From 08655cf8a33a065b476446a58f3af85c013e666a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:07:20 -0400
Subject: [PATCH 001/106] Update Create-a-Company-Workspace.md
https://github.com/Expensify/Expensify/issues/490049
---
.../Create-a-Company-Workspace.md | 161 ++++++++----------
1 file changed, 71 insertions(+), 90 deletions(-)
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 853f221fe9a8..5bc1d071a6d7 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 miscategorized 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.
+
From 917acdd69ebe9675436e3ae5a05f7c7dfd6543ee Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:15:11 -0400
Subject: [PATCH 002/106] Update Create-a-workspace-for-yourself.md
---
.../Create-a-workspace-for-yourself.md | 21 +++++++++++--------
1 file changed, 12 insertions(+), 9 deletions(-)
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).
From 0a20c75a404511fcea861595ef336cf067e626d4 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:41:05 -0400
Subject: [PATCH 003/106] Update
Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md
---
...ok-For-Small-To-Medium-Sized-Businesses.md | 124 +++++++++++-------
1 file changed, 78 insertions(+), 46 deletions(-)
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)*.
From 8f30a64a833523e3f291160d554c72493f76e243 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:49:17 -0400
Subject: [PATCH 004/106] Update Admin-offboarding-checklist.md
---
.../workspaces/Admin-offboarding-checklist.md | 24 +++++++++----------
1 file changed, 12 insertions(+), 12 deletions(-)
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:
From 3b1461fbef4d6e37421e121eab8bc70407758e8b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:50:55 -0400
Subject: [PATCH 005/106] Update Assign-Technical-Contact.md
---
.../workspaces/Assign-Technical-Contact.md | 6 ++----
1 file changed, 2 insertions(+), 4 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
index 61e6836ace15..86ce3536f5f4 100644
--- a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
+++ b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
@@ -13,9 +13,7 @@ When your workspace is connected to an [integration](https://help.expensify.com/
# 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.
From bd10e6ffb093bcbfff95e3f6091de6cb481f8970 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:52:08 -0400
Subject: [PATCH 006/106] Update Assign-billing-owner-and-payment-account.md
---
.../workspaces/Assign-billing-owner-and-payment-account.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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]
---
From 757d70a41b9d3c88eb8a14e366c97d643f8b0117 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:55:27 -0400
Subject: [PATCH 007/106] Update Change-member-workspace-roles.md
---
.../workspaces/Change-member-workspace-roles.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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..7d9be70e791e 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]
---
From 7e97d2b539e5301106c3883216b8c44a3b1f1f91 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 15:57:52 -0400
Subject: [PATCH 008/106] Update Create-categories.md
---
.../workspaces/Create-categories.md | 12 ++++++------
1 file changed, 6 insertions(+), 6 deletions(-)
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.
From 893d7bcee898eaa416c039109a555c350829ef09 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:01:42 -0400
Subject: [PATCH 009/106] Update Create-tags.md
---
.../workspaces/Create-tags.md | 33 +++++++------------
1 file changed, 12 insertions(+), 21 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Create-tags.md b/docs/articles/expensify-classic/workspaces/Create-tags.md
index 14c92b1b5a0e..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.
@@ -43,19 +37,16 @@ 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.
---
# Multi-Level Tags
-You can add mutli-level tags by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet.
+You can add multi-level tags by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet.
First, determine whether you will use independent (a separate tag for department and project) or dependent tags (the project tags populate different options based on the department selected) and whether you will capture general ledger (GL) codes.
@@ -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**.
From cedbddded6acad65ca0104422a3a273450af6429 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:03:27 -0400
Subject: [PATCH 010/106] Update Enable-per-diem-expenses.md
---
.../workspaces/Enable-per-diem-expenses.md | 13 +++++--------
1 file changed, 5 insertions(+), 8 deletions(-)
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.
---
From 87d3e847b3054941f445427538421be55e16e61c Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:09:36 -0400
Subject: [PATCH 011/106] Update Set-time-and-distance-rates.md
---
.../workspaces/Set-time-and-distance-rates.md | 5 +----
1 file changed, 1 insertion(+), 4 deletions(-)
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**.
From 7cd6312797a2e74eb01b748363ad204a67faad32 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:11:41 -0400
Subject: [PATCH 012/106] Update Set-up-category-automation.md
---
.../workspaces/Set-up-category-automation.md | 9 ++++-----
1 file changed, 4 insertions(+), 5 deletions(-)
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.
From bca80448b97c2b7a5398fc30bf67fe2a2ddc4d09 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:13:39 -0400
Subject: [PATCH 013/106] Update Track-Taxes.md
---
docs/articles/expensify-classic/workspaces/Track-Taxes.md | 4 ++--
1 file changed, 2 insertions(+), 2 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Track-Taxes.md b/docs/articles/expensify-classic/workspaces/Track-Taxes.md
index 981a9445327d..0674940ba3ab 100644
--- a/docs/articles/expensify-classic/workspaces/Track-Taxes.md
+++ b/docs/articles/expensify-classic/workspaces/Track-Taxes.md
@@ -23,7 +23,7 @@ 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 +53,7 @@ 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**.
From a7141599c308641e383cd59d98d29daba37a8f6f Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:15:53 -0400
Subject: [PATCH 014/106] Update Add-an-expense.md
---
docs/articles/expensify-classic/expenses/Add-an-expense.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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]
---
From ee9f19d7c1fce046c192ea4a6c49d27c6418cfbf Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:22:28 -0400
Subject: [PATCH 015/106] Update Add-custom-fields-to-reports-and-invoices.md
---
.../Add-custom-fields-to-reports-and-invoices.md | 13 +++++--------
1 file changed, 5 insertions(+), 8 deletions(-)
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**.
+
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.
+
From 0e90aa2d855d1547c793ede236a58a136dd447d3 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:38:27 -0400
Subject: [PATCH 017/106] Update Domain-Migration.md
---
.../domains/Domain-Migration.md | 83 ++++++++++++-------
1 file changed, 52 insertions(+), 31 deletions(-)
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.
+
From 80bc7feb67c0bb4ffc39bbec31ec251389c6a72e Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:41:05 -0400
Subject: [PATCH 018/106] Update Managing-Single-Sign-On-(SSO)-in-Expensify.md
---
...aging-Single-Sign-On-(SSO)-in-Expensify.md | 21 ++++++++++++++-----
1 file changed, 16 insertions(+), 5 deletions(-)
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).
+
+
From 13ac3d351b98c93852aa69485892b67724790b88 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:42:42 -0400
Subject: [PATCH 019/106] Update Claim-And-Verify-A-Domain.md
---
.../domains/Claim-And-Verify-A-Domain.md | 8 ++++++++
1 file changed, 8 insertions(+)
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.
+
+
From 0e9518578d384fdc59f461bf163cd03a998c8f71 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:44:33 -0400
Subject: [PATCH 020/106] Update Domain-Members.md
---
.../articles/expensify-classic/domains/Domain-Members.md | 9 +++++++++
1 file changed, 9 insertions(+)
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**.
+
From 549ed081e53d61d694d66c61c2b9cd16b8364d7e Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:48:38 -0400
Subject: [PATCH 021/106] Update Share-Verified-Business-Bank-Account.md
---
.../bank-accounts/Share-Verified-Business-Bank-Account.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Share-Verified-Business-Bank-Account.md b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Share-Verified-Business-Bank-Account.md
index 995448a6fa4a..700b745923b3 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Share-Verified-Business-Bank-Account.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Share-Verified-Business-Bank-Account.md
@@ -1,5 +1,5 @@
---
-title: Share-Verified-Business-Bank-Account.md
+title: Share Verified Business Bank Account
description: Learn how to share access to a verified business bank account in Expensify to reimburse employees or pay vendor bills.
keywords: [Expensify Classic, share bank account, reimburse, vendor payments, Workspace Admin]
---
From 579dbb35304903dde955e32ca11e2d18828b6d20 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:53:19 -0400
Subject: [PATCH 022/106] Update Receive-and-Pay-Bills.md
---
.../payments/Receive-and-Pay-Bills.md | 6 +++++-
1 file changed, 5 insertions(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Receive-and-Pay-Bills.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Receive-and-Pay-Bills.md
index 3f062294aebe..ea7d57ea05ee 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Receive-and-Pay-Bills.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Receive-and-Pay-Bills.md
@@ -4,6 +4,8 @@ description: Expensify bill management and payment methods.
keywords: Bill pay, pay vendors, invoice, vendor bills
---
+
+
Easily receive and pay vendor or supplier bills directly in Expensify. Your vendors don’t need an Expensify account to manage everything in one place!
---
@@ -121,10 +123,12 @@ Only the primary domain contact can view and pay a bill.
The primary contact can share bills or grant Copilot access for others to manage payments.
-## Is bill Pay supported internationally?
+## Is Bill Pay supported internationally?
