this step-by-step guide to create a workspace and configure essential settings for your business.
+# Create a Workspace
-**Need help?** Schedule a free onboarding session with a Setup Specialist! Check your email and Expensify notifications for your unique signup link.
+To create a company workspace:
+1. Hover over **Settings**, then click **Workspaces**.
+2. Click the **Group** tab on the left.
+3. Click **New workspace**.
+4. Enter the workspace name and select a workspace type:
+ - **Collect** – Best for small groups needing basic features like approvals and reimbursements.
+ - **Control** – Most popular for companies with advanced workflows, integrations, and corporate cards.
+5. Set up workspace details like expense rules, categories, and workflows.
---
-# 1. Meet Concierge
+# Meet Concierge
-Concierge is your personal assistant on the Expensify Home page (desktop and mobile). Concierge helps you:
+Concierge is your personal assistant on the Expensify Home page. Concierge helps you:
- Set up your account
-- Remind you to submit expenses
-- Alert you when more information is needed
-- Notify you about new features
+- Submit expenses on time
+- Notify you when info is needed
+- Share tips and feature updates
-For support, click the **green chat bubble** in the right corner to chat with Concierge.
+Need support? Click the **green chat bubble** in the bottom right to message Concierge.
---
-# 2. Create a Workspace
-
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Enter a name for the workspace (e.g., business or department name).
-4. Click **Select** next to the workspace type that fits your needs.
-
----
-
-# 3. Add a Business Bank Account
+# Add a Business Bank Account
Adding a business bank account allows you to:
-- Reimburse expenses via direct transfer
+- Reimburse expenses via direct deposit
- Pay bills
- Collect invoice payments
- Issue Expensify Cards
-_**Note:** The person adding the bank account does not need to be a signer but must enter their personal information. If another person’s details are used, the process may be delayed._
+**Note:** The person adding the account doesn't need to be a signer but must enter their personal information.
-## Steps to Add a Bank Account
-
-1. Go to **Settings > Workspaces**.
-2. Click the **Group** tab.
-3. Select the workspace.
-4. Click the **Reimbursement** tab.
-5. Click **Direct**, then **Add Business Bank Account**.
-6. Click **Connect to your bank** and proceed via Plaid.
- - If your bank is not listed, close Plaid and click **Connect Manually** to enter account details.
-7. Select the correct bank account if multiple options appear.
-8. Provide business details:
+## Steps to add a bank account:
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Make or track payments**.
+2. Click **Direct**, then **Add business bank account**.
+3. Click **Connect to your bank** and follow the prompts.
+ - If your bank isn't listed, click **Connect manually**.
+4. Select the correct account (if more than one appears).
+5. Enter your business details:
- Legal business name
- - Physical company address (No P.O. Boxes/UPS addresses)
+ - Physical company address (no P.O. Boxes)
- Tax Identification Number (TIN)
- - Company website (formatted as https://www.expensify.com)
- - Industry Classification Code ([Find yours here](https://www.sec.gov/corpfin/division-of-corporation-finance-standard-industrial-classification-sic-code-list))
-9. Enter your personal information (U.S. address and SSN required).
-10. Upload a valid U.S. ID and take a short verification video.
-11. Accept the agreement terms.
-12. Identify any **Beneficial Owners** (owning 25%+ of the company). If applicable, their information must be provided.
-13. Within 1-2 business days, Expensify will send **three test transactions** to verify your account. Enter these by clicking **Validate Task** from Concierge or going to **Settings > Account > Payments > Enter Test Transactions**.
+ - Company website (e.g., `https://yourcompany.com`)
+ - Industry classification ([Find yours here](https://www.sec.gov/corpfin/division-of-corporation-finance-standard-industrial-classification-sic-code-list))
+6. Enter your personal information (U.S. address and SSN).
+7. Upload a valid U.S. ID and record a short verification video.
+8. Accept the agreement terms.
+9. Identify any **Beneficial owners** (individuals owning 25%+ of the business).
+
+Within 1–2 business days, Expensify will send three test transactions. Enter them via **Validate task** in Concierge or go to **Settings > Account > Wallet > Bank accounts > Enter test transactions**.
-_**Note:** If you don’t see test transactions after two business days, contact Concierge via the green chat bubble._
+**Note:** If you don’t see test transactions after two business days, message Concierge.
---
-# 4. Connect an Accounting System
+# Connect an Accounting System
-Expensify integrates with systems like QuickBooks to import accounting data and code expenses.
+Connect to systems like QuickBooks to sync your accounting data and map expenses.
-1. Go to **Settings > Workspaces**.
-2. Click the **Group** tab.
-3. Select the workspace.
-4. Click the **Connections** tab.
-5. Under **Accounting Integrations**, choose your accounting system and click **Connect**.
-6. Follow the prompts to complete the integration.
+1. Go to **Settings > Workspace > [Workspace Name] > Accounting**.
+2. Under **Accounting integrations**, click **Connect** next to your system.
+3. Follow the prompts to finish the setup.
For setup guides on specific accounting systems, review our [Connections](https://help.expensify.com/expensify-classic/hubs/integrations/) articles.
---
-# 5. Set Approval Rules
+# Set Approval Rules
-Define expense rules to flag violations. You can set rules for:
+You can flag rule violations for:
- Expenses
- Travel
- Reports
-- Per Diem
-
-## Steps to Set Approval Rules
-
-1. Go to **Settings > Workspaces**.
-2. Click the **Group** tab.
-3. Select the workspace.
-4. Click the **Expenses** tab and adjust settings:
- - **Expense Violations:** Flag expenses exceeding set limits.
- - **Cash Expenses:** Define handling policies.
- - **Re-billing:** Allow or prevent re-billing expenses.
- - **eReceipts:** Enable for automatic tracking of credit card expenses under $75 USD.
- - **Receipt Visibility:** Control access to receipts.
- - **Mileage Rates:** Set reimbursement rates for distance expenses.
- - **Time Expenses:** Enable time tracking if needed.
-
-_**Note:** eReceipts are IRS-compliant except for lodging expenses, which require a paper receipt._
-
-5. Click the **Reports** tab to set:
- - **Currency**
- - **Schedule Submit**: Auto-submit expenses for approval based on a set frequency.
- - **Default Report Title**: Format all reports consistently.
- - **Additional Fields**: Customize reports or invoices.
-6. Click the **Travel** tab to set:
- - Preferred flight class and hotel ratings for Concierge travel bookings.
-7. Click the **Per Diem** tab to import location-based per diem expense rules.
+- Per diems
+
+## Steps to Configure:
+1. Go to **Settings > Workspace > [Workspace Name] > Rules**.
+2. Under **Expenses**, adjust settings:
+ - **Expense violations** – Set limits and thresholds.
+ - **Cash expenses** – Define policies.
+ - **Rebilling** – Enable/disable rebilling.
+ - **eReceipts** – Turn on automatic receipts for non-loding expenses under $75 (_**Note:** eReceipts are IRS-compliant for expenses under $75. Additionally, all lodging expenses require a paper receipt_.
+ - **Receipt visibility** – Set access controls.
+ - **Time expenses** – Enable time tracking if needed.
+3. Go to **Settings > Workspace > [Workspace Name] > Distance rates** to set mileage reimbursement rates.
+4. Set custom report names for consistency.
+5. Set the workspace **default currency** under **Settings > Workspace > [Workspace Name] > Overview > Default currency**.
+6. Go to **Settings > Workspace > [Workspace Name] > Workflows** to configure:
+ - **Delayed submission** – Auto-submit based on a set schedule.
+7. Go to **Settings > Workspace > [Workspace Name] > Report fields** to customize reports or invoices.
+8. Click the **Travel** tab to define flight class or hotel preferences.
+9. Use the **Per diem** tab to import location-specific expense rules.
---
@@ -157,8 +135,7 @@ If you have multiple workspaces (whether an individual workspace and a group wor
## To Set Default Workspace:
1. Hover over **Settings**, then click **Workspaces**.
-2. Click the Group tab on the left.
-3. To the right of the desired workspace, click **Make Default**.
+2. To the right of the desired workspace, click **Make Default**.
## Ensure Employees Select the Correct Workspace
@@ -170,4 +147,8 @@ As an admin, it’s important to ensure employees are submitting expenses and re
By reinforcing this process, you help prevent expense reports from being mis-categorized and ensure accurate financial tracking.
+---
+
+**Need help?** Schedule a free onboarding session with a Setup Specialist! Check your email and Expensify notifications for your unique signup link.
+
diff --git a/docs/articles/expensify-classic/getting-started/Create-a-workspace-for-yourself.md b/docs/articles/expensify-classic/getting-started/Create-a-workspace-for-yourself.md
index c079993d3a9f..78b8a3a44b1c 100644
--- a/docs/articles/expensify-classic/getting-started/Create-a-workspace-for-yourself.md
+++ b/docs/articles/expensify-classic/getting-started/Create-a-workspace-for-yourself.md
@@ -89,7 +89,9 @@ Automatically capture receipt details like merchant, date, total, and currency w
---
# 5. Connect Your Expense Accounts
-[Sync your bank accounts and credit cards](https://help.expensify.com/expensify-classic/hubs/connect-credit-cards/) to import transactions into Expensify. This feature automatically:
+[Sync your bank accounts and credit cards](https://help.expensify.com/expensify-classic/hubs/connect-credit-cards/) to import transactions into Expensify.
+
+This feature automatically:
- Links bank/card transactions to SmartScanned expenses.
- Generates IRS-compliant eReceipts (if enabled).
@@ -107,8 +109,8 @@ Automatically capture receipt details like merchant, date, total, and currency w
---
# 6. See Your Spending Insights
-Monitor spending trends, forecast budgets, and build reports with [the Insights dashboard}(https://help.expensify.com/expensify-classic/hubs/spending-insights/) (desktop only):
-1. Click the **Insights** tab.
+Monitor spending trends, forecast budgets, and build reports with [the Insights Dashboard](https://help.expensify.com/expensify-classic/hubs/spending-insights/) (desktop only):
+1. Click the **Insights** tab on the left-hand menu.
2. Use filters (e.g., date range, categories) to customize your view.
3. Click the ☰ icon in the **View Raw Data** column to see detailed expenses.
@@ -120,19 +122,20 @@ Monitor spending trends, forecast budgets, and build reports with [the Insights
2. Toggle on 2FA and save your recovery codes. **Note on Backup Codes:** Download or copy them to a secure location.
3. Link your authenticator app by scanning the QR code or entering a code.
-When logging in, use a Magic Code from your email _**and**_ the 6-digit code from your authenticator app.
+When logging in, use the Magic Code from your email and the 6-digit code from your authenticator app.
---
-# FAQs
+# FAQ
-## Is the Individual workspace free??**
+## Is the Individual workspace free?
Yes, individuals can use Expensify for free to track expenses.
-## Can I create a Group workspace just for myself?**
+## Can I create a Group workspace to use just for myself?
+
+Yes, group workspaces include key features such as more robust approval rules, direct connections to accounting integrations, and access to Expensify Travel. These are helpful features for automating expense tracking, even if you are the only member of the workspace.
-Yes, group workspaces include features like accounting, HR, and travel tool integrations, which you can use even as the only member.
-See pricing details [here](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing)
+See pricing details [here](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing).
diff --git a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md
index f41215137232..765895b2883e 100644
--- a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md
+++ b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md
@@ -1,126 +1,158 @@
---
-title: Expensify-Playbook-for-Small-to-Medium-Sized-Businesses.md
+title: Expensify Playbook for Small to Medium-Sized Businesses
description: Learn best practices for deploying Expensify to improve spend visibility, facilitate reimbursements, and ensure compliance for your business.