Currently, payments are only supported in USD.
+
+
## What's the difference between a bill and an Invoice in Expensify?
A bill represents a payable amount owed to a vendor, while an Invoice is a receivable amount owed to you.
From 545ff72407a8c4708aba6da2e2b4d652e58c9f05 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 21 Apr 2025 16:55:44 -0400
Subject: [PATCH 023/106] Update Send-and-Pay-Invoices.md
---
.../payments/Send-and-Pay-Invoices.md | 5 +++++
1 file changed, 5 insertions(+)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Send-and-Pay-Invoices.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Send-and-Pay-Invoices.md
index ff4a614bcee0..e5246489d84d 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Send-and-Pay-Invoices.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Send-and-Pay-Invoices.md
@@ -1,8 +1,11 @@
---
title: Invoice Payments
description: A guide to sending, receiving, and paying invoices in Expensify.
+keywords: [Expensify Classic, send an invoice, pay an invoice]
---
+
+
Managing invoices is easier than ever with Expensify. This guide walks you through sending invoices to vendors and suppliers, bulk importing invoices, and receiving and sending invoice payments.
---
@@ -136,5 +139,7 @@ Use [Report Comments](https://help.expensify.com/articles/expensify-classic/repo
- **Invoice**: Sent to clients or contractors for payment.
- **Expense Report**: Submitted to an employer for reimbursement.
+
+
## What’s the difference between a bill and an invoice in Expensify?
A Bill is an amount owed to a payee (usually a vendor or supplier) and is usually created from a vendor invoice. An Invoice is a receivable and indicates an amount owed to you by someone else.
From 5313005c3a078dde8b0a3f24a5c2a5696940f79f Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 12:00:11 -0400
Subject: [PATCH 024/106] Update Delegate-when-out-of-office.md
---
.../Delegate-when-out-of-office.md | 16 ++++++++--------
1 file changed, 8 insertions(+), 8 deletions(-)
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.
From 5e4de848a2399487927a08f0e86dc6d3c0d4a2ba Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 12:01:02 -0400
Subject: [PATCH 025/106] Update Card-Revenue-Share.md
---
.../expensify-partner-program/Card-Revenue-Share.md | 4 +---
1 file changed, 1 insertion(+), 3 deletions(-)
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.
From 6217c181851514bb593bcbb8af216fd0c5430102 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 12:02:03 -0400
Subject: [PATCH 026/106] Update Partner-Billing-Guide.md
---
.../expensify-partner-program/Partner-Billing-Guide.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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.
From bd882ce1ba7334eebf85e4f984c5583eca854ea1 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 12:02:31 -0400
Subject: [PATCH 027/106] Update Your-Expensify-Partner-Manager.md
---
.../expensify-partner-program/Your-Expensify-Partner-Manager.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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!
From 9df6144b504ae28362d4533d6d9010c95f3d6080 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:11:15 -0400
Subject: [PATCH 028/106] Update Change-member-workspace-roles.md
---
.../workspaces/Change-member-workspace-roles.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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 7d9be70e791e..239353b23e96 100644
--- a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
+++ b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
@@ -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**.
From 588168bdf17c91d917fa3c3b53cfcf2c70931b5b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:14:44 -0400
Subject: [PATCH 029/106] Update Configure-Reimbursement-Settings.md
---
.../workspaces/Configure-Reimbursement-Settings.md | 10 +++++-----
1 file changed, 5 insertions(+), 5 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
index a2041ea37ee2..76b0b90ab241 100644
--- a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
+++ b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
@@ -9,14 +9,14 @@ 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 reimbursReimbursementes 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 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.
---
# 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] > Make or track payments > Direct**.
## Direct Reimbursement Features
- **Select a default reimburser for the Workspace from the dropdown menu**:
@@ -32,7 +32,7 @@ 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.
@@ -57,8 +57,8 @@ 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.
From b8cdf37c3b0a47a6011c7f9101019af503a14526 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:30:54 -0400
Subject: [PATCH 030/106] Update Expense-Settings.md
---
.../workspaces/Expense-Settings.md | 25 ++++++++++---------
1 file changed, 13 insertions(+), 12 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Expense-Settings.md b/docs/articles/expensify-classic/workspaces/Expense-Settings.md
index 42aca4f392f2..b1f2c2ff8a23 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 settings under **Settings > Workspace > [Workspace Name] > Rules**. From here, you can customize the following expense-level settings:
- **Violations**: Flags employee expenses that fall outside of workspace preferences.
- **Preferences**: Configure reimbursable and billable settings for submitted expenses.
@@ -18,7 +18,7 @@ You can manage expense settings under **Settings** > **Workspaces** > **Individu
# Expense Violations
-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**
@@ -31,7 +31,7 @@ More details on violations can be found [here](https://help.expensify.com/articl
# 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.
+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.
## Reimbursable Expenses
@@ -43,8 +43,8 @@ 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.
@@ -71,6 +71,7 @@ You can control receipt visibility under **Public Receipt Visibility**:
---
# Distance Expenses
+
To configure distance-based expenses:
1. Select whether you want to track **miles** or **kilometers**.
@@ -83,10 +84,9 @@ To configure distance-based expenses:
---
# 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**.
+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 +95,10 @@ 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.
From a95eb143c45446111cb662a9f4ba1d6a5c6d2f72 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:37:50 -0400
Subject: [PATCH 031/106] Update Enable-and-set-up-expense-violations.md
---
.../Enable-and-set-up-expense-violations.md | 39 +++++++------------
1 file changed, 13 insertions(+), 26 deletions(-)
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.
From fae95f5ff2ea9462a55e154a773eafaacb48d334 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:46:23 -0400
Subject: [PATCH 032/106] Update Invite-members-and-assign-roles.md
---
.../Invite-members-and-assign-roles.md | 48 ++++++++-----------
1 file changed, 19 insertions(+), 29 deletions(-)
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
From 050a361756902bdc861421b7858b097a4411bf6d Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:51:12 -0400
Subject: [PATCH 033/106] Update Remove-Members.md
---
.../workspaces/Remove-Members.md | 15 ++++++++-------
1 file changed, 8 insertions(+), 7 deletions(-)
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.
+
From ad98bb64ddc7c3ab31873ba869ab7d4955bab6f5 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:57:46 -0400
Subject: [PATCH 034/106] Update Fringe-Benefits.md
---
.../spending-insights/Fringe-Benefits.md | 11 ++++++++---
1 file changed, 8 insertions(+), 3 deletions(-)
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).
+
+
From 59768bfc377b9739aa8f611e03b7cce43922c581 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 13:58:33 -0400
Subject: [PATCH 035/106] Update Export-Expenses-And-Reports.md
---
.../spending-insights/Export-Expenses-And-Reports.md | 4 ++++
1 file changed, 4 insertions(+)
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**.
+
+
From aeafb6de98a671a90511d6fe470e21f12cfd075b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Tue, 22 Apr 2025 14:00:04 -0400
Subject: [PATCH 036/106] Update Insights.md
---
.../expensify-classic/spending-insights/Insights.md | 9 +++++++--
1 file changed, 7 insertions(+), 2 deletions(-)
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!
+
+
From 1d6aa3e3dba130fb25b2b296e58304119e4abaa1 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 13:22:34 -0400
Subject: [PATCH 037/106] Update Set-Currency.md
---
.../expensify-classic/workspaces/Set-Currency.md | 13 ++++++++-----
1 file changed, 8 insertions(+), 5 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Set-Currency.md b/docs/articles/expensify-classic/workspaces/Set-Currency.md
index a12c3007a5ff..c24a855da0fa 100644
--- a/docs/articles/expensify-classic/workspaces/Set-Currency.md
+++ b/docs/articles/expensify-classic/workspaces/Set-Currency.md
@@ -17,16 +17,17 @@ As a workspace admin, you can choose a default currency for your employees' expe
# Select or Update the Currency for 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**.
+1. Sign in to your Expensify web account.
+2. Go to **Settings > Workspace > [Workspace Name] > Overview > Default currency**.
3. Adjust the **Report Output Currency**.
## On an Individual Workspace
-1. Sign into your Expensify web account.
-2. Go to **Settings > Workspaces > Individual > _[Workspace Name]_ > Reports**.
+1. Sign in to your Expensify web account.
+2. Go to **Settings > Workspace > Workspace Name > Overview > Default currency**.
3. Adjust the **Report Output Currency**.
**Note:** The currency setting on an individual workspace is overridden when a report is submitted on a company workspace.
@@ -34,14 +35,16 @@ You must be a Workspace Admin to update the currency settings for a company work
---
# 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.
From 259f91d462ac843edf2826907ae6906f40662a84 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 13:32:54 -0400
Subject: [PATCH 038/106] Update Set-Up-Invoicing.md
---
.../expensify-classic/workspaces/Set-Up-Invoicing.md | 10 +++++-----
1 file changed, 5 insertions(+), 5 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md b/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
index fbaa11c0d4c4..ac8701ec0eb5 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 > Workspace > 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 > Workspace > 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.
From 511d61dca78bc62594160948849fe898985094c3 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 13:46:03 -0400
Subject: [PATCH 039/106] Update
Assign-report-approvers-to-specific-employees.md
---
...-report-approvers-to-specific-employees.md | 24 +++++++++++--------
1 file changed, 14 insertions(+), 10 deletions(-)
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.
+
+
From 0507bc276fed167fc2a2bd1c5d452b41f18e4e00 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 14:17:32 -0400
Subject: [PATCH 040/106] Update Automatically-submit-employee-reports.md
---
.../Automatically-submit-employee-reports.md | 61 ++++++++++---------
1 file changed, 31 insertions(+), 30 deletions(-)
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.
+
From 9c902c3d0b636a91c376a480bcbfb89666b5e55c Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 14:30:57 -0400
Subject: [PATCH 041/106] Update Create-a-report-approval-workflow.md
---
.../Create-a-report-approval-workflow.md | 47 ++++++++++++-------
1 file changed, 29 insertions(+), 18 deletions(-)
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.
From c08c41f5e9a1a9db969e5279a3be919f1289bb3b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:12:11 -0400
Subject: [PATCH 042/106] Update Report-Approvals.md
---
.../reports/Report-Approvals.md | 143 +++++++++---------
1 file changed, 71 insertions(+), 72 deletions(-)
diff --git a/docs/articles/expensify-classic/reports/Report-Approvals.md b/docs/articles/expensify-classic/reports/Report-Approvals.md
index 2baf899bacfb..96439e7193b9 100644
--- a/docs/articles/expensify-classic/reports/Report-Approvals.md
+++ b/docs/articles/expensify-classic/reports/Report-Approvals.md
@@ -1,91 +1,85 @@
---
title: Report Approvals
-description: Learn how to set up and enforce expense report approval workflows in Expensify, including multi-level approvals and over-limit expense reviews.
-keywords: [Expensify Classic, report approvals, approval workflow, approver]
+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 allows Workspace Admins to create automated workflows for expense report approvals. You can choose from three approval modes:
-- **Submit and Close**: Automatically approves reports unless they contain violations.
-- **Submit and Approve**: Sends reports to a single designated approver.
-- **Advanced Approval**: Enables multi-level approvals for complex workflows.
+
+
+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.
---
-# Set an Approval Workflow
+# Choose an Approval Mode
-1. Navigate to **Settings** > **Workspaces**.
-2. Select the desired workspace.
-3. Click the **Members** tab.
-4. Scroll to the **Approval Mode** section.
-5. Choose an approval mode:
- - **Submit and Close**: Reports are auto-approved unless they have violations.
- - **Submit and Approve**: Reports go to a single approver.
- - **Advanced Approval**: Allows multiple approvers and conditional rules.
+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.
-You can also set approval rules for specific **categories** and **tags** to enhance your workflow.
+## Enforce Workflow Rules
-## Enforce Workflow
-To prevent employees from overriding approval rules, enable **workflow enforcement** in the **Members** tab. Admins can still manually override workflows when needed.
+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.
---
# Require Review for Over-Limit Expenses
-You can enforce manual review for expenses that exceed a specific limit.
+You can flag high-value expenses for manual review.
## Set a Manual Approval Rule
-1. Go to **Settings** > **Workspaces**.
-2. Select the workspace.
-3. Click **Members**.
-4. Scroll to **Expense Approvals**.
-5. Enter a limit in **Manually approve all expenses over:**
+
+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 Advanced Approval workspaces, you can assign a secondary approver for large expenses.
-1. Go to **Settings** > **Workspaces**.
-2. Select the workspace.
-3. Click **Members**.
-4. Click **Settings** next to the member.
-5. In **If report total is over**, enter the limit.
-6. In **Then approves to**, select the secondary approver.
-7. Click **Save**.
+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 Tag and Category Approvers
+# Assign Approvers by Category or Tag
-Approvers can be assigned to specific **categories** or **tags** to route expenses accordingly.
+Use categories or tags to send expenses to specialized approvers.
## Assign a Category Approver
-1. Go to **Settings** > **Workspaces**.
-2. Select the workspace.
-3. Click **Categories**.
-4. Locate the category and click **Edit**.
-5. Assign an approver.
-6. Click **Save**.
+
+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
-_Tag approvers are supported only for single-level tags._
-1. Go to **Settings** > **Workspaces**.
-2. Select the workspace.
-3. Click **Tags**.
-4. Locate the tag and assign an 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.
---
-# Understanding Complex Approval Workflows
+# Understand Complex Approval Workflows
## Lifecycle of an Expense Report
-1. **Submission**: Reports can be submitted manually or via [Scheduled Submit](https://help.expensify.com/articles/expensify-classic/reports/Automatically-submit-employee-reports).
-2. **Category & Tag Approvers**: If assigned, reports first go to these approvers.
-3. **Approval Mode**: Reports proceed according to the selected workflow:
- - **Submit & Close**: Auto-closes after submission.
- - **Submit & Approve**: Goes to a single approver.
- - **Advanced Approval**: Travels through a chain of assigned approvers.
-4. **Concierge Approval**: If [manual approval](https://help.expensify.com/articles/expensify-classic/reports/Require-review-for-over-limit-expenses) is required, Concierge will approve reports under the limit.
-5. **Final Approval & Export**: Once approved, reports can be exported to an [accounting system](https://help.expensify.com/expensify-classic/hubs/connections/).
+
+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/).
## Approval Workflow Examples
@@ -99,43 +93,48 @@ _Tag approvers are supported only for single-level tags._
# Automate Receipt Audits
-**Concierge Receipt Audit** automatically verifies receipts and flags discrepancies.
+**Concierge Receipt Audit** automatically checks receipts for accuracy.
-- Available on all **Control** plan workspaces.
+- Available in all **Control** plan workspaces.
- Cannot be disabled.
-- SmartScan verifies receipt details against entered data.
-- Flagged expenses require manual review.
+- Uses **SmartScan** to compare receipt data to entered amounts.
+- Flags discrepancies for manual review.
---
-# Set a Random Report Audit Schedule
+# Customize Expense Report Auditing
-While Expensify automatically flags reports that contain inaccurate or non-compliant expenses for review, you can set a percentage of compliant reports to be audited at random.
+All reports are checked for errors and compliance. You can add manual audits for specific cases.
-1. Go to **Settings** > **Workspaces**.
-2. Select the workspace.
-3. Click **Members**.
-4. Scroll to **Expense Approvals**.
-5. In **Randomly route reports for manual approval**, enter a percentage (default: 5%).
-6. Click **Save**.
+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**.
---
# FAQ
## Can I disable Concierge Receipt Audit?
-No, this feature is automatically included in Control plan workspaces.
+
+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?
+## 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 pull missing transactions.
-3. If expenses are still missing, contact Concierge with:
+2. Click **Update** next to the card to sync transactions.
+3. If transactions are still missing, contact Concierge and share:
- Merchant name
- Date
- Amount
- - Last four digits of the card number
+ - The last four digits of the card
+
+**Note:** Only posted credit card transactions will import.
-**Note:** Only posted transactions will be imported.
+
From 1db521ee33bb68ebbcc6513813c062fd51b51a00 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:22:30 -0400
Subject: [PATCH 043/106] Update Set-default-report-title.md
---
.../reports/Set-default-report-title.md | 16 +++++++---------
1 file changed, 7 insertions(+), 9 deletions(-)
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.
---
From 8c026926d7f88def7321651c14d3d3d1e8bb8bdf Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:32:00 -0400
Subject: [PATCH 044/106] Update Connect-US-Business-Bank-Account.md
---
.../Connect-US-Business-Bank-Account.md | 46 +++++++++----------
1 file changed, 22 insertions(+), 24 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account.md b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account.md
index 6ae3ed0e6fbc..4cd0e4fbbe90 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Connect-US-Business-Bank-Account.md
@@ -39,21 +39,21 @@ You’ll now receive payments for invoices directly into this bank account.
- US-issued ID
- The company address must be in the US
- The controlling officer (the member initiating the connection to the bank account)'s address must be in the US
-- The controlling officer must have a US-issued social security number
-- **Important:** The person adding the bank account doesn’t need to be an account signer but they must enter their own personal information when connecting the bank account. If another person enters their details, the account will be flagged for review, delaying verification.
+- The controlling officer must have a U.S.-issued Social Security number
+
+**Important:** The person adding the bank account doesn’t need to be an account signer but they must enter their own personal information when connecting the bank account. If another person enters their details, the account will be flagged for review, delaying verification.
## Step 1: Connect the Bank Account
-1. Hover over **Settings**, then click **Account**.