-keywords: [Expensify, SMB, expense management, compliance, reimbursements, accounting integration]
+keywords: [Expensify Classic, SMB, expense management, compliance, reimbursements, accounting integration]
---
-# Expensify Playbook for Small to Medium-Sized Businesses
-
Expensify helps small to medium-sized businesses (100-250 employees) streamline expense management, increase compliance, and simplify reimbursements. This guide outlines best practices to optimize your workflow.
-## Who You Are
As a small business owner, your goal is to grow your company while maintaining financial control. By implementing Expensify, you can:
- Equip employees with an easy-to-use expense reporting system.
- Ensure compliance with company spending policies.
- Improve visibility and control over expenses.
-## Setting Up Expensify: Step-by-Step
This playbook is built on best practices from thousands of businesses worldwide. Use it as a starting point and customize Expensify to meet your needs.
-## Step 1: Create Your Expensify Account
+---
+
+# Step 1: Create Your Expensify Account
+
If you don’t already have an account, sign up at [new.expensify.com](https://new.expensify.com) using your work email.
> *Employees really appreciate how easy it is to use, and the fact that the reimbursement drops right into their bank account. Since most employees are submitting expenses from their phones, the ease of use of the app is critical.*
> **Robyn Gresham**
> Senior Accounting Systems Manager at SunCommon**
-## Step 2: Create a Control Workspace
-For small businesses, we recommend the **Control Plan** because:
+---
+
+# Step 2: Create a Control Workspace
+For small businesses, we recommend the **Control Plan** because:
- It supports high-volume expense submissions.
- It enforces compliance controls.
- It integrates with QuickBooks Online, Xero, NetSuite, and Sage Intacct.
-### How to Set Up a Control Workspace
+## Set Up a Control Workspace
1. Go to Settings > Workspace.
2. Select **Group** and click **New Workspace**.
3. Click **Select** under **Control**.
Control Plan users also receive a **Setup Specialist** to assist with onboarding. Find yours in *[new.expensify.com](https://new.expensify.com)* under your workspace’s **#admins** room.
-## Step 3: Connect Your Accounting System
+---
+
+# Step 3: Connect Your Accounting System
+
Sync Expensify with your accounting software for real-time financial tracking:
+1. Navigate to **Settings > Workspace > [Workspace Name] > Accounting**.
+2. Select your accounting system and follow the setup prompts:
+ - [QuickBooks Online](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/QuickBooks-Online)
+ - [Xero](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Xero)
+ - [NetSuite](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/NetSuite)
+ - [Sage Intacct](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Sage-Intacct)
-1. Navigate to Settings > Workspace > Connections.
-2. Select your accounting system and follow the setup prompts.
+---
-[QuickBooks Online](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/QuickBooks-Online)
-[Xero](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Xero)
-[NetSuite](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/NetSuite)
-[Sage Intacct](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Sage-Intacct)
+# Step 4: Set Category-Specific Compliance Controls
-## Step 4: Set Category-Specific Compliance Controls
1. Go to the **Categories** tab in your workspace settings.
2. Enable **People Must Categorize Expenses**.
3. Set stricter compliance rules for high-risk categories (e.g., *Meals & Entertainment* should require receipts and descriptions).
4. Disable irrelevant expense categories.
5. Configure **Auto-Categorization** for imported card transactions.
-## Step 5: Require or Set Default Tags
-- **Require Tags:** In the **Tags** tab, enable the “Required” field to flag uncategorized expenses.
+---
+
+# Step 5: Require or Set Default Tags
+- **Require Tags:** Under **Settings > Workspace > [Workspace Name] > Tags**, enable the **Required** field to flag uncategorized expenses.
- **Set Employee Default Tags:** If using NetSuite or Sage Intacct, auto-assign employee departments to expenses.
-## Step 6: Establish Global Compliance Rules
-Set workspace-wide compliance policies in *Expenses > Violations*:
+---
+
+# Step 6: Establish Global Compliance Rules
+Set workspace-wide compliance policies under **Settings > Workspace > [Workspace Name] > Rules > Expenses**:
- **Max Expense Age:** 90 days (or leave blank).
- **Max Expense Amount:** $2,000 (or leave blank).
- **Receipt Required Amount:** $75.
-## Step 7: Enable Scheduled Submit
-Automate expense submissions with **Scheduled Submit**:
+---
+
+# Step 7: Enable Delayed Submission
-1. Go to Settings > Workspace > Reports.
-2. Enable **Scheduled Submit*** and set frequency to **Daily**.
+Automate expense submissions with **Delayed Submission**:
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Delayed submission**.
+2. Enable **Delayed submission*** and set the frequency to **Daily**.
+
+---
-## Step 8: Connect Your Business Bank Account (US Only)
-1. Go to Settings > Account > Payments.
+# Step 8: Connect Your Business Bank Account (US Only)
+1. Go to Settings > Account > Wallet.
2. Select **Add Verified Bank Account** and follow the prompts.
-## Step 9: Invite Employees and Set Approval Workflows
+---
+
+# Step 9: Invite Employees and Set Approval Workflows
+
+To invite employees: Go to **Settings> Workspace > [Workspace Name] > Members > Invite member**. For efficiency, you can upload via CSV to **bulk invite employees**.
+
+To set approval workflows: Head to **Setting > Workspace > [Workspace Name] > Workflows > Add approvals**:
- **Select an Approval Mode:** We recommend **Advanced Approval**.
-- **Bulk Invite Employees:** Upload via CSV for efficiency.
- **Manually Approve Reports:** Ensure expense coding accuracy.
-## Step 10: Configure Auto-Approval
-1. Navigate to Settings > Workspace > Reimbursement.
-2. Set **Manual Reimbursement Threshold*** to **$20,000**.
+---
+
+# Step 10: Configure Auto-Approval
+1. Navigate to **Settings > Workspace > [Workspace Name] > Workflows > Make or track payments**.
+2. Set the **Manual Reimbursement Threshold*** to **$20,000**.
+
+---
-## Step 11: Enable Domain Control and Corporate Cards
-### If You Have a Corporate Card
+# Step 11: Access Your Domain to Assign Corporate Cards
+
+**If You Have a Corporate Card:**
1. Go to **Company Cards** and select your bank.
2. Enter **master admin credentials**.
3. Assign cards to employees.
-### If You Don’t Have a Corporate Card
+**If You Don’t Have a Corporate Card:**
Consider using the **Expensify Card**:
-- Realtime transaction tracking and compliance alerts.
+- Real-time transaction tracking and compliance alerts.
- No credit checks, annual fees, or personal guarantees.
- Cash back on US purchases.
[Apply for the Expensify Card](https://help.expensify.com/articles/expensify-classic/expensify-card/Set-Up-the-Card-for-Your-Company)
-## Step 12: Set Up Bill Pay and Invoicing
+---
+
+# Step 12: Set Up Bill Pay and Invoicing
1. Vendors can send invoices to `yourdomain.com@expensify.cash`.
2. Approve and pay invoices via ACH, credit card, or check.
3. To send invoices, create an **Invoice Report** in Reports > New Report > Invoice.
-## Step 13: Run Monthly, Quarterly, and Annual Reports
-1. Go to **Expenses**.
-2. Click the **pie chart icon** in the top-right.
-3. Apply filters to generate:
+---
+
+# Step 13: Run Monthly, Quarterly, and Annual Reports
+1. Select **Insights** on the left-hand menu.
+2. Apply filters to generate:
- **Monthly:** Department and project spend reports.
- **Quarterly:** Budget comparison reports.
- **Annual:** Spending trends for fiscal planning.
-## Step 14: Finalize Your Subscription and Payment Method
-1. Go to Settings > Workspace > Subscription.
-2. Select **Annual Subscription** for a 50% discount.
-3. Add a payment card under Account > Settings > Payments.
+More info on the Spending Insights feature can be found [here](https://help.expensify.com/articles/expensify-classic/spending-insights/Insights).
+
+---
+
+# Step 14: Finalize Your Subscription and Payment Method
+1. Go to **Settings > Workspace** and select **Annual Subscription** for a 50% discount.
+2. Add a payment card under **Account > Settings > Subscription**.
+
+---
## You’re All Set!
+
Congratulations! Your business is now fully optimized with Expensify. If you need assistance, contact your **Setup Specialist** via *[new.expensify.com](https://new.expensify.com)*.
diff --git a/docs/articles/expensify-classic/reports/Add-custom-fields-to-reports-and-invoices.md b/docs/articles/expensify-classic/reports/Add-custom-fields-to-reports-and-invoices.md
index 52e5ea35cb9e..7d1c15411920 100644
--- a/docs/articles/expensify-classic/reports/Add-custom-fields-to-reports-and-invoices.md
+++ b/docs/articles/expensify-classic/reports/Add-custom-fields-to-reports-and-invoices.md
@@ -16,16 +16,13 @@ Workspace Admins can add custom fields to reports or invoices to collect importa
# Add Custom Fields to Reports or Invoices
-1. Hover over **Settings** and select **Workspaces**.
-2. Select the desired workspace.
-3. Click the **Reports** tab on the left.
-4. Scroll down to the **Report and Invoice Fields** section.
-5. Under **Add New Field**, enter a **Field Title**.
-6. Click the dropdown for the **Type** field and select the desired option:
+1. Head to **Settings > Workspace > [Workspace Name] > Reports Fields**.
+2. Under **Add New Field**, enter a **Field Title**.
+3. Click the dropdown for the **Type** field and select the desired option:
- **Text**: Provides a text box to type in the requested information
- **Dropdown**: Provides a dropdown of options to choose from
- **Date**: Opens a calendar to select a date
-7. Select the report type: **Expense Report** or **Invoice**.
-8. Click **Add**.
+4. Select the report type: **Expense Report** or **Invoice**.
+5. Click **Add**.
diff --git a/docs/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees.md b/docs/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees.md
index 76dceb221b99..19a732c946ae 100644
--- a/docs/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees.md
+++ b/docs/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees.md
@@ -1,8 +1,11 @@
---
title: Assign Report Approvers to Specific Employees
description: Create approval hierarchies for expense reports.
+keywords: [Expensify Classic, approve reports, levels of approval]
---
+
+
In Expensify, you can set up custom approval workflows to ensure expense reports are reviewed by the right people. This guide explains how to assign report approvers to specific employees and configure multi-level approval chains.
To assign different approvers for different employees, your workspace must use **Advanced Approvals** as the report approval workflow.
@@ -11,12 +14,11 @@ To assign different approvers for different employees, your workspace must use *
# Assign Report Approvers to Workspace Members
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the desired workspace name.
-3. Click the **Members** tab on the left.
-4. Scroll down to the **Approval Mode** section and ensure that **Advanced Approval** is selected.
-5. Find the employee in the **Workspace Members table** under the **User** column. Then, check the **Submits To** column to see who approves their reports.
-6. Click a user’s **Submits To** field to set or update their approver.
+1. Head to **Setting > Workspace > [Workspace Name] > Workflows**.
+2. Confirm that **Advanced Approval** is selected.
+3. Navigate to **Setting > Workspace > [Workspace Name] > Members**.
+4. Find the employee in the **Workspace Members table** under the **User** column. Then, check the **Submits To** column to see who approves their reports.
+5. Click a member’s **Submits To** field to set or update their approver.
---
@@ -25,12 +27,12 @@ To assign different approvers for different employees, your workspace must use *
1. On the **Workspace’s Members** tab, find the employee in the **Workspace Members table** and click **Settings**.
2. Select the additional levels of approval you want to add for the employee:
- **Role**: Determines the employee’s level of access to reports and workspace settings. For instructions on setting roles, visit our [workspace roles guide](https://help.expensify.com/articles/expensify-classic/workspaces/Change-member-workspace-roles).
- - **Approves To**: Determines who must approve a report after this user has approved it. This creates an approval chain. When added, a note is visible in the **Details** column of the **Workspace Members table**. If blank, the user is a “final approver.”
- - **If Report Total is Over $X then Approves To**: These two fields add an extra approver if the report total exceeds the set amount. When added, a note is visible in the **Details** column of the **Workspace Members table**.
+ - **Approves To**: Determines who must approve a report after this user has approved it. This creates an approval chain. When added, a note is visible in the **Details** column of the **Workspace Members table**. If blank, that user is a **final approver**.
+ - **If Report Total is Over $X, then Approves To**: These two fields add an extra approver if the report total exceeds the set amount. When added, a note is visible in the **Details** column of the **Workspace Members table**.
{:width="100%"}
-## Example
+## Example of Approval Workflow
Let's look at a basic workflow:
@@ -44,7 +46,7 @@ Let's look at a basic workflow:
**Here is what this setup means:**
-- Employee doesn’t approve any reports. When they submit a report, it goes to Manager 1 for approval.
+- The employee doesn’t approve any reports. When they submit a report, it goes to Manager 1 for approval.
- After Manager 1 approves an employee's report, it goes to Manager 2 for approval unless it is over $1,000. In that case, it goes directly to the Finance Team.
- When Manager 1 submits their own report, it goes to the Finance Team for approval.
- When Manager 2 approves a report or submits their own report, it goes to the Finance Team for approval.
@@ -62,3 +64,5 @@ Visit our [How Complex Approval Workflows Work](https://help.expensify.com/artic
## Can I change the approver on a report after submitting it?
No, once a report has been submitted, you cannot change the approver while it is in the **processing state**. If you need to send the report to a different approver, you must reopen it first. To do this, retract the report from the current approver and then resubmit it to the correct person.
+
+
diff --git a/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md b/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md
index aa2f22bf548b..5c96b90dbfea 100644
--- a/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md
+++ b/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md
@@ -1,52 +1,53 @@
---
title: Automatically Submit Employee Reports
-description: Use Expensify's Scheduled Submit feature to have your employees' expenses submitted automatically.
+description: Set a schedule to automatically gather and submit employee expenses using Delay Submissions.
+keywords: [Expensify Classic, automate report submission, automatic report approval, delay submissions, employee expense schedule]
---
-Scheduled Submit automatically adds expenses to a report and sends them for approval so that your employees do not have to remember to manually submit their reports each week. This allows you to automatically collect employee expenses on a schedule of your choosing.
+
-With Scheduled Submit, an employee's expenses are automatically gathered onto a report as soon as they are created. If there is no existing report, a new one is created. The report is then automatically submitted at the cadence you choose—daily, weekly, monthly, twice per month, or by trip.
+By setting a submission schedule for your workspace, expenses are automatically added to a report and submitted for approval based on the schedule you choose. This ensures employee expenses are collected without requiring manual submission each time.
-**Note:** If an expense has a violation, **Scheduled Submit** will not automatically submit it until the violations are corrected. In the meantime, the expense will be removed from the report and added to an open report.
+When an employee creates an expense, it's automatically added to a report. If no report exists, a new one is created. Expense reports are submitted at the cadence you select—daily, weekly, monthly, twice per month, or by trip.
+
+**Note:** If you are using Delayed Submissions and an expense has a violation, it won’t be submitted until the issue is resolved. The expense is removed from the report and added to a new open report.
---
-# Scheduled Submit
-
-1. Go to **Settings > Workspaces**.
-2. Click the **Group** tab on the left (or click the **Individual** tab to enable Scheduled Submit for your Individual Workspace).
-3. Click the desired Workspace name.
-4. Click the **Reports** tab on the left.
-5. Click the **Scheduled Submit** toggle to enable it.
-6. Click the **How often expenses submit** dropdown and select the submission schedule:
- - **Daily**: Expenses are submitted every evening. Expenses with violations are submitted once the violations are corrected.
- - **Weekly**: Expenses are submitted once a week. Expenses with violations are submitted the following Sunday after the violations are corrected.
- - **Twice a month**: Expenses are submitted on the 15th and the last day of each month. Expenses with violations are submitted at the next cycle (either on the 15th or the last day of the month, whichever is closest).
- - **Monthly**: Expenses are submitted once per month. If you select Monthly, you will also select which day of the month the reports will be submitted. Expenses with violations are submitted on the next monthly submission date.
- - **By trip**: All expenses that occur in a similar time frame are grouped together. A trip report is created when no new expenses have been added for two full days. The report is submitted on the second day, and any new expenses are added to a new trip report.
- - **Manually**: Expenses are automatically added to an open report, but the report will require manual submission. This is a great option for automatically gathering an employee’s expenses on a report while still requiring the employee to review and submit their report.
-
+# Set an Expense Report Submission Schedule
+
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows**.
+2. Click the **Delay Submissions** toggle to enable it.
+3. Click **Submission frequency** and choose from:
+ - **Daily** – Submitted every evening. Violations are submitted once corrected.
+ - **Weekly** – Submitted once a week. Violations are submitted the following Sunday after correction.
+ - **Twice a month** – Submitted on the 15th and the last day of the month. Violations are submitted at the next applicable date.
+ - **Monthly** – Submitted once per month. You'll select which day. Violations are submitted the following month.
+ - **By trip** – A report is submitted when no new expenses are added for two full days. A new trip report begins after that.
+ - **Manually** – Expenses are auto-added to a report, but employees must submit manually. This helps organize expenses without submitting automatically.
+
---
# FAQ
-## I disabled Scheduled Submit. Why do I still get reports submitted by Concierge?
+## I turned off Delay Submissions. Why do I still get reports submitted by Concierge?
-Although an Admin can disable Scheduled Submit for a Workspace, employees can activate Scheduled Submit for their account. If you disable Scheduled Submit but still receive reports from Concierge, the employee has Scheduled Submit activated for their Individual Workspace.
+Turning off **Delay Submissions** for a Workspace doesn’t override an employee’s Individual Workspace settings. If reports are still submitted automatically, the employee likely has Delay Submissions enabled on their Individual Workspace.
-## What time of day are reports submitted via Scheduled Submit?
+## What time of day are reports submitted via Delay Submissions?
-All submission times happen in the evening PST (Pacific Standard Time).
+All automatic report submissions happen in the evening PST (Pacific Standard Time).
-## What happens if Scheduled Submit is enabled for both my Individual and Company Workspace?
+## What happens if Delay Submissions is used on both my Individual and Company Workspace?
-If Scheduled Submit is enabled on your Individual Workspace and one of your Company Workspaces also has Scheduled Submit enabled, the Company Workspace's submission settings will override the Individual Workspace settings.
+The submission settings from the Company Workspace override those from the Individual Workspace.
-## Does Scheduled Submit automatically create separate reports for each of my credit cards?
+## Does using Delay Submissions automatically create separate reports for each of my credit cards?
-No, Scheduled Submit collects all expenses into a single report and submits them based on your selected frequency. It does not automatically separate reports by card.
+No, setting a submission schedule via **Delay Submissions** collects all expenses into a single report and submits them based on your selected frequency.
-If you need reports organized by card, follow these steps:
+If you need reports organized by card:
+- Create separate reports for each card and manually assign expenses.
+- Use filters to group expenses by card and assign them to the correct report.
-- Create separate reports for each card and manually add expenses before submission.
-- Use filters to group expenses by card, then assign them to the correct reports before submission.
+
diff --git a/docs/articles/expensify-classic/reports/Create-a-report-approval-workflow.md b/docs/articles/expensify-classic/reports/Create-a-report-approval-workflow.md
index 8f52a9e32872..dc2c2bf9bbc3 100644
--- a/docs/articles/expensify-classic/reports/Create-a-report-approval-workflow.md
+++ b/docs/articles/expensify-classic/reports/Create-a-report-approval-workflow.md
@@ -1,33 +1,44 @@
---
title: Create a Report Approval Workflow
-description: Automate expense report approvals by setting up a workflow in Expensify Classic.
-keywords: [Expensify Classic, approval workflow, report approvals]
+description: Automate expense report approvals by setting up an approval workflow in Expensify Classic with single or multi-level approvers.
+keywords: [Expensify Classic, approval workflow, report approvals, auto-approve, enforce approval rules, complex workflows]
---
+
-Expensify allows Workspace Admins to create workflows and automation that determine how expense reports are approved for the workspace. You can choose from three different workflows that either:
-- Allow all submitted expenses to be automatically approved (if they don’t have any violations).
-- Assign one approver for all reports under the workspace.
-- Set up multi-level approvals for more complex workflows.
+Set up an automated report approval workflow in Expensify Classic to streamline expense review. Depending on your workspace's needs, you can choose a simple or multi-level approach.
----
+# Set an Approval Workflow
-# Set Approval Workflow
+To configure how expense reports are approved in your workspace:
-1. Head to **Settings > Workspace > [Workspace Name] > Members**
-2. Scroll down to the **Approval Mode** section.
-3. Select an approval mode.
- - **Submit and Close**: No approval is required. Once a report is submitted, it will be automatically approved and closed. This option may be useful if your expense approvals occur in another system or if the submitter and approver are the same person.
- - **Submit and Approve**: All reports go to one person that you assign as the approver. Once a report is submitted, it is sent to the approver. This is the default option.
- - **Advanced Approval**: Allows for more complex workflows, like assigning different [approvers](https://help.expensify.com/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees) for different employees or requiring secondary approvals for expenses that exceed a [set limit](https://help.expensify.com/articles/expensify-classic/reports/Require-review-for-over-limit-expenses).
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**
+2. Under **Approval Mode**, choose one of the following options:
+ - **Submit and Close**\
+ Reports are automatically approved and closed after submission. Use this if approvals happen outside of Expensify or if the submitter is also the approver.
+ - **Submit and Approve** *(default)*\
+ All reports are routed to a single approver assigned by the Workspace Admin.
+ - **Advanced Approval**\
+ Create a more detailed workflow. You can:
+ - Assign different [approvers](https://help.expensify.com/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees) to different employees.
+ - Require a second approval for reports that exceed a [specific amount](https://help.expensify.com/articles/expensify-classic/reports/Require-review-for-over-limit-expenses).
-To add to your approval workflow, you can also set up approval rules for specific categories and tags.
+You can further customize the approval process by setting up rules based on specific [categories or tags](https://help.expensify.com/articles/expensify-classic/reports/Report-Approvals#assign-tag-and-category-approvers).
---
-# Enforce Workflow
-If you want to ensure your employees cannot override the workflow you set for them, enable **Enforce Workflow** in the **Members** tab under **Approval Mode**. Admins will still be able to “take control” of reports and override the set workflow.
+# Enforce the Approval Workflow
+
+To make sure employees follow the set workflow:
+
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Enable **Enforce Workflow** under the **Approval Mode** section.