-3. Click the **Wallet** and scroll to **Bank Accounts**.
-4. Choose **Add verified bank account** > **Connect to your bank**.
-6. Click **Continue**.
-7. Enter your phone number and click **Continue**.
-8. Select your bank and login.
+1. Head to **Settings > Account > Wallet > Bank Accounts**.
+2. Choose **Add verified bank account** > **Connect to your bank**.
+3. Click **Continue**.
+4. Enter your phone number and click **Continue**.
+5. Select your bank and login.
- If your bank isn’t listed, click the **X**, select **Connect manually**, enter details, check the box, and click **Save & continue**.
-9. Click **Allow**.
-10. Ensure the correct account is selected and click **Save & continue**.
-11. Enter company details:
+6. Click **Allow**.
+7. Ensure the correct account is selected and click **Save & continue**.
+8. Enter company details:
- **Legal business name**
- **Physical company address** (U.S. address only, no P.O. boxes)
- **Company phone number**
@@ -61,15 +61,14 @@ You’ll now receive payments for invoices directly into this bank account.
- **Tax Identification Number (TIN)**
- **Company incorporation type, date, and state**
- **Industry Classification Code** ([Find yours here](https://www.sec.gov/corpfin/division-of-corporation-finance-standard-industrial-classification-sic-code-list))
-12. Enter your personal information, including a U.S. address and SSN, and click **Save & continue**.
-13. Verify your identity by uploading:
+9. Enter your personal information, including a U.S. address and SSN, and click **Save & continue**.
+10. Verify your identity by uploading:
- A **photo ID** (passport or identity card, must be valid and U.S.-issued)
- A **short video** of yourself
-14. If applicable, check **Additional Information**:
+11. If applicable, check **Additional Information**:
- If an individual owns 25% or more of the business, their personal details must be provided.
- If the business is a **non-profit**, leave the boxes unchecked.
-15. Agree to the terms by selecting the checkboxes.
-16. Click **Save & continue**.
+12. Agree to the terms by selecting the checkboxes and clicking **Save & continue**.
## Step 2: Verify the Bank Account
@@ -81,10 +80,9 @@ Expensify will send **three test transactions** within **1-2 business days**. To
## Step 3: Add the Bank Account to the Workspace
-1. Hover over **Settings**, then click **Workspaces**.
-2. Click the desired workspace.
-3. Click the **Reimbursement** tab.
-4. Click **Direct**, then **Add business bank account** and select the account.
+1. Head to **Settings > Workspace > [Workspace Name] > Workflows > Make or track payments**.
+2. Click **Direct**.
+3. Choose **Add business bank account**, and select the account.
---
@@ -132,7 +130,7 @@ If automatic verification fails, manual verification may require documents like:
- **Business address verification**
- **Bank letter confirming account ownership**
-For details, contact Concierge.
+For details, contact Concierge Support.
## What if I don’t see all three test transactions?
@@ -168,9 +166,9 @@ Yes, Expensify **cannot process direct payments** for businesses in:
- Casinos & Gambling/Betting Services
- Non-FI, Money Orders
- Wires, Money Orders
-- Government Owned Lotteries
-- Government Licensed Online Casinos (Online Gambling)
-- Government Licensed Horse/Dog Racing
+- Government-Owned Lotteries
+- Government-Licensed Online Casinos (Online Gambling)
+- Government-Licensed Horse/Dog Racing
- Crypto-currency businesses
- Internet gambling
- Marijuana-related businesses
From efdca7b9a40c15d2f78f7181d682b6fd96293195 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:41:15 -0400
Subject: [PATCH 045/106] Update Enable-Australian-Reimbursements.md
---
.../Enable-Australian-Reimbursements.md | 15 +++++++--------
1 file changed, 7 insertions(+), 8 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Enable-Australian-Reimbursements.md b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Enable-Australian-Reimbursements.md
index 21f560fe2359..9d522ade633c 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Enable-Australian-Reimbursements.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Enable-Australian-Reimbursements.md
@@ -15,14 +15,13 @@ If you'd like an option for direct international payments, consider setting up [
# Setting Up ABA Payments
-1. Go to **Settings > Workspaces**.
-2. Select the workspace you want to configure.
-3. Click the **Reports** tab.
-4. In the **Report Currency** dropdown, select **AUD A$**.
-5. Click the **Reimbursement** tab.
-6. Set **Reimbursement Type** to **Indirect**.
-7. Enable the toggle.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **AUD A$**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**
+5. Set **Reimbursement Type** to **Indirect**.
+6. Toggle **Collect bank account details** on.
-Once enabled, employees can submit expenses in AUD, and you can process reimbursements via ABA files.
+Once the setup is complete, employees can submit expenses in AUD, and you can process reimbursements via ABA files.
From e9ecf5d98f47f42301bd3011f18049ece0983b8a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:46:41 -0400
Subject: [PATCH 046/106] Update Global-Reimbursement-Australia.md
---
.../Global-Reimbursement-Australia.md | 25 ++++++++++---------
1 file changed, 13 insertions(+), 12 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Australia.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Australia.md
index a309ee69733b..bb2893f797c3 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Australia.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Australia.md
@@ -25,13 +25,14 @@ If your company’s business bank account is located in Australia, you can enabl
---
# Step 1: Connect Your Australian Bank Account
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Ensure the workspace currency is set to **AUD**.
-3. Click the **Reimbursements** tab.
-4. Set the reimbursement method to **Direct**.
-5. Click **Add business bank account**.
-6. Choose **Australia** as the country and confirm the currency is AUD.
-7. Enter bank details and click **Save & Continue**.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **AUD A$**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**
+5. Set **Reimbursement Type** to **Direct**.
+6. Click **Add business bank account**.
+7. Choose **Australia** as the country and confirm the currency is listed as AUD.
+8. Enter the bank details and click **Save & Continue**.
---
@@ -42,14 +43,14 @@ If your company’s business bank account is located in Australia, you can enabl
- Bank statement or voided check
- Proof of Beneficial Ownership
- Certified ID & address for all signatories
-3. Expensify's Compliance Team will send the **PDS FSG paperwork** to your company's directors (the same company directors who are listed as signors on `Page 3` of the Partner Application Form).
+3. Expensify's Compliance Team will send the **PDS FSG paperwork** to your company's directors (the same company directors who are listed as signers on `Page 3` of the Partner Application Form).
4. Our Compliance Team will review your form and contact you if additional information is required.
---
# Step 3: Confirm Test Transactions
1. **Expensify will send test deposits to the provided bank account:** Once those are sent, our support team will ask you to verify the deposit amounts.
-2. Once the test deposit amounts are confirmed, the bank account is verified to use for global reimbursement.
+2. Once the test deposit amounts are confirmed, the bank account is verified for global reimbursement.
---
@@ -58,8 +59,8 @@ If your company’s business bank account is located in Australia, you can enabl
⏳**Timeline:** From the time you submit all requested documentation, you can expect to start using global reimbursement within one to two weeks. Once the verification is complete, the bank account is typically ready to go within two business days
Once the bank account is approved for global reimbursement:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Set the verified AUD account as the default reimbursement method.
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Under **Make or track payments**, set the verified AUD account as the default reimbursement method.
3. Instruct employees to connect their deposit account:
- Navigate to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** and input their bank details.
@@ -69,7 +70,7 @@ Once the bank account is approved for global reimbursement:
# FAQ
## What is a PDS FSG?
-It stands for Product Disclosure Statement & Financial Services Guide, a legal document sent to the company's directors. The **Corpay PDS FSG** paperwork must be sent to company directors for signing before onboarding begins.
+It stands for Product Disclosure Statement & Financial Services Guide, a legal document sent to the company's directors. The **Corpay PDS FSG** paperwork must be sent to the company directors for signing before onboarding begins.
## Can other admins send global reimbursements?
Yes. Once verified, the reimbursement account can be shared with other workspace admins.
From 0e3bd916cf42ae3db4388db599b8bffb9eed11eb Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:49:23 -0400
Subject: [PATCH 047/106] Update Global-Reimbursement-Canada.md
---
.../payments/Global-Reimbursement-Canada.md | 24 ++++++++++---------
1 file changed, 13 insertions(+), 11 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Canada.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Canada.md
index 63df8abfe417..bd140f8aec0c 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Canada.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Canada.md
@@ -24,13 +24,14 @@ If your business bank account is based in Canada, you can send global reimbursem
---
# Step 1: Connect Your Canadian Bank Account
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Confirm the workspace currency is set to **CAD**.
-3. Click the **Reimbursements** tab.
-4. Set the reimbursement method to **Direct**.
-5. Click **Add business bank account**.
-6. Click **Switch country** and set the **currency** to CAD.
-7. Enter your Canadian bank account details and click **Save & Continue**.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **CAD**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**
+5. Set the reimbursement method to **Direct**.
+6. Click **Add business bank account**.