+
+When enabled:
+
+- Employees must follow the configured workflow.
+- Admins can still “take control” of reports if necessary.
-Check out [this guide](https://help.expensify.com/articles/expensify-classic/reports/How-Complex-Approval-Workflows-Work) for more details on how **Complex Approval Workflows** work.
+**Note:** Learn more about [Complex Approval Workflows](https://help.expensify.com/articles/expensify-classic/reports/How-Complex-Approval-Workflows-Work) for advanced setup options.
diff --git a/docs/articles/expensify-classic/reports/Report-Approvals.md b/docs/articles/expensify-classic/reports/Report-Approvals.md
index 1148489c0af7..a37189d96bff 100644
--- a/docs/articles/expensify-classic/reports/Report-Approvals.md
+++ b/docs/articles/expensify-classic/reports/Report-Approvals.md
@@ -1,5 +1,28 @@
---
title: Report Approvals
+description: Learn how to configure and enforce expense report approval workflows in Expensify Classic, including multi-level approval chains and over-limit expense reviews.
+keywords: [Expensify Classic, report approvals, approval workflows, approver assignments, over-limit expenses, advanced approval]
+---
+
+
+
+Expensify Classic lets Workspace Admins build flexible approval workflows for expense reports. You can automate simple approvals or set up detailed chains of command for large organizations.
+
+---
+
+# Choose an Approval Mode
+
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Add approvals**.
+2. Choose one of the following modes:
+ - **Submit and Close** – Automatically approves reports unless they contain violations.
+ - **Submit and Approve** – Sends each report to a single assigned approver.
+ - **Advanced Approval** – Supports multi-level approval chains with conditional logic.
+
+## Enforce Workflow Rules
+
+To prevent employees from bypassing the workflow:
+- In the **Workflows** tab, enable **Workflow Enforcement**.
+- This locks the approval path unless overridden by a Workspace Admin.
description: Learn how to set up and manage report approval workflows in Expensify, including approval modes, over-limit rules, and automated audits.
keywords: [report approval, approval workflow, over-limit expenses, advanced approval, concierge audit, receipt audit, expense rules, category approver, tag approver, enforce workflow]
---
@@ -48,6 +71,59 @@ Admins will still be able to manually override workflows if needed.
# Manually review over-limit expenses
+You can flag high-value expenses for manual review.
+
+## Set a Manual Approval Rule
+
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows**.
+2. Under **Expense approvals**, enter a dollar amount in the **Manually approve all expenses over** field.
+
+## Assign an Over-Limit Approver
+
+For workspaces using **Advanced Approval**, assign a backup approver for large reports.
+
+1. Go to **Settings > Workspace > [Workspace Name] > Members**.
+2. Click **Settings** next to a member’s name.
+3. In the **If report total is over** field, set a dollar amount.
+4. In the **Then approves to** field, select the backup approver.
+5. Click **Save**.
+
+---
+
+# Assign Approvers by Category or Tag
+
+Use categories or tags to send expenses to specialized approvers.
+
+## Assign a Category Approver
+
+1. Go to **Settings > Workspace > [Workspace Name] > Categories**.
+2. Find the category and click **Edit**.
+3. Choose an approver from the list.
+4. Click **Save**.
+
+## Assign a Tag Approver
+
+**Note:** Tag-based approvers only work with single-level tags.
+
+1. Go to **Settings > Workspace > [Workspace Name] > Tags**.
+2. Select the relevant tag.
+3. Assign an approver.
+
+---
+
+# Understand Complex Approval Workflows
+
+## Lifecycle of an Expense Report
+
+1. **Submission** – Reports are submitted manually or via [Delay Submissions](https://help.expensify.com/articles/expensify-classic/reports/Automatically-submit-employee-reports).
+2. **Category & Tag Approvers** – Reports are routed here first, if set.
+3. **Approval Mode** – Determines how the report progresses:
+ - **Submit and Close** – Auto-closes if no violations.
+ - **Submit and Approve** – Goes to one approver.
+ - **Advanced Approval** – Follows a chain of multiple approvers.
+4. **Concierge Approval** – If enabled, Concierge approves reports under the manual limit.
+5. **Final Approval & Export** – Approved reports can be exported to an [accounting system](https://help.expensify.com/expensify-classic/hubs/connections/).
+
You can require manual review for expenses that exceed a specific dollar amount.
## Set a manual approval rule
@@ -126,6 +202,26 @@ Amal submits a report with a $1,200 flight and $950 in accommodations. Jamie (ma
# Automate receipt audits
+**Concierge Receipt Audit** automatically checks receipts for accuracy.
+
+- Available in all **Control** plan workspaces.
+- Cannot be disabled.
+- Uses **SmartScan** to compare receipt data to entered amounts.
+- Flags discrepancies for manual review.
+
+---
+
+# Customize Expense Report Auditing
+
+All reports are checked for errors and compliance. You can add manual audits for specific cases.
+
+To set this up:
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows**.
+2. Under **Expense approvals**, use the **Manually approve all expenses over** field to:
+ - Enter a **dollar amount** to review all expenses above a certain threshold.
+ - Enter a **percentage** to randomly audit that portion of compliant reports.
+3. Click **Save**.
+
**Concierge Receipt Audit** automatically reviews receipts to flag discrepancies.
- Available on all **Control** plan workspaces
@@ -152,6 +248,26 @@ You can choose to randomly audit a percentage of otherwise compliant reports.
## Can I disable Concierge Receipt Audit?
+No, this feature is always enabled on Control plan workspaces.
+
+## Who can access the Reconciliation tab?
+
+Only **Domain Admins** have access.
+
+## What if company card expenses are missing from a report?
+
+1. Use the **Reconciliation tool** to locate missing expenses.
+2. Click **Update** next to the card to sync transactions.
+3. If transactions are still missing, contact Concierge and share:
+ - Merchant name
+ - Date
+ - Amount
+ - The last four digits of the card
+
+**Note:** Only posted credit card transactions will import.
+
+
+
No. Concierge Receipt Audit is automatically enabled for all Control plan workspaces and cannot be turned off.
## Who can access the Reconciliation tab?
diff --git a/docs/articles/expensify-classic/reports/Set-default-report-title.md b/docs/articles/expensify-classic/reports/Set-default-report-title.md
index 6b684f2efe9e..80c652f9fa12 100644
--- a/docs/articles/expensify-classic/reports/Set-default-report-title.md
+++ b/docs/articles/expensify-classic/reports/Set-default-report-title.md
@@ -1,25 +1,23 @@
---
-title: Set default report title
+title: Set Custom Report Names
description: Automatically apply and enforce report titles across your workspace.
keywords: [Expensify Classic, default report title, report naming, enforce report title, report template, automatic report name, customize report name]
---
-Workspace Admins can automatically apply a default report title to all reports created within a specific workspace. You can also enforce this setting so members can't update it.
+Workspace Admins can automatically apply a custom report title to all reports created within a specific workspace. You can also enforce this setting so members can't update it.
---
# Set a Default Report Title
-1. Hover over **Settings** and select **Workspaces**.
-2. Choose the workspace you want to edit.
-3. Click the **Reports** tab on the left.
-4. Scroll to the **Default Report Title** section.
-5. Configure the title formula:
- - Use the example on the **Report Settings page**, or refer to more [report formula options](https://help.expensify.com/articles/expensify-classic/spending-insights/Custom-Templates).
+1. Head to **Settings > Workspace > [Workspace Name] > Rules**.
+2. Scroll to **Custom Report Names**.
+3. Configure the title formula:
+ - Use the example on the **Rules Settings page**, or refer to more [report formula options](https://help.expensify.com/articles/expensify-classic/spending-insights/Custom-Templates).
- Some formulas automatically update the report title as changes are made. For example, the title will update before submission if the formula includes the report date, total amount, or workspace name.
- Changes to Report Field values (e.g., `{field:Customer}`) won't update the title until the report is submitted. After submission and before approval, updates will apply automatically. Once a report is Approved or Reimbursed, the title will not update retroactively.
-6. To prevent members from editing the title, enable the **Enforce Default Report Title** toggle.
+4. To prevent members from editing the title, enable the **Enforce Custom Report Names** toggle.
---
diff --git a/docs/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports.md b/docs/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports.md
index 4fef0a21a2d1..eaf83e6f1871 100644
--- a/docs/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports.md
+++ b/docs/articles/expensify-classic/spending-insights/Export-Expenses-And-Reports.md
@@ -1,8 +1,10 @@
---
title: Export Expenses and Reports
description: How to export expenses and reports using custom reports, PDF files, CSVs, and more
+keywords: [Expensify Classic, export expense reports]
---
+
Expensify offers multiple ways to export your expenses and reports:
- **Export as a PDF**
@@ -296,3 +298,5 @@ Excel may automatically remove leading zeros. To prevent this:
1. Open Excel and click **File > Import**.
2. Select your CSV file.
3. In step 3, set relevant columns to **Text format**.
+
+
diff --git a/docs/articles/expensify-classic/spending-insights/Fringe-Benefits.md b/docs/articles/expensify-classic/spending-insights/Fringe-Benefits.md
index aa134a6e246f..004e053b257f 100644
--- a/docs/articles/expensify-classic/spending-insights/Fringe-Benefits.md
+++ b/docs/articles/expensify-classic/spending-insights/Fringe-Benefits.md
@@ -1,8 +1,11 @@
---
title: Fringe Benefits
description: How to track your Fringe Benefits
+keywords: [Expensify Classic, fringe benefits, payroll code]
---
+
+
If you need to track and report expense data for **Fringe Benefits Tax (FBT)**, Expensify offers a workflow to capture the required information and export it to a spreadsheet.
---
@@ -17,13 +20,13 @@ To start tracking FBT, add the following tags to your **Workspace**:
These tags **must be named exactly** as written above, without extra spaces.
## Setting up Tags:
-1. Go to **Settings > Workspaces > Group > _Workspace Name_ > Tags**.
+1. Go to **Settings > Workspaces > Group > [Workspace Name] > Tags**.
2. Create tags with numeric values (e.g., **"01", "02", "03"**) up to your expected maximum number of attendees.
3. These tags can be used alongside existing accounting solution tags.
4. Follow [these instructions](https://help.expensify.com/articles/expensify-classic/workspaces/Tags) to add tags.
## Add Payroll Code
-1. Navigate to **Settings > Workspaces > Group > _Workspace Name_ > Categories**.
+1. Navigate to **Settings > Workspaces > Group > [Workspace Name] > Categories**.
2. Select **Edit Category** for the relevant expense categories.
3. Add the payroll code **“TAG”**.
@@ -31,7 +34,7 @@ These tags **must be named exactly** as written above, without extra spaces.
Once you've added the attendee count tags and payroll code, email **concierge@expensify.com** with this request:
> **Subject:** Enable Fringe Benefits Tax Workflow
-> **Message:** Can you please add the custom workflow/DEW named **FRINGE_BENEFIT_TAX** to my company workspace named ****?
+> **Message:** Can you please add the custom workflow/DEW named **FRINGE_BENEFIT_TAX** to my company workspace named **Your Company Workspace Name**?
Once enabled, expenses coded with **“TAG”** will require the attendee count tags before they can be submitted.
@@ -64,3 +67,5 @@ If your expenses have multiple coding levels, your report might include:
- **Number of External Attendees** (Tag 4)
For more details, visit our [Custom Templates guide](https://help.expensify.com/articles/expensify-classic/insights-and-custom-reporting/Custom-Templates).
+
+
diff --git a/docs/articles/expensify-classic/spending-insights/Insights.md b/docs/articles/expensify-classic/spending-insights/Insights.md
index 88111c1aaded..4bc57a3bc93f 100644
--- a/docs/articles/expensify-classic/spending-insights/Insights.md
+++ b/docs/articles/expensify-classic/spending-insights/Insights.md
@@ -1,9 +1,12 @@
---
title: Custom Reporting and Insights
description: Learn how to use Custom Reporting and Insights in Expensify to analyze spending, export data, and create custom reports.
+keywords: [Expensify Classic, Insights, spending analysis]
redirect_from: articles/other/Insights/
---
+
+
The Insights dashboard in Expensify provides a real-time overview of company spending across categories, employees, projects, and departments. It allows you to identify trends, forecast budgets, and create unlimited custom reports with the help of our support team.
{:width="100%"}
@@ -47,13 +50,13 @@ If you need help creating a custom export report, click **Support** to contact t
## Can I share my custom export report?
-- Custom reports under **Settings > Workspaces > Group > [Workspace Name] > Export Formats** can be shared with other workspace admins.
+- Custom reports under **Settings > Workspaces > [Workspace Name] > Export Formats** can be shared with other workspace admins.
- Reports created under **Settings > Account > Preferences** are only available to the member who created them.
## Can I include expenses from multiple workspaces in one report?
- Yes, reports created under **Settings > Account > Preferences** can include expenses from multiple workspaces.
-- Reports created under **Settings > Workspaces > Group > [Workspace Name] > Export Formats** are limited to that workspace.
+- Reports created under **Settings > Workspaces > [Workspace Name] > Export Formats** are limited to that workspace.
## Are there default export reports available?
@@ -86,3 +89,5 @@ Yes! We offer [seven default reports](https://help.expensify.com/articles/expens
- Vendor Spend Analysis
Looking for a custom report? Reach out to your Account Manager for assistance!
+
+
diff --git a/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md b/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md
index e35e78689025..25737573512c 100644
--- a/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md
+++ b/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md
@@ -17,7 +17,7 @@ Many Expensify customers have one person managing key roles in Expensify Classic
1. [Add the new admin](https://help.expensify.com/articles/expensify-classic/workspaces/Invite-members-and-assign-roles) to the workspace.
2. [Assign the Admin role](https://help.expensify.com/articles/expensify-classic/workspaces/Change-member-workspace-roles) to the new admin.
-3. If your company uses **company card feeds, Expensify Cards, domain groups,** or **SAML**, invite the new admin as a [Domain Admin](https://help.expensify.com/articles/expensify-classic/domains/Add-Domain-Members-and-Admins).
+3. If your company uses **company card feeds, Expensify Cards, domain groups, or SAML**, invite the new admin as a [Domain Admin](https://help.expensify.com/articles/expensify-classic/domains/Add-Domain-Members-and-Admins).
**The current admin must add the new admin to all company workspaces, including ones that are no longer active:**
- The new admin must take ownership of **all company workspaces** to ensure a single **Annual Subscription** continues.
@@ -35,8 +35,8 @@ If you are the only admin with access to the company bank account in Expensify,
[Take over workspace ownership and billing](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account) to ensure a smooth financial transition.
## Re-verify the Company Bank Account
-- **1-2 business days after the bank account is shared with the **, Expensify will send **three test transactions** (two withdrawals, one deposit) to your bank account.
-- Visit **Settings > Account > Payments** or check your **Expensify Inbox** to verify these transactions.
+- One to two business days after the bank account is shared with the new admin, Expensify will send **three test transactions** (two withdrawals, one deposit) to your bank account.
+- Visit **Settings > Account > Wallet** or check your **Expensify Inbox** to verify these transactions.
## Unshare the Company Bank Account
Once the previous admin leaves, [remove their access](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-remove-access-to-a-verified-bank-account) from the bank account.
@@ -53,15 +53,15 @@ If the company uses the Expensify Card, make sure the new admin is listed as the
⚠️ **Important:** The **settlement account owner** must also be a **Domain Admin**.
## Update the Default Reimburser Assignment
-1. Go to **Settings > Workspaces**.
-2. Select the appropriate workspace.
-3. Click the **Reimbursement** tab.
-4. Ensure the correct bank account is set as the reimbursement account.
-5. If the previous admin is listed as the **Default Reimburser**, assign the new reimburser.
-
-## Reconnect Integrations & Set a New Technical Contact
-1. If the workspace is connected to an [accounting integration](https://help.expensify.com/expensify-classic/hubs/connections/) linked to the previous admin’s account, make sure to reestablish the connection to the new admin's account.
-2. If the previous admin is listed as the Technical Contact, [update that role](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-Technical-Contact) to the new admin or someone else in your company.
+1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Make or track payments**
+2. Ensure the correct bank account is set as the reimbursement account.
+3. If the previous admin is listed as the **Default Reimburser**, assign the new reimburser.
+
+## Reconnect Accounting Integrations & Set a New Technical Contact
+
+Head to **Settings > Workspace > [Workspace Name] > Accounting**:
+- If the workspace is connected to an [accounting integration](https://help.expensify.com/expensify-classic/hubs/connections/) linked to the previous admin’s account, make sure to re-establish the connection to the new admin's account.
+- If the previous admin is listed as the Technical Contact, [update that role](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-Technical-Contact) to the new admin or someone else in your company.
## Remove the Previous Admin
1. If the previous admin is staying with the company, **downgrade their role** to employee:
diff --git a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
index 61e6836ace15..a574f507d4b2 100644
--- a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
+++ b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
@@ -6,16 +6,14 @@ keywords: [Expensify Classic, technical contact, integrations, error notificatio
-When your workspace is connected to an [integration](https://help.expensify.com/expensify-classic/hubs/connections/), the assigned **Technical Contact** will receive email notifications about any export or sync errors that may occur. These notifications ensure that someone is alerted to troubleshoot and resolve any integration issues promptly.
+When your workspace is connected to an [accounting integration](https://help.expensify.com/expensify-classic/hubs/connections/), the assigned **Technical Contact** will receive email notifications about any export or sync errors that may occur. These notifications ensure that someone is alerted to troubleshoot and resolve any integration issues promptly.
---
# Assign a Technical Contact
To assign a Technical Contact:
-1. Go to **Settings > Workspace**.
-2. Select the **workspace name**.
-3. Click the **Connections** tab.
-4. In the **Technical Contact** field, you can enter the email address of the person you want to assign.
+1. Go to **Settings > Workspace > [Workspace Name] > Accounting**.
+2. In the **Technical Contact** field, you can enter the email address of the person you want to assign.
diff --git a/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md b/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md
index e496fea26d20..815c7096100e 100644
--- a/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md
+++ b/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md
@@ -1,5 +1,5 @@
---
-title: Assign billing owner and payment account
+title: Assign Billing Owner and Payment Account
description: Determine who will cover the cost of the workspace and link a payment method
keywords: [Expensify Classic, billing owner, transfer billing, change payment account]
---
diff --git a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
index 25f9ce0cf423..f2bf15c5349e 100644
--- a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
+++ b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
@@ -1,7 +1,7 @@
---
title: Update workspace member roles
description: Learn how to update a member's role and permissions in a workspace.
-keywords: workspace roles, permissions, workspace admin, approval settings
+keywords: [Expensify Classic, workspace roles, permissions, workspace admin, approval settings]
---
@@ -27,7 +27,7 @@ Workspace admins may need to update a member's role to adjust their permissions,
To change the roles and permissions for members of your workspace:
1. Go to **Settings > Workspaces > [Workspace Name] > Members**.
-2. Click the **Settings** icon next to the desired member.
+2. Click the **Settings** icon next to the member.
3. Select a new role for the member.
4. Click **Save**.
@@ -35,7 +35,7 @@ To change the roles and permissions for members of your workspace:
# Advanced Approval
-If your workspace uses **Advanced Approvals**, you can select an **Approves to** option. This determines who must approve the member's reports:
+If your workspace uses **Advanced Approvals**, you can configure an approver in the **Approves to** section:
1. Go to **Settings > Workspaces > [Workspace Name] > Members**.
2. Click the **Settings** icon next to the desired member.
3. Select a new role for the member.
@@ -44,4 +44,12 @@ If your workspace uses **Advanced Approvals**, you can select an **Approves to**
**Note:** If no one is selected in the **Approves To** field, then any **Auditor** or **Workspace Admin** can approve that member’s reports. Ensure approval chains are properly configured to avoid delays in report processing.
+---
+
+# FAQ
+
+## How can I tell if my workspace is using an Advanced Approval workflow?
+
+You can check the approval workflow for your workspace under **Settings > Workspaces > [Workspace Name] > Workflows**.
+
diff --git a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
index 5f6e2baa26a7..c2b7ef53ff05 100644
--- a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
+++ b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
@@ -9,6 +9,7 @@ Expensify offers flexible reimbursement options to help businesses quickly and e
There are a few ways to reimburse employees in Expensify. The option that's best suited for you and your business will depend on a few different factors:
- **Direct Reimbursement**: For companies with a business bank account in the US that reimburse employees within the US.
+- **Indirect Reimbursement**: This option is available to all members, and connecting a bank account to Expensify is not required. Indirect reimbursements that all reports are reimbursed outside of Expensify.
- **Indirect Reimbursement**: This option is available to all members, and connecting a bank account to Expensify is not required. Indirect reimbursements mean that all reports are reimbursed outside of Expensify.
- **Global Reimbursement**: If your company bank account is in the US, Canada, the UK, Europe, or Australia, you can reimburse employees directly in nearly any country worldwide.
@@ -16,7 +17,7 @@ There are a few ways to reimburse employees in Expensify. The option that's best
# Set Up Direct Reimbursement
-Once a [business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable Direct Reimbursement under **Settings > Workspaces > Workspace Name > Reimbursement > Direct**.
+Once a [business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable Direct Reimbursement under **Settings > Workspaces > [Workspace Name] > Workflows > Make or track payments > Direct**.
## Direct Reimbursement Features
- **Select a default reimburser for the Workspace from the dropdown menu**:
@@ -32,7 +33,7 @@ Once a [business bank account is connected to Expensify](https://help.expensify.
# Set Up Indirect Reimbursement
-A Workspace Admin can enable Indirect Reimbursement under **Settings > Workspaces > Workspace Name > Reimbursement > Indirect**.
+A Workspace Admin can enable Indirect Reimbursement under **Settings > Workspaces > [Workspace Name] > Make or track payments > Indirect**.
## Indirect Reimbursement Features
If you reimburse through a separate system or payroll, Expensify can collect and export employee bank account details for you. Contact Concierge if you need the **Reimbursement Details Export** format added to your account.
@@ -41,7 +42,7 @@ If you reimburse through a separate system or payroll, Expensify can collect and
# Set Up Global Reimbursement
-Once [a business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable **Global Reimbursement** by navigating to **Settings > Workspaces > Workspace Name > Reimbursement > Direct** and selecting **Enable Global Reimbursements**.
+Once [a business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable **Global Reimbursement** by navigating to **Settings > Workspaces > [Workspace Name] > Workflows > Make or track payments > Direct** and selecting **Enable Global Reimbursements**.
More information on setting up Global Reimbursement can be found **[here](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Global-Reimbursements)**.