+7. Click **Switch country** and confirm the currency shows CAD.
+8. Enter your Canadian bank account details and click **Save & Continue**.
---
@@ -47,7 +48,7 @@ If your business bank account is based in Canada, you can send global reimbursem
# Step 3: Confirm Test Transactions
1. **Expensify will send test deposits to the provided bank account:** Once those are sent, our support team will ask you to verify the deposit amounts.
-2. Once the test deposit amounts are confirmed, the bank account is verified to use for global reimbursement.
+2. Once the test deposit amounts are confirmed, the bank account is verified for global reimbursement.
---
@@ -56,9 +57,10 @@ If your business bank account is based in Canada, you can send global reimbursem
⏳**Timeline:** From the time you submit all requested documentation, you can expect to start using global reimbursement within one to two weeks. Once the verification is complete, the bank account is typically ready to go within two business days
After the account is verified:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Select the verified Canadian account as the default reimbursement method.
-3. Instruct employees to connect their deposit account:
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Scroll to **Make or track payments**.
+3. Select the verified Canadian account as the default reimbursement method.
+4. Instruct employees to connect their deposit account:
- Go to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** and enter their deposit account details.
From 6073089226de15fd52819fb5fb8b55d3a0365a67 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:51:25 -0400
Subject: [PATCH 048/106] Update Global-Reimbursement-EU.md
---
.../payments/Global-Reimbursement-EU.md | 26 ++++++++++---------
1 file changed, 14 insertions(+), 12 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-EU.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-EU.md
index 790db8977ae1..2711f194dfc2 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-EU.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-EU.md
@@ -22,18 +22,19 @@ If your business operates in the European Union, you can send international reim
## Special Requirements:
- 🇮🇹 **Italy:** Requires "Codice Fiscale" (Tax ID).
-- 🇪🇸 **Spain:** A driver’s license is not accepted as a valid form ID.
+- 🇪🇸 **Spain:** A driver’s license is not accepted as a valid form of ID.
---
# Step 1: Connect Your EU Bank Account
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Confirm the workspace currency is **EUR**.
-3. Click the **Reimbursements** tab.
-4. Set the reimbursement method to **Direct**.
-5. Click **Add business bank account**.
-6. Select your country and make sure the currency is set to EUR.
-7. Enter your account details and click **Save & Continue**.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **EUR**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**
+5. Set the reimbursement method to **Direct**.
+6. Click **Add business bank account**.
+7. Select your country and make sure the currency is set to EUR.
+8. Enter your account details and click **Save & Continue**.
---
@@ -62,7 +63,7 @@ If your business operates in the European Union, you can send international reim
# Step 4: Confirm Test Payment
1. **Expensify will send a test payment to the bank account:** Once sent, our support team will ask you to verify the payment amount.
-2. Once the test payment is confirmed, the bank account is verified to use for global reimbursement.
+2. Once the test payment is confirmed, the bank account is verified for global reimbursement.
---
@@ -71,9 +72,10 @@ If your business operates in the European Union, you can send international reim
⏳**Timeline:** After the executed mandate (authorization form) is signed and sent to your bank, it takes 10–12 business days for the bank account to be set up for direct debits.
Once the bank account is approved for global reimbursement:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Choose your verified EU account as the default reimbursement method.
-3. Instruct employees to connect their deposit account:
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Scroll to **Make or track payments**.
+3. Choose your verified EU account as the default reimbursement method.
+4. Instruct employees to connect their deposit account:
- Go to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** and input their account details.
From 0303b3f457727431e314737d19c160500433ba93 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:54:05 -0400
Subject: [PATCH 049/106] Update Global-Reimbursement-Singapore.md
---
.../Global-Reimbursement-Singapore.md | 22 ++++++++++---------
1 file changed, 12 insertions(+), 10 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Singapore.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Singapore.md
index b31db895df4d..ed75e549ba78 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Singapore.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Singapore.md
@@ -26,13 +26,14 @@ If your business operates in Singapore, you can enable global reimbursements to
---
# Step 1: Connect Your Singaporean Bank Account
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Confirm the workspace currency is set to **SGD**.
-3. Click the **Reimbursements** tab.
-4. Set the reimbursement method to **Direct**.
-5. Click **Add business bank account**.
-6. Select **Singapore** as the country and confirm the currency is SGD.
-7. Fill in your account details and click **Save & Continue**.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **SGD**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**.
+5. Set the reimbursement method to **Direct**.
+6. Click **Add business bank account**.
+7. Select **Singapore** as the country and confirm the currency is SGD.
+8. Fill in your account details and click **Save & Continue**.
---
@@ -58,9 +59,10 @@ If your business operates in Singapore, you can enable global reimbursements to
**Timeline:** ⏳ From the time you submit all requested documentation, it can take up to **3 weeks**. We recommend pre-funding your account during this time to prevent reimbursement delays.
Once the bank account is approved for global reimbursement:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Set the verified SGD bank account as the default reimbursement method.
-3. Instruct employees to connect their deposit account:
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Scroll to **Make or track payments**.
+3. Set the verified SGD bank account as the default reimbursement method.
+4. Instruct employees to connect their deposit account:
- Go to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** to input their non-SGD account info.
From ef44777f310134caa664dc602dd5a057bb014b5a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:55:31 -0400
Subject: [PATCH 050/106] Update Global-Reimbursement-UK.md
---
.../payments/Global-Reimbursement-UK.md | 24 ++++++++++---------
1 file changed, 13 insertions(+), 11 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-UK.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-UK.md
index 01f5d6ab441a..2d1503c5000e 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-UK.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-UK.md
@@ -25,13 +25,14 @@ If your business operates out of the U.K., you can enable global reimbursements
---
# Step 1: Connect Your UK Bank Account
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Confirm the workspace currency is set to **GBP**.
-3. Click the **Reimbursements** tab.
-4. Set the reimbursement method to **Direct**.
-5. Click **Add business bank account**.
-6. Select **United Kingdom** as the country and confirm the **currency** is GBP.
-7. Enter your bank account details and click **Save & Continue**.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **GBP**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**.
+5. Set the reimbursement method to **Direct**.
+6. Click **Add business bank account**.
+7. Select **United Kingdom** as the country and confirm the **currency** is GBP.
+8. Enter your bank account details and click **Save & Continue**.
---
@@ -61,7 +62,7 @@ This is a signed document authorizing a client’s bank to pull payments via dir
# Step 4: Confirm Test Payment
1. **Expensify will send a test payment to the bank account:** Once sent, our support team will ask you to verify the payment amount.
-2. Once the test payment is confirmed, the bank account is verified to use for global reimbursement.
+2. Once the test payment is confirmed, the bank account is verified for global reimbursement.
---
@@ -70,9 +71,10 @@ This is a signed document authorizing a client’s bank to pull payments via dir
⏳**Timeline:** After the executed mandate (authorization form) is signed and sent to your bank, it takes 10–12 business days for the bank account to be set up for direct debits.
Once the bank account is approved for global reimbursement:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Choose your verified EU account as the default reimbursement method.
-3. Instruct employees to connect their deposit account:
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Scroll to **Make or track payments**.
+3. Choose your verified EU account as the default reimbursement method.
+4. Instruct employees to connect their deposit account:
- Go to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** and input their account details.
---
From eef98fa51fa0dd7282f69a3c1d03c564dfc4dfae Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 15:58:10 -0400
Subject: [PATCH 051/106] Update Global-Reimbursement-US.md
---
.../payments/Global-Reimbursement-US.md | 22 ++++++++++---------
1 file changed, 12 insertions(+), 10 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-US.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-US.md
index 8510661b0636..cdc88ba8bc31 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-US.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-US.md
@@ -28,12 +28,13 @@ If you haven't already, follow the instructions to [connect a U.S. business bank
---
# Step 2: Enable Global Reimbursement
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**.
-2. Make sure the workspace currency is set to **USD**.
-3. Click the **Reimbursements** tab.
-4. Ensure the reimbursement method is set to **Direct** and select the correct U.S. bank account.
-5. Go to **Settings > Account > Wallet**.
-6. Click **Enable global reimbursement** next to the connected U.S. bank account.
+1. Go to **Settings > Workspaces [Workspace Name] > Overview**.
+2. In the **Report Currency** dropdown, select **USD**.
+3. Navigate to **Settings > Workspaces [Workspace Name] > Workflows**.
+4. Scroll to **Make or track payments**.
+5. Set the reimbursement method to **Direct** and select the correct U.S. bank account.
+6. Go to **Settings > Account > Wallet**.
+7. Click **Enable global reimbursement** next to the connected U.S. bank account.
---
@@ -49,7 +50,7 @@ If you haven't already, follow the instructions to [connect a U.S. business bank
# Step 4: Confirm Test Transactions
1. **Expensify will send test deposits to the provided bank account:** Once those are sent, our support team will ask you to verify the deposit amounts.