@@ -57,8 +58,8 @@ Employee bank account details can be exported from the Reports page by selecting
Yes, you can update the name of a bank account under **Settings > Account > Wallet** by clicking the pencil icon next to the bank account name.
-## What is the benefit of setting a default reimburser?
+## What is the benefit of setting someone as a default reimburser?
-Setting a default reimburser on the Workspace helps to ensure that all outstanding reports are reimbursed. The default reimburser receives notifications alerting them to reports that require their action.
+Having a designated member reimbursing for the Workspace helps to ensure that all outstanding reports are reimbursed. The default reimburser receives notifications alerting them to reports that require their action.
diff --git a/docs/articles/expensify-classic/workspaces/Create-categories.md b/docs/articles/expensify-classic/workspaces/Create-categories.md
index 411e82875687..0cdeda78172e 100644
--- a/docs/articles/expensify-classic/workspaces/Create-categories.md
+++ b/docs/articles/expensify-classic/workspaces/Create-categories.md
@@ -13,7 +13,7 @@ You can enable, turn off, edit, or delete the default categories. You can also a
# Manually Add Categories
-1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories**
+1. Head to **Settings > Workspace > [Workspace Name] > Categories**
2. Scroll to the bottom of the Categories section.
3. Enter the category name in the **Add a Category** field and click **Add**.
@@ -25,7 +25,7 @@ When integrating with an accounting system, Expensify automatically imports gene
To update categories that are imported from an accounting integration:
1. In your accounting system, update the category details.
-2. In Expensify, head to **Settings > Workspace > Group > [Workspace Name] > Connections**.
+2. In Expensify, head to **Settings > Workspace > [Workspace Name] > Accounting**.
3. Click **Sync Now**.
You can learn about accounting integration category settings by selecting your accounting integration [here](https://help.expensify.com/expensify-classic/hubs/connections/) and reviewing the corresponding configuration resource.
@@ -45,7 +45,7 @@ You can import a list of categories using a **.csv, .txt, .xls, or .xlsx** file.
- Comments (Required/Not Required)
- Comment Hint
- Expense Limit Type
-2. In Expensify, head to **Settings > Workspace > Group > [Workspace Name] > Categories**
+2. In Expensify, head to **Settings > Workspace > [Workspace Name] > Categories**
3. Click **Import from Spreadsheet**.
4. Review the guidelines, select the checkbox if your file has headers in the first row, and click **Upload File**.
@@ -57,19 +57,19 @@ You can import a list of categories using a **.csv, .txt, .xls, or .xlsx** file.
You can create subcategories under a main category. For example, "Flight" and "Lodging" can be subcategories under "Travel."
-1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories**
+1. Head to **Settings > Workspace > [Workspace Name] > Categories**
2. Scroll to the **Add a Category** field.
3. Enter the main category name, followed by a colon, then the subcategory name (e.g., `Travel: Flight`).
4. Click **Add**. Repeat for additional subcategories.
-When an expense is created, the new subcategories will appear as a dropdown list under the category. The text before the colon will show as the category header (which will not be selectable). The member will have to select an item from the subcategories to add it to the expense.
+When an expense is created, the new subcategories will appear as a drop-down list under the category. The text before the colon will show as the category header (which will not be selectable). The member will have to select an item from the subcategories to add it to the expense.
---
# Manage Default Categories
Once you manually add categories or import them from a connected accounting system, you can control their visibility and settings:
-1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories**
+1. Head to **Settings > Workspace > [Workspace Name] > Categories**
2. Manage categories as needed:
- **Enable/disable**: Click the toggle next to a category. Use the toggle at the top to turn all categories on/off at once.
- **Edit**: Click the category name and enter a new name.
diff --git a/docs/articles/expensify-classic/workspaces/Create-tags.md b/docs/articles/expensify-classic/workspaces/Create-tags.md
index 1c4e49498d23..1302103098ac 100644
--- a/docs/articles/expensify-classic/workspaces/Create-tags.md
+++ b/docs/articles/expensify-classic/workspaces/Create-tags.md
@@ -1,7 +1,7 @@
---
title: Create Tags
description: Code expenses by creating tags
-keywords: [Expensify Classic, tags, tag expenses]
+keywords: [Expensify Classic, tags, tag expenses. code expenses]
---
@@ -9,7 +9,7 @@ You can tag expenses for a specific department, project, location, cost center,
**There are two options for tag configuration in Expensify:**
- **Single Tags**: Employees click one dropdown to select one tag. Single tags are helpful if employees need to select only one tag from a list, for example, their department.
-- **Multi-level Tags**: Employees click multiple dropdowns to select more than one tag. You can also create dependent tags that only appear if another tag has already been selected. Multi-tags are helpful if you have multiple tags, for example, projects, locations, cost centers, etc., for employees to select or if you have dependent tags. For example, if an employee selects a specific department, another tag can appear where they have to select their project.
+- **Multi-level Tags**: Employees click multiple dropdowns to select more than one tag. You can also create dependent tags that only appear if another tag has already been selected. Multi-tags are helpful if you have multiple tags, for example, projects, locations, cost centers, etc., for employees to select, or if you have dependent tags. For example, if an employee selects a specific department, another tag can appear where they have to select their project.
---
@@ -18,21 +18,15 @@ You can tag expenses for a specific department, project, location, cost center,
## Manually Add Individual Tags
You can also add single tags by adding them manually:
-1. Hover over Settings, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Tags** tab on the left.
-5. Enter a tag name into the field and click **Add**.
+1. Head to **Settings > Workspace > [Workspace Name] > Tags**.
+2. Enter a tag name into the field and click **Add**.
## Import via Spreadsheet
You can add a list of single tags by importing them via .csv, .txt, .xls, or .xlsx spreadsheet:
-1. Hover over Settings, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Tags** tab on the left.
-5. Click **Import from Spreadsheet**.
-6. Review the guidelines, select the checkbox if your file has headers as the first row, and click **Upload File**.
+1. Head to **Settings > Workspace > [Workspace Name] > Tags**.
+2. Click **Import from Spreadsheet**.
+3. Review the guidelines, select the checkbox if your file has headers as the first row, and click **Upload File**.
⚠️ **Important:** Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update the current spreadsheet and re-import it into Expensify.
@@ -43,13 +37,10 @@ You can add a list of single tags by importing them via .csv, .txt, .xls, or .xl
When you first connect your accounting integration (for example, QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite), you’ll configure classes, customers, projects, department locations, etc., that automatically import into Expensify as tags.
To update your tags in Expensify, you must first update the tag in your accounting system:
-1. Hover over Settings, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Connections** tab on the left.
-5. Click **Sync Now**.
+- Head to **Settings > Workspace > [Workspace Name] > Accounting**.
+- Click **Sync Now**.
-Once the tags are updated in your accounting integration, the changes will automatically reflect in Expensify after the connection sync is run. Syncing typically takes a few minutes but can take longer depending on the number of updates.
+Once the tags are updated in your accounting integration, the changes will automatically reflect in Expensify after the connection sync is run. Syncing typically takes a few minutes, but can take longer depending on the number of updates.
---
@@ -68,7 +59,7 @@ Then use one of the following templates to build your tags list:
**Note** If you have more than 50,000 tags, divide them into two separate files.
**When you're ready to import the multi-level tags list:**
-1. Head to **Settings > Group > Workspaces > [Workspace Name] > Tags**.
+1. Head to **Settings > Workspaces > [Workspace Name] > Tags**.
2. Enable the “Use multiple levels of tags” option.
3. Click **Import from Spreadsheet**.
4. Select the applicable checkboxes and click **Upload Tags**.
diff --git a/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md b/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md
index 3b16b5f86e4d..351dc765b45d 100644
--- a/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md
+++ b/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md
@@ -19,13 +19,10 @@ You can hover over the icon to see a brief description, and you can find more de
# Enable Expense Violations
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Expenses** tab on the left.
-5. Click the **Enable violations** toggle to turn it on or off.
+1. Head to **Settings > Workspace > [Workspace Name] > Rules**
+2. Under **Violations**, toggle **Enable violations** to turn it on or off.
- If disabled, expense violations will no longer appear, and workspace rules will not enforce restrictions.
-6. If enabled, enter the expense rules that will be used to create violations:
+3. If enabled, enter the expense rules that will be used to create violations:
- **Max expense age (days)**: How old an expense can be
- **Max expense amount**: How much a single expense can cost
- **Receipt required amount**: How much a single expense can cost before a receipt is required
@@ -39,12 +36,9 @@ You can hover over the icon to see a brief description, and you can find more de
Admins on a Control workspace can enable specific rules for each category, including setting expense caps for specific categories, requiring receipts, and more. These rules allow you to set different limits per category. For example, you can set a general expense limit of $2,500 but limit daily entertainment expenses to $150 per person. You can also choose to exempt certain expense types, such as mileage or per diem, from receipt requirements.
To set up category rules:
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Categories** tab on the left.
-5. Click **Edit** next to the category.
-6. Enter your category rules as needed:
+1. Head to **Settings > Workspace > [Workspace Name] > Categories**.
+2. Click **Edit** next to the category.
+3. Enter your category rules as needed:
- **GL Code and Payroll Code**: Add general ledger (GL) or payroll codes to the category for accounting.
- **Max Amount**: Set specific expense caps per expense or per day.
- **Receipts**: Define whether receipts are required for the category.
@@ -54,21 +48,15 @@ To set up category rules:
If users violate these rules, the violations will be displayed in red on the report.
-**Note:** If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless a comment is added to the expense.
+**Note:** If Delayed Submission is enabled on a workspace, expenses with category violations will not be auto-submitted unless a comment is added to the expense.
---
# Make Categories Required
-This setting ensures all expenses must be coded with a category.
-
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Categories** tab on the left.
-5. Click the **People must categorize expenses** toggle.
+This setting ensures that all expenses must be coded with a category. If a category is not selected, the report will receive a violation, which may prevent submission if **Delayed Submission** is enabled.
-If a category is not selected, the report will receive a violation, which may prevent submission if **Scheduled Submit** is enabled.
+You can set this up under **Settings > Workspace > [Workspace Name] > Categories**, select **People must categorize expenses**.
---
@@ -86,14 +74,13 @@ Each workspace member must now select a tag before submitting an expense.
# Require Strict Compliance by Domain Group
-You can enforce strict compliance to ensure that all workspace rules are met before members of a specific domain group can submit an expense report—even if they add a note. Every rule must be followed without exception.
+You can enforce strict compliance to ensure that all workspace rules are met before members of a specific domain group can submit an expense report, even if they add a note. Every rule must be followed without exception.
**Note:** This setting prevents members from submitting reports where a manager has granted them a manual exception for workspace rules.
To enable strict compliance:
-1. Hover over **Settings**, then click **Domains**.
-2. Click the **Groups** tab on the left.
-3. Click **Edit** next to the domain group name.
+1. Head to **Settings > Domains > [Domain Name] > Groups**.
+3. Click **Edit** next to the Domain Group name.
4. Click the **Strictly enforce expense workspace rules** toggle.
---
@@ -111,6 +98,6 @@ GL account numbers are only visible to **Workspace Admins** when part of a Contr
## What causes a category violation?
- An expense is categorized under a category that is not included in the workspace settings.
-- If workspace categories are imported from an accounting system and updated there but not in Expensify, old categories may still be assigned, leading to violations. Re-select a correct category to resolve the issue.
+- If workspace categories are imported from an accounting system and updated there but not in Expensify, old categories may still be assigned, leading to violations. Re-select the correct category to resolve the issue.
diff --git a/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md b/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md
index f94a655f49f8..699195959c9d 100644
--- a/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md
+++ b/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md
@@ -12,14 +12,11 @@ A Workspace Admin must first enable per diem expenses and set the per diem rates
# Set Per Diem Rates
To enable and set per diem rates:
-1. Go to `Settings > Workspaces > [Workspace Name] > Per Diem`.
-2. Click the **Per Diem** tab on the left.
-3. Click the Per Diem toggle to enable it.
-4. Create a `.csv`, `.txt`, `.xls`, or `.xlsx` spreadsheet containing four columns: **Destination, Sub-rate, Amount, and Currency**. Each row should represent a different location where an employee may travel, including states and/or countries to account for cost differences (see example templates below).
-5. Click **Import from spreadsheet**.
-6. Click **Upload** to select your spreadsheet.
-
-**Note:** These instructions apply to Expensify Classic. If using New Expensify, settings may differ.
+1. Go to **Settings > Workspaces > [Workspace Name] > Per Diem**.
+2. Click the Per Diem toggle to enable it.
+3. Create a `.csv`, `.txt`, `.xls`, or `.xlsx` spreadsheet containing four columns: **Destination, Sub-rate, Amount, and Currency**. Each row should represent a different location where an employee may travel, including states and/or countries to account for cost differences (see example templates below).
+4. Click **Import from spreadsheet**.
+5. Click **Upload** to select your spreadsheet.
---
diff --git a/docs/articles/expensify-classic/workspaces/Expense-Settings.md b/docs/articles/expensify-classic/workspaces/Expense-Settings.md
index 42aca4f392f2..06c8a7dfef5e 100644
--- a/docs/articles/expensify-classic/workspaces/Expense-Settings.md
+++ b/docs/articles/expensify-classic/workspaces/Expense-Settings.md
@@ -1,13 +1,13 @@
---
-title: Expensify Workspace Expense Settings
+title: Expense Rules
description: Customize and manage expense settings at the workspace level, including violations, reimbursable preferences, billable expenses, and mileage rates.
-keywords: [Expensify Classic, expenses, violations, reimbursable, billable, mileage, eReceipts, tax, Concierge Receipt Audit]
+keywords: [Expensify Classic, expenses, violations, reimbursable, billable, mileage, eReceipts, taxes, Concierge Receipt Audit, expense rules]
---
-Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, there are various settings you can configure to suit your needs.
+Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, you can configure various settings to suit your needs.
-You can manage expense settings under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**. From here, you can customize the following expense-level settings:
+You can manage expense rules and distance rates at the workspace level. The following expense-level settings are customizable:
- **Violations**: Flags employee expenses that fall outside of workspace preferences.
- **Preferences**: Configure reimbursable and billable settings for submitted expenses.
@@ -16,9 +16,9 @@ You can manage expense settings under **Settings** > **Workspaces** > **Individu
---
-# Expense Violations
+# Expenses
-A **Workspace Admin** can customize the following parameters at the expense level:
+A **Workspace Admin** can customize the following rules at the expense level:
- **Max Expense Age (Days)**
- **Max Expense Amount**
- **Receipt Required Amount**
@@ -27,14 +27,10 @@ If an expense is submitted outside these parameters, Expensify automatically fla
More details on violations can be found [here](https://help.expensify.com/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations).
----
-
-# Expense Preferences
-
-A **cash expense** refers to any manually created expense or a receipt uploaded for SmartScan—it does not indicate payment with physical cash. The most common alternative is **credit card expenses**, which are imported from a connected card or bank.
-
## Reimbursable Expenses
+A **cash expense** refers to any manually created expense or receipt uploaded for SmartScan—it does not indicate payment with physical cash. The most common alternative is credit card expenses, which are imported from a connected card or bank.
+
There are four options for cash expenses:
- **Reimbursable by default** – Cash expenses are reimbursable but can be marked as non-reimbursable.
- **Non-reimbursable by default** – Cash expenses are non-reimbursable but can be marked as reimbursable.
@@ -43,8 +39,8 @@ There are four options for cash expenses:
## Billable Expenses
-Billable expenses refer to costs that must be re-billed to a client or vendor. To configure billable expense settings:
-1. Go to **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**
+Billable expenses refer to costs that must be rebilled to a client or vendor. To configure billable expense settings:
+1. Go to **Settings > Workspace > [Workspace Name] > Rules > Preferences**
2. Choose the best setting:
- **Disabled** – Expenses cannot be marked as billable.
- **Default to billable** – Expenses are billable by default but can be marked as non-billable.
@@ -70,23 +66,22 @@ You can control receipt visibility under **Public Receipt Visibility**:
---
-# Distance Expenses
+# Distance Rates
+
To configure distance-based expenses:
-1. Select whether you want to track **miles** or **kilometers**.
-2. Set the default category for distance expenses.
-3. Click **Add a Mileage Rate** to define custom rates.
-4. Set the reimbursable amount per mile or kilometer.
+1. Head to **Settings > Workspace > [Workspace Name] > Distance Rates**.
+2. Select whether you want to track **miles** or **kilometers**.
+3. Set the default category for distance expenses.
+4. Click **Add a Mileage Rate** to define custom rates.
+5. Set the reimbursable amount per mile or kilometer.
**Note:** If a mileage rate is toggled off, users cannot select it when creating new distance expenses. If only one rate is available, it remains active by default.
----
-
-# Track Tax on Mileage Expenses
-If tracking tax in Expensify, you can enable tax tracking for distance expenses under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Tax**.
+## Track Tax on Mileage Expenses
+If tracking tax in Expensify, you can enable tax tracking for distance expenses under **Settings > Workspace > [Workspace Name] > Taxes**.
Once tax is enabled, you will see a **Track Tax** toggle in the Distance section. When enabled, you must enter:
-
- **Tax Reclaimable On** (what portion of the expense is taxable)
- **Tax Rate** (percentage of tax applied)
@@ -95,9 +90,10 @@ Once tax is enabled, you will see a **Track Tax** toggle in the Distance section
---
# Time Expenses
-Track time-based expenses for billing clients or processing employee stipends. To enable time tracking:
+Track time-based expenses for billing clients or processing employee stipends.
-1. Navigate to the **Time** section in the workspace settings.
+To enable time tracking:
+1. Navigate to the **Settings > Workspace > [Workspace Name] > Time**.
2. Click the toggle to enable time-based expenses.
3. Set a default hourly rate.
@@ -106,6 +102,7 @@ Users can then log time-based expenses via the [Expenses](https://expensify.com/
---
# Concierge Receipt Audit
+
Concierge Receipt Audit provides **real-time compliance checks** on receipts submitted by employees. It detects potential issues before expense reports are submitted for approval, ensuring accuracy and reducing manual oversight.
## Benefits of Concierge Receipt Audit:
diff --git a/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md b/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md
index aefa4935605b..dd729260054b 100644
--- a/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md
+++ b/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md
@@ -3,6 +3,7 @@ title: Invite members and assign roles
description: Invite new members to your workspace and assign them a role
keywords: [Expensify Classic, invite members, member roles]
---
+
**Workspace Admins can invite new members to a workspace by:**
@@ -20,11 +21,9 @@ Each option is outlined below in more detail.
Enabling pre-approvals allows members to automatically join your workspace when they create an Expensify account using their domain email address (e.g., yourname@yourcompany.com).
Follow these steps to enable automatic access to your workspace:
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Members** tab on the left.
-5. Below your Workspace Joining Link, enable **Pre-approve join requests from validated users at {domain name}**.
+1. Under **Setting > Workspace > [Workspace Name] > Overview**
+2. Scroll to the **Workspace Joining Link** section.
+3. Below the Workspace Joining Link, enable **Pre-approve join requests from validated users at {domain name}**.
---
@@ -33,11 +32,9 @@ Follow these steps to enable automatic access to your workspace:
You can copy your workspace’s unique link and share it with someone you want to invite to your workspace.
To find your workspace’s unique link:
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Members** tab on the left.
-5. Copy your Workspace Joining Link and send it via Slack, Teams, or any other communication method.
+1. Head to **Setting > Workspace > [Workspace Name] > Overview**.
+2. Scroll down to **Workspace Joining Link**.
+3. Copy the Workspace Joining Link and send it via Slack, Teams, or any other communication method.
---
@@ -45,16 +42,13 @@ To find your workspace’s unique link:
To send an email invitation to your workspace:
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the **Group** tab on the left.
-3. Click the desired workspace name.
-4. Click the **Members** tab on the left.
-5. Click **Invite**.
-6. Enter the phone number or email address of the person you’re inviting.
-7. Select a role for the new member (see table below).
-8. If your workspace uses Advanced Approvals, select **Approves to**. This determines who the member’s reports must be approved by, if applicable. If no one is selected, then if the member submits a report, anyone with the **Auditor** or **Workspace Admin** role can approve their reports.
-9. Add a personal message, if desired. This message will appear in the invitation email or message.
-10. Click **Invite**.
+1. Navigate to **Setting > Workspace > [Workspace Name] > Members**.
+2. Click **Invite**.
+3. Enter the phone number or email address of the person you’re inviting.
+4. Select a role for the new member (see table below).
+5. If your workspace uses Advanced Approvals, select **Approves to**. This determines, if applicable, who the member’s reports must be approved by. If no one is selected, then if the member submits a report, anyone with the **Auditor** or **Workspace Admin** role can approve it.
+6. Add a personal message, if desired. This message will appear in the invitation email or message.
+7. Click **Invite**.
**Note:** If you’re inviting multiple people who will be assigned the same role, you can enter multiple email addresses or phone numbers by separating them with a comma.
@@ -82,14 +76,10 @@ To add members in bulk:
- **Approves To**
- **Approval Limit**
- **Over Limit Forward To**
-2. Hover over **Settings**, then click **Workspaces**.
-3. Click the **Group** tab on the left.
-4. Click the desired workspace name.
-5. Click the **Members** tab on the left.
-6. Click **Import from spreadsheet**.
-7. Match the columns in your spreadsheet with the Expensify data they correspond to.
-8. Click **Import**.
-
-**Note:** If you are utilizing the **Advanced Approval** feature, you can specify to who each member should submit their expense reports and who an approver should send approved reports for the next step in the approval process. If someone is the final
+2. Under **Setting > Workspace > [Workspace Name] > Members**, click **Import from spreadsheet**.
+3. Match the columns in your spreadsheet with the Expensify data they correspond to.
+4. Click **Import**.
+
+**Note:** If you are utilizing the **Advanced Approval** feature, you can specify to whom each member should submit their expense reports and who an approver should send approved reports for the next step in the approval process. If someone is the final
diff --git a/docs/articles/expensify-classic/workspaces/Remove-Members.md b/docs/articles/expensify-classic/workspaces/Remove-Members.md
index bb6fa589cadf..ec5ec8ea34d5 100644
--- a/docs/articles/expensify-classic/workspaces/Remove-Members.md
+++ b/docs/articles/expensify-classic/workspaces/Remove-Members.md
@@ -26,29 +26,30 @@ Removing a member from a workspace prevents them from submitting reports to or a
# FAQ
## Will reports from this member on this workspace still be available?
-Yes, as long as the reports have been submitted. You can navigate to the **Reports** page and enter the member's email in the search field to find them. However, **Draft reports** will be removed from the workspace, so these will no longer be visible to the Workspace Admin.