-2. Once the test deposit amounts are confirmed, the bank account is verified to use for global reimbursement.
+2. Once the test deposit amounts are confirmed, the bank account is verified for global reimbursement.
---
@@ -58,9 +59,10 @@ If you haven't already, follow the instructions to [connect a U.S. business bank
⏳**Timeline:** The account is typically set up to issue global reimbursements within two business days after onboarding is complete and the bank account is verified.
Once your U.S. bank account is verified for global reimbursements:
-1. Go to **Settings > Workspaces > [Workspace Name] > Reimbursements**.
-2. Select the verified bank account as the default reimbursement bank account.
-3. Instruct employees to connect their deposit account::
+1. Go to **Settings > Workspaces > [Workspace Name] > Workflows**.
+2. Scroll to **Make or track payments**.
+3. Select the verified bank account as the default reimbursement bank account.
+4. Instruct employees to connect their deposit account:
- Go to **Settings > Account > Wallet**.
- Click **Add deposit-only bank account** to enter their deposit account details.
From 31e427ab2e774160d344f6a66b6fbaf044c689ac Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 16:22:12 -0400
Subject: [PATCH 052/106] Update Receive-Payments.md
From f6aae9959bacee3599fe7ccee6cc78172bf3f7d3 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 16:28:06 -0400
Subject: [PATCH 053/106] Update Reimburse-Australian-Reports.md
---
.../payments/Reimburse-Australian-Reports.md | 19 +++++++++++--------
1 file changed, 11 insertions(+), 8 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Australian-Reports.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Australian-Reports.md
index d50f0ebebced..26d5a3f8abc6 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Australian-Reports.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Australian-Reports.md
@@ -13,7 +13,7 @@ Your financial institution may require ABA files to include a self-balancing tra
---
-# Reimburse a single report
+# Reimburse a Single Report
1. Open the report, invoice, or bill from the email or Concierge notification, or from the **Reports** tab.
2. Click the **Reimburse** dropdown and select **Via ABA File**.
@@ -29,18 +29,19 @@ Your financial institution may require ABA files to include a self-balancing tra
---
-# Send batch payments
+# Send Batch Payments
Once employees submit their expense reports, a Workspace Admin exports the reports (which contain the employees’ bank account information) and uploads the .aba file to the bank.
-## Step 1: Verify currency & reimbursement settings
+## Step 1: Verify Currency and Reimbursement Settings
-1. Go to **Settings > Workspaces > [Workspace Name] > Reports**
+1. Go to **Settings > Workspaces > [Workspace Name] > Overview**
2. Click the Report Currency dropdown and select **AUD A$**.
-3. Click the **Reimbursement** tab on the left.
-4. Verify that **Indirect** is selected as the Reimbursement type or select it if not.
+3. Head to **Settings > Workspaces [Workspace Name] Workflows**.
+4. Scroll to **Make or track payments**.
+5. Verify that **Indirect** is selected as the Reimbursement type or select it if not.
-## Step 2: Download and upload the ABA file
+## Step 2: Upload the ABA File
1. Click the **Reports** tab.
2. Use the checkbox on the left to select all the reports needing payment.
@@ -61,6 +62,8 @@ Once employees submit their expense reports, a Workspace Admin exports the repor
## Can I use direct deposit for an AUD bank account?**
-No, AUD bank accounts do not rely on direct deposit or ACH.
+Yes, you can set up global reimbursement to issue direct deposits from your Australian bank account.
+
+More information on that feature can be found here -- [Global Reimbursement Australia](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/payments/Global-Reimbursement-Australia).
From 2aa58edf2abf46853692bd7b2faa4ac58de4e676 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Wed, 23 Apr 2025 16:35:04 -0400
Subject: [PATCH 054/106] Update Reimburse-Reports.md
---
.../payments/Reimburse-Reports.md | 17 ++++++++++-------
1 file changed, 10 insertions(+), 7 deletions(-)
diff --git a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Reports.md b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Reports.md
index e810f32a6a60..ae4f430749de 100644
--- a/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Reports.md
+++ b/docs/articles/expensify-classic/bank-accounts-and-payments/payments/Reimburse-Reports.md
@@ -43,18 +43,18 @@ The reimbursement should be processed within five business days. If the payment
# Indirect Reimbursement
If you are reimbursing reports outside of Expensify via paper check or payroll, you’ll want to manually mark the report as paid to track the payment history.
-To label a report as Reimbursed after sending a payment outside of Expensify:
+To label a report as reimbursed after sending a payment outside of Expensify:
1. Open the report
2. Click **Reimburse**.
3. Select **I’ll do it manually - just mark it as reimbursed**. This changes the report status to **Reimbursed**.
Once the recipient has received the payment, the submitter can return to the report and click **Confirm**. This will change the report status to **`Reimbursed: CONFIRMED`**.
-## Reimburse a report via a third-party payment provider
+## Reimburse a Report via a Third-Party Payment Provider
If both the reimburser and the payment recipient have Venmo accounts, you can [connect them directly to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Third-Party-Payments) to send and receive reimbursements.
-## Reimburse a report via ABA batch file
+## Reimburse a Report via ABA Batch File
Workspace Admins can reimburse AUD expense reports by downloading an ABA file containing the accounts needing payment and uploading the file to the bank. This can be done for a single report or for a batch of payments.
@@ -66,7 +66,7 @@ More information on reimbursing reports via ABA batch file can be found **[here]
## Is there a maximum report total?
-Expensify cannot process a reimbursement for any single report over $20,000. If you have a report with expenses exceeding $20,000 we recommend splitting the expenses into multiple reports.
+Expensify cannot process a reimbursement for any single report over $20,000. If you have a report with expenses exceeding $20,000, we recommend splitting the expenses into multiple reports.
## Why is my business bank account locked?
@@ -90,14 +90,17 @@ Only a Workspace Admin who has added a verified business bank account connected
## How can I add another employee as a reimburser?
-You can give another employee access to reimburse reports by doing the following:
+You can give another employee reimbursement access by doing the following:
1. If they're not already a workspace admin, add them as one under **Settings > Workspaces > [Workspace Name] > Members**.
2. Share the business bank account with them by heading to **Settings > Account > Payments** and clicking **Share**.
3. The new reimburser will need to validate the shared bank connection by entering the test deposits that Expensify sends to the bank account.
-4. Once validated, the employee will have access to reimburse reports. You can make them the default reimburser for all reports submitted on a specific workspace by selecting them from the dropdown menu under **Settings > Workspaces > [Workspace Name] > Reimbursements > Reimburser**.
+4. Once validated, the employee will have reimbursement access.
+5. If you want to set them as the default reimburser on a workspace, you can do that under **Settings > Workspaces > [Workspace Name] > Workflows > Make or track payments**.
## Why can’t I trigger direct ACH reimbursements in bulk?
-Expensify does not offer bulk reimbursement, but you can automate reimbursements by setting a threshold amount under **Settings > Workspaces > [Workspace Name] > Reimbursement**. After setting a threshold amount, an employee's reimbursement is triggered once a report is **Final Approved**. If the total of a report is more than the threshold amount, the reimbursement will need to be manually triggered.
+Expensify does not offer bulk reimbursement, but you can automate reimbursements by setting a threshold amount under **Settings > Workspaces > [Workspace Name] > Workflows > Make or track payments**.
+
+After setting a threshold amount, an employee's reimbursement is triggered once a report is **Final Approved**. If the total of a report is more than the threshold amount, the reimbursement will need to be manually triggered.
From 1dc31c2dd66c8b15191b898117a0a45ab6c6c2fc Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:30:03 -0400
Subject: [PATCH 055/106] Update Billing-Overview.md
---
.../expensify-billing/Billing-Overview.md | 64 ++++++++++---------
1 file changed, 33 insertions(+), 31 deletions(-)
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.
From 65186afa1d9b7ef276c6819b02247f1f3c438cfe Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:34:28 -0400
Subject: [PATCH 056/106] Update Change-Plan-Or-Subscription.md
---
.../Change-Plan-Or-Subscription.md | 18 ++++++++++--------
1 file changed, 10 insertions(+), 8 deletions(-)
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.
From ae8b8d41ab8c5f6eda994b970822627188351a61 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:36:38 -0400
Subject: [PATCH 057/106] Update Consolidated-Domain-Billing.md
---
.../Consolidated-Domain-Billing.md | 18 ++++++++++++------
1 file changed, 12 insertions(+), 6 deletions(-)
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.
+
From 30f4322e2b4ea114e80f02bb01dfd23932065568 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:44:42 -0400
Subject: [PATCH 058/106] Update Assign-Technical-Contact.md
---
.../expensify-classic/workspaces/Assign-Technical-Contact.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
index 86ce3536f5f4..a574f507d4b2 100644
--- a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
+++ b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md
@@ -6,7 +6,7 @@ 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.