+Yes, as long as the reports have been submitted. You can navigate to the Reports page and enter the member's email in the search field to find them. However, draft reports will be removed from the workspace, so they will no longer be visible to the Workspace Admin.
## Can members still access their reports on a workspace after they have been removed?
-Yes. Any report that has been approved will now show the workspace as "(not shared)" in their account. If it is a **Draft Report,** they will still be able to edit it and add it to a new workspace. If the report is **Approved or Reimbursed,** they will not be able to edit it further.
+Yes. Any report that has been approved will now show the workspace as "(not shared)" in their account. If it is a **Draft Report**, they will still be able to edit it and add it to a new workspace. If the report is **Approved or Reimbursed,** they will not be able to edit it further.
## Who can remove members from a workspace?
Only **Workspace Admins**. Members cannot add or remove themselves from a workspace. **Domain Admins** who are not also Workspace Admins cannot remove a member from a workspace.
## How do I remove a member from a workspace if I am seeing an error message?
-If a member is a **Preferred Exporter, Billing Owner, Report Approver,** or has **Processing Reports,** follow these steps before removing them:
+If a member is a Preferred Exporter, Billing Owner, Report Approver, or has submitted reports in the **processing state**, follow these steps before removing them:
- **Preferred Exporter:**
- - Go to **Settings > Workspaces > [Workspace Name] > Connections > Configure**.
+ - Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
+ - On your accounting integration, click **Configure**.
- Select a different Workspace Admin in the dropdown for **Preferred Exporter**.
- **Billing Owner:**
- Take over billing on the **Settings > Workspaces > [Workspace Name] > Overview** page.
-- **Processing Reports:**
- - Approve or reject the member’s reports on your **Reports** page.
-
- **Approval Workflow:**
- Remove them as an approver by going to **Settings > Workspaces > [Workspace Name] > Members > Approval Mode**.
- Change the "**Submit reports to**" field.
+- **Processing Reports:**
+ - Approve or reject the member’s reports on your **Reports** page.
+
diff --git a/docs/articles/expensify-classic/workspaces/Set-Currency.md b/docs/articles/expensify-classic/workspaces/Set-Currency.md
index a12c3007a5ff..635d29137ee7 100644
--- a/docs/articles/expensify-classic/workspaces/Set-Currency.md
+++ b/docs/articles/expensify-classic/workspaces/Set-Currency.md
@@ -3,8 +3,8 @@ title: Setting Up Report Currency
description: Define a currency in your workspace's settings.
keywords: [Expensify Classic, workspace currency, expense conversion, report output currency]
---
-
-
+
+
As a workspace admin, you can choose a default currency for your employees' expense reports, and Expensify will automatically convert any expenses into that currency.
**Key Considerations:**
@@ -14,34 +14,37 @@ As a workspace admin, you can choose a default currency for your employees' expe
---
-# Select or Update the Currency for a Workspace
+# Select or Update the Currency on a Workspace
## As an Admin on a Company Workspace
+
You must be a Workspace Admin to update the currency settings for a company workspace.
-1. Sign into your Expensify web account.
-2. Go to **Settings > Workspaces > Group > _[Workspace Name]_ > Reports**.
-3. Adjust the **Report Output Currency**.
+1. Sign in to your Expensify web account.
+2. Go to **Settings > Workspace > [Workspace Name] > Overview > Default currency**.
+3. Adjust the **Report Output Currency** using the drop-down menu.
## On an Individual Workspace
-1. Sign into your Expensify web account.
-2. Go to **Settings > Workspaces > Individual > _[Workspace Name]_ > Reports**.
-3. Adjust the **Report Output Currency**.
+1. Sign in to your Expensify web account.
+2. Go to **Settings > Workspaces > [Workspace Name] > Overview > Report Currency**.
+3. Adjust the **Report Output Currency** using the drop-down menu.
**Note:** The currency setting on an individual workspace is overridden when a report is submitted on a company workspace.
---
# Currency Conversion Rates
+
- Expensify uses **Open Exchange Rates** to convert expenses.
- Expenses are converted using the **daily average rate** on the date of purchase.
-- If the markets are closed (e.g., weekends), the most recent available rate is used.
+- If the markets are closed (e.g., on weekends), the most recent available rate is used.
- Future-dated expenses will reflect the latest available exchange rate until the transaction occurs.
---
# Managing Multiple Currencies Across Locations
+
If your employees submit reports in various currencies, the best approach is to:
- **Create separate workspaces** for different regions or currencies.
diff --git a/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md b/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
index fbaa11c0d4c4..3b2751d1ab09 100644
--- a/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
+++ b/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
@@ -15,17 +15,17 @@ Before using the invoicing feature, you'll need to [connect a business bank acco
Then, follow these steps to set up invoicing:
1. Log into your Expensify account from the web (not the mobile app).
-2. Go to **Settings > Workspaces > Group > [Workspace Name] > Invoices**.
+2. Go to **Settings > Workspaces > [Workspace Name] > Invoices**.
Here, you can create a markup or add a payment account.
## Add a Logo
-From your Expensify account on the web, go to **Settings > Account > Profile**. Click Edit Photo under Your Details to upload your company logo.
+From your Expensify account on the web, go to **Settings > Account > Profile**. Click **Edit Photo** to upload your company logo. Once that's complete, the new image will appear on your invoices.
## Set the Workspace Currency
-To set the currency, go to **Settings > Workspaces > Reports**. Setting the currency adds default report-level fields to your invoices. You can see these at the bottom of the [**Reports**](https://expensify.com/reports) page.
+To set the currency, go to **Settings > Workspaces > [Workspace Name] > Overview > Report Currency**. Setting the currency adds default report-level fields to your invoices. You can see these at the bottom of the [**Reports**](https://expensify.com/reports) page.
Below are the default report-level fields based on common currencies:
- **GBP**: VAT Number & Supplier Address (your company address)
@@ -42,7 +42,7 @@ In addition to the default report-level fields, you can create custom invoice fi
At the bottom of the **Reports** page, under the _Add New Field_ section, you'll have multiple options:
- **Field Title**: The field's name is displayed on your invoice.
-- **Type**: Choose a _text-based_ field, a _dropdown_ selection, or a _date_ selector.
+- **Type**: Choose a text-based field, a dropdown selection, or a date selector.
- **Report Type**: Select **Invoice** to add the field to your invoices.
Click **Add** once you've set your field parameters.
@@ -51,7 +51,7 @@ Click **Add** once you've set your field parameters.
# Remove Fields from Invoices
-To delete a report field, click the red trashcan icon on the field under **Settings > Group > Workspaces > [Workspace Name] > Reports**. This will remove the field from all future invoices.
+To delete a report field, click the red trashcan icon on the field under **Settings > Workspaces > [Workspace Name] > Reports Fields**. This will remove the field from all future invoices.
Unsent invoices will have a red **X** next to the report field, which you can click to remove before sending the invoice to your customer.
diff --git a/docs/articles/expensify-classic/workspaces/Set-time-and-distance-rates.md b/docs/articles/expensify-classic/workspaces/Set-time-and-distance-rates.md
index bf6928f7c660..e9e248171bd2 100644
--- a/docs/articles/expensify-classic/workspaces/Set-time-and-distance-rates.md
+++ b/docs/articles/expensify-classic/workspaces/Set-time-and-distance-rates.md
@@ -11,10 +11,7 @@ You can set default rates at the workspace level to track employees' billable ti
# Set Time and Distance Rates
-1. Hover over **Settings**, then **Workspaces > Group**.
-2. Click the desired workspace name.
-3. Click the **Expenses** tab on the left.
-4. Scroll to the **Time & Distance** section and set your rates.
+Head to **Settings > Workspace > [Workspace Name] > Distance rates:**
- **For distance:**
- If desired, adjust your **unit** (miles or kilometers) and your **default category**. These options will apply to all of your distance rates.
- To add a new rate, click **Add a Mileage Rate**.
diff --git a/docs/articles/expensify-classic/workspaces/Set-up-category-automation.md b/docs/articles/expensify-classic/workspaces/Set-up-category-automation.md
index 58e73da78443..20e23fe9531e 100644
--- a/docs/articles/expensify-classic/workspaces/Set-up-category-automation.md
+++ b/docs/articles/expensify-classic/workspaces/Set-up-category-automation.md
@@ -20,10 +20,9 @@ You can also set up automatic category assignments based on the merchant categor
Expensify automatically detects the merchant type for most imported credit card expenses based on the MCC. To categorize these expenses under a custom category, follow these steps:
-1. Go to **Settings > Workspaces > Group > [Workspace Name]**
-3. Click the **Categories** tab.
-4. Scroll to the **Default Categories** section.
-5. Click the **Edit** icon next to the default category you want to update.
-6. Select the appropriate category and save your changes.
+1. Go to **Settings > Workspace > [Workspace Name] > Categories**.
+2. Scroll to the **Default Categories** section.
+3. Click the **Edit** icon next to the default category you want to update.
+4. Select the appropriate category and save your changes.
diff --git a/docs/articles/expensify-classic/workspaces/Track-Taxes.md b/docs/articles/expensify-classic/workspaces/Track-Taxes.md
index 981a9445327d..c3774d55b22c 100644
--- a/docs/articles/expensify-classic/workspaces/Track-Taxes.md
+++ b/docs/articles/expensify-classic/workspaces/Track-Taxes.md
@@ -1,7 +1,7 @@
---
title: Track Taxes
description: How to track taxes and apply them to expenses
-keywords: [Expensify Classic, track tax]
+keywords: [Expensify Classic, track taxes]
---
@@ -12,9 +12,10 @@ Expensify's tax tracking allows you to create tax rates and codes for domestic a
# Tax Tracking - Connected to an Accounting Integration
If your Workspace is connected to **Xero, QuickBooks Online, Sage Intacct,** or **NetSuite**, follow these steps to set up tax tracking:
-1. Go to **Settings > Workspaces > [Workspace Name] > Connections**.
-2. Click **Configure**.
-3. Click **Sync Connection**.
+1. Configure the tax settings in your accounting system.
+2. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
+3. Click **Configure**.
+4. Click **Sync Connection**.
The tax rates are then imported from the accounting system and displayed with the connection's logo.
@@ -23,7 +24,7 @@ The tax rates are then imported from the accounting system and displayed with th
# Tax Tracking - Not Connected to an Accounting Integration
If your Workspace is not connected to an accounting system, follow these steps to set up tax tracking:
-1. Go to **Settings > Workspaces > [Workspace Name] > Tax**.
+1. Go to **Settings > Workspaces > [Workspace Name] > Taxes**.
2. Enable the toggle to allow taxes to be added to expenses.
3. Modify the existing tax rate or click **New Tax Rate** to add a new one. For each tax rate, you can:
- Enable/turn off individually.
@@ -53,7 +54,7 @@ This rate will be applied to all new expenses under this category, overriding th
Expenses sometimes have more than one tax applied to them (for example, in Canada, expenses can have both a Federal GST and a provincial PST or QST).
-You can create a new tax rate that combines both into a single rate to handle multiple tax rates. For example, if you have a GST of 5% and PST of 7%, you can add them together and create a new tax rate of 12%.
+To handle multiple tax rates, you can create a new tax rate that combines both into a single rate. For example, if you have a GST of 5% and PST of 7%, you can add them together and create a new tax rate of 12%.
You can generate a CSV from the Reports page containing all the expense information, including the split-out taxes, by going to the Reports tab, clicking **Export To**, and selecting **Tax Report**.