---
From d641521be21bd539536a81d7dcebbd94a8221d68 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:49:33 -0400
Subject: [PATCH 059/106] Update Change-member-workspace-roles.md
---
.../workspaces/Change-member-workspace-roles.md | 10 +++++++++-
1 file changed, 9 insertions(+), 1 deletion(-)
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 239353b23e96..f2bf15c5349e 100644
--- a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
+++ b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md
@@ -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**.
+
From ee10448ccf50b6b91cbf82d12e30863e3d220fcc Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 14:52:33 -0400
Subject: [PATCH 060/106] Update Configure-Reimbursement-Settings.md
---
.../workspaces/Configure-Reimbursement-Settings.md | 6 +++---
1 file changed, 3 insertions(+), 3 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
index 8e2edcc95b07..c2b7ef53ff05 100644
--- a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
+++ b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md
@@ -17,7 +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] > Make or track payments > 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**:
@@ -33,7 +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] > Make or Track Payments > 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.
@@ -42,7 +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)**.
From d052d0564dadce732c2797307fc34f2738fe5bee Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 15:06:27 -0400
Subject: [PATCH 061/106] Update Expense-Settings.md
---
.../workspaces/Expense-Settings.md | 26 ++++++++-----------
1 file changed, 11 insertions(+), 15 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Expense-Settings.md b/docs/articles/expensify-classic/workspaces/Expense-Settings.md
index b1f2c2ff8a23..06c8a7dfef5e 100644
--- a/docs/articles/expensify-classic/workspaces/Expense-Settings.md
+++ b/docs/articles/expensify-classic/workspaces/Expense-Settings.md
@@ -7,7 +7,7 @@ keywords: [Expensify Classic, expenses, violations, reimbursable, billable, mile
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 > Workspace > [Workspace Name] > Rules**. 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.
@@ -16,7 +16,7 @@ You can manage expense settings under **Settings > Workspace > [Workspace Name]
---
-# Expense Violations
+# Expenses
A **Workspace Admin** can customize the following rules at the expense level:
- **Max Expense Age (Days)**
@@ -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
+## 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.
-## Reimbursable Expenses
-
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.
@@ -70,20 +66,19 @@ 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
+## 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:
@@ -107,6 +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:
From 6ecd784d13edc4f4f7056dda4c6076ad4ac7059a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 15:16:29 -0400
Subject: [PATCH 062/106] Update Set-Currency.md
---
.../expensify-classic/workspaces/Set-Currency.md | 12 ++++++------
1 file changed, 6 insertions(+), 6 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Set-Currency.md b/docs/articles/expensify-classic/workspaces/Set-Currency.md
index c24a855da0fa..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:**
@@ -14,7 +14,7 @@ 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
@@ -22,13 +22,13 @@ You must be a Workspace Admin to update the currency settings for a company work
1. Sign in to your Expensify web account.
2. Go to **Settings > Workspace > [Workspace Name] > Overview > Default currency**.
-3. Adjust the **Report Output Currency**.
+3. Adjust the **Report Output Currency** using the drop-down menu.
## On an Individual Workspace
1. Sign in to your Expensify web account.
-2. Go to **Settings > Workspace > Workspace Name > Overview > Default currency**.
-3. Adjust the **Report Output Currency**.
+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.
From 64acbb745f7fafa9756a19e78c7c3be3331ae117 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 15:20:14 -0400
Subject: [PATCH 063/106] Update Set-Up-Invoicing.md
---
.../expensify-classic/workspaces/Set-Up-Invoicing.md | 6 +++---
1 file changed, 3 insertions(+), 3 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md b/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
index ac8701ec0eb5..3b2751d1ab09 100644
--- a/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
+++ b/docs/articles/expensify-classic/workspaces/Set-Up-Invoicing.md
@@ -15,7 +15,7 @@ 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 > Workspace Name > Invoices**.
+2. Go to **Settings > Workspaces > [Workspace Name] > Invoices**.
Here, you can create a markup or add a payment account.
@@ -25,7 +25,7 @@ From your Expensify account on the web, go to **Settings > Account > Profile**.
## Set the Workspace Currency
-To set the currency, go to **Settings > Workspace > 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.
+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)
@@ -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 > Workspace > Workspace Name > Reports Fields**. 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.
From 99ed3ba0d7569502b3711d5d1740f4f8ed473181 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 15:22:47 -0400
Subject: [PATCH 064/106] Update Track-Taxes.md
---
.../articles/expensify-classic/workspaces/Track-Taxes.md | 9 +++++----
1 file changed, 5 insertions(+), 4 deletions(-)
diff --git a/docs/articles/expensify-classic/workspaces/Track-Taxes.md b/docs/articles/expensify-classic/workspaces/Track-Taxes.md
index 0674940ba3ab..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.
From 4b0a4358603f88dbcc8d20dfa7295bb57231ca2d Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Thu, 24 Apr 2025 16:09:42 -0400
Subject: [PATCH 065/106] Update Zenefits.md
---
.../expensify-classic/connections/Zenefits.md | 16 ++++++++++------
1 file changed, 10 insertions(+), 6 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Zenefits.md b/docs/articles/expensify-classic/connections/Zenefits.md
index dabfba55c574..3a8d946aecb4 100644
--- a/docs/articles/expensify-classic/connections/Zenefits.md
+++ b/docs/articles/expensify-classic/connections/Zenefits.md
@@ -1,19 +1,19 @@
---
title: Zenefits-Integration.md
description: Learn how to integrate Zenefits with Expensify to automatically sync employees and manage approvals.
-keywords: [Zenefits, Expensify, HR integration, employee sync, approval workflow]
+keywords: [Expensify Classic, Zenefits, Expensify, HR integration, employee sync, approval workflow]
---
Expensify's integration with Zenefits automates employee management by syncing employee data and approval workflows. This ensures seamless expense management when onboarding, updating, or offboarding employees.
-# How the Zenefits Integration Works
-
Once connected, the Zenefits integration will:
- **Create Expensify accounts** for full-time, active employees when they’re hired.
- **Update approval workflows** based on changes in Zenefits.
- **Deactivate Expensify accounts** when employees are removed from Zenefits.
+---
+
# Prerequisites
Before connecting Expensify with Zenefits, ensure that:
@@ -22,10 +22,12 @@ Before connecting Expensify with Zenefits, ensure that:
- Every employee in Zenefits has a **work email address**, as this is used as the unique identifier in Expensify.
- Zenefits will sync all employees to **one** Expensify workspace. If your company uses multiple workspaces, you can select which one to connect during setup.
-# How to Connect Zenefits to Expensify
+---
+
+# Connect Zenefits to Expensify
## Step 1: Enable the Integration
-1. Go to **Settings > Workspaces > Group > _[Workspace Name]_ > Connections**.
+1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
2. Under **HR Integrations**, select **Connect to Zenefits**, then click **Sync with Zenefits**.
3. Log in to Zenefits using your admin credentials.
4. Authorize Expensify to access your Zenefits account.
@@ -38,10 +40,12 @@ Before connecting Expensify with Zenefits, ensure that:
- **Manager Approval:** Reports first go to the employee’s direct manager before a final approver (default: Workspace Billing Owner).
- **Manual Configuration:** Customize report submission manually. This option does **not** import manager data from Zenefits.
+---
+
# FAQ
## Will my employees receive a notification?
-Yes, each employee will get a **welcome email** at their work email address. This email includes account validation steps and a password setup link. Employees can also download the Expensify app for iOS and Android.
+Yes, each employee will receive a welcome email at their work email address. This email includes account validation steps and a password setup link. Employees can also download the Expensify app for iOS and Android.
**Note:** The welcome email **cannot** be disabled.
From 2b4ece28edd9380f7f018c9ba2a8b1ea46f7cd96 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 10:10:46 -0400
Subject: [PATCH 066/106] Update Workday.md
---
docs/articles/expensify-classic/connections/Workday.md | 10 +++++-----
1 file changed, 5 insertions(+), 5 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Workday.md b/docs/articles/expensify-classic/connections/Workday.md
index b7e38a59105f..84cce4acd69e 100644
--- a/docs/articles/expensify-classic/connections/Workday.md
+++ b/docs/articles/expensify-classic/connections/Workday.md
@@ -1,11 +1,11 @@
---
title: Workday-Integration.md
description: Learn how to integrate Workday with Expensify to automatically sync employees and manage user provisioning.
-keywords: [Workday, Expensify, integration, employee sync, API, HR integrations]
+keywords: [Expensify Classic, Workday, Expensify, integration, employee sync, API, HR integrations]
---
-
-
+
+
Expensify’s integration with Workday allows businesses to automatically sync employees, update approval workflows, and manage user provisioning. This guide walks you through setting up an Advanced Custom Report in Workday and enabling the integration with Expensify.
---
@@ -18,7 +18,7 @@ By using Expensify's [Employee Updater API](https://integrations.expensify.com/I
- **Real-Time Updates:** Changes to employee email addresses and managers sync automatically.
- **Deprovisioning Employees:** Employees can be removed from Expensify upon termination.
-**Note:** The Expensify API is a self-serve tool. While your Account Manager can provide guidance, configuration is managed on your end.
+**Note:** The Expensify API is a self-serve tool. While your Account Manager can provide guidance, your team manages the configuration.
---
@@ -130,7 +130,7 @@ Alternatively, Expensify can perform the sync on your behalf:
## Step 2: Connect Expensify to Workday
-1. Navigate to **Settings > Workspaces > Group > [Workspace Name] > Connections > HR Integrations**.
+1. Navigate to **Settings > Workspaces > Group > [Workspace Name] > Accounting > HR Integrations**.
2. Click **Connect to Workday**.
3. Fill out the form with the following details:
- `partnerUserID`
From fe06ea7a5eddb0a7ec1bc4deab566bad4f4a310b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 10:11:50 -0400
Subject: [PATCH 067/106] Update Workday.md
---
docs/articles/expensify-classic/connections/Workday.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/connections/Workday.md b/docs/articles/expensify-classic/connections/Workday.md
index 84cce4acd69e..80f8d4295f78 100644
--- a/docs/articles/expensify-classic/connections/Workday.md
+++ b/docs/articles/expensify-classic/connections/Workday.md
@@ -1,5 +1,5 @@
---
-title: Workday-Integration.md
+title: Integrate Workday with Expensify
description: Learn how to integrate Workday with Expensify to automatically sync employees and manage user provisioning.
keywords: [Expensify Classic, Workday, Expensify, integration, employee sync, API, HR integrations]
---
From f1b593a54dafd18a7a83c4b612ae67faa1d58e73 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 10:16:03 -0400
Subject: [PATCH 068/106] Update Uber.md
---
.../expensify-classic/connections/Uber.md | 41 ++++++++++++-------
1 file changed, 26 insertions(+), 15 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Uber.md b/docs/articles/expensify-classic/connections/Uber.md
index 213a90b6d288..0b1de9899dc1 100644
--- a/docs/articles/expensify-classic/connections/Uber.md
+++ b/docs/articles/expensify-classic/connections/Uber.md
@@ -1,26 +1,37 @@
---
-title: Uber integration
-description: Connecting your Uber account to Expensify
+title: Integrate Uber with Expensify
+description: Learn how to connect your Uber for Business account to Expensify to automatically import ride and meal receipts.
+keywords: [Expensify Classic, Uber, Uber for Business, receipt import, business travel, integrations]
---
-## Overview
-Link Expensify directly to your Uber account so your Uber for Business receipts populate automatically in Expensify.
+
-# How to connect Uber to Expensify
+Easily connect your Uber for Business account to Expensify so receipts for rides and meals are automatically imported and SmartScanned.
-You can do this right in the Uber app:
+# Connect Uber to Expensify
-1. Head to Account > Business hub > Get started
-2. Tap Create an individual account > Get started
-3. Enter your business email and tap Next
-4. Select the payment card you'd like to use for your business profile
-5. Choose how frequently you’d like to receive travel summaries
-6. Select Expensify as your expense provider
-Expensify and Uber are now connected!
+Follow these steps in the Uber app to set up the integration:
-Now, every time you use Uber for Business – be it for rides or meals – the receipt will be imported and scanned into Expensify automatically.
+1. Go to **Account > Business hub > Get started**.
+2. Tap **Create an individual account > Get started**.
+3. Enter your business email, then tap **Next**.
+4. Choose the payment card you'd like to use for your business profile.
+5. Select how often you'd like to receive travel summaries.
+6. Select **Expensify** as your expense provider.
+
+Once connected, your Uber for Business receipts will automatically appear in your Expensify account.
{:width="100%"}
{:width="100%"}
-To disconnect Uber and Expensify, simply follow the above path and select Disconnect on the Expensify option.
+---
+
+# Disconnect Uber from Expensify
+
+To remove the integration:
+
+1. Go to **Account > Business hub** in the Uber app.
+2. Tap the **Expensify** option.
+3. Select **Disconnect**.
+
+
From c05e05f8c64e626411e6e3ec18dc46ac898fc8a9 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 10:28:39 -0400
Subject: [PATCH 069/106] Update TravelPerk.md
---
.../connections/TravelPerk.md | 76 ++++++++-----------
1 file changed, 30 insertions(+), 46 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/TravelPerk.md b/docs/articles/expensify-classic/connections/TravelPerk.md
index c89764930c82..cbbc758ff9ce 100644
--- a/docs/articles/expensify-classic/connections/TravelPerk.md
+++ b/docs/articles/expensify-classic/connections/TravelPerk.md
@@ -1,70 +1,54 @@
---
-title: Connecting-TravelPerk-to-Expensify.md
-description: Learn how to seamlessly integrate TravelPerk with Expensify to automate travel expense tracking and improve financial workflows.
-keywords: [TravelPerk, Expensify, integration, travel expenses, automation, corporate travel]
----
-
-
-
-Integrating TravelPerk with Expensify allows you to automate travel expense tracking, ensuring that all bookings made through TravelPerk are seamlessly recorded in Expensify. Follow the steps below to connect your accounts and streamline your travel expense management.
+title: Connecting TravelPerk to Expensify
+description: Learn how to seamlessly integrate TravelPerk with Expensify to automate travel expense tracking and improve financial workflows.
+keywords: [Expensify Classic, TravelPerk, travel expenses, corporate travel]
---
-## Prerequisites
+
-Before setting up the integration, ensure you have:
-- An **active Expensify account**.
-- An **active TravelPerk account**.
-- **Admin access** to both accounts.
+Connect your TravelPerk and Expensify accounts to automatically sync travel bookings as expenses, making travel management effortless and efficient.
---
-## How to Connect TravelPerk to Expensify
-
-1. **Log in to Expensify (Web)**
- - Go to [Expensify](https://www.expensify.com/) and sign in to your account.
+# Prerequisites
-2. **Access Integrations**
- - Click on your **profile icon** in the upper-right corner.
- - Select **Settings > Account > Integrations**.
+Before you begin, make sure you have:
-3. **Find TravelPerk**
- - Use the search bar to find **TravelPerk**.
+- An **active Expensify account**
+- **Workspace admin** level permissions in Expensify
+- An **active TravelPerk account**
+- **Admin access** in TravelPerk
-4. **Connect TravelPerk**
- - Click on **TravelPerk** and follow the on-screen prompts.
- - Log in to your **TravelPerk account** when prompted.
-
-5. **Authorize the Integration**
- - Review the requested permissions.
- - Click **Authorize** to enable the connection.
+---
-6. **Customize Integration Settings**
- - Configure expense categories and tags based on your company’s policies.
- - Click **Save** to confirm your settings.
+# Connect TravelPerk to Expensify
-7. **Test the Integration**
- - Book a test trip in TravelPerk.
- - Check Expensify to ensure the expense appears automatically.
+1. Navigate to **Settings > Workspaces > Workspace Name > Accounting > TravelPerk**.
+2. **Connect TravelPerk** and follow the prompts to log in to your TravelPerk account.
+3. **Authorize the integration**: Review the requested permissions and click **Authorize**.
+4. **Customize your settings**: Choose how you want expenses to be categorized and tagged.
+5. Click **Save** when done.
+6. Test the connection by booking a test trip in TravelPerk -- The expense should appear automatically in Expensify.
---
-## How to Book Travel with TravelPerk
+# How to Book Travel with TravelPerk
-1. In TravelPerk, navigate to **Trips > Create Trip**.
-2. Enter a **trip name** and select flights and hotels.
-3. Review the itinerary and click **Confirm Payment**.
-4. Your **TravelPerk invoice and itinerary** will automatically sync to Expensify.
+1. In TravelPerk, go to **Trips > Create Trip**.
+2. Enter a trip name and select flights and hotels.
+3. Review your itinerary and click **Confirm payment**.
+4. Your TravelPerk invoice and itinerary will automatically sync to Expensify.
---
-## Benefits of the TravelPerk Integration
+# Benefits of the TravelPerk integration
-- **Automated expense tracking** – Travel expenses sync in real-time.
-- **Expense policy compliance** – Pre-approved bookings align with company policies.
-- **Improved visibility** – Finance teams gain better insights into travel spending.
-- **Streamlined approvals** – Managers can review and approve expenses effortlessly.
+- **Real-time expense syncing** – No manual uploads needed
+- **Policy compliance** – Bookings follow your company’s rules
+- **Finance visibility** – See travel spend as it happens
+- **Faster approvals** – Managers can review expenses more easily
-By integrating TravelPerk with Expensify, you eliminate manual expense tracking, making business travel more efficient. If you need help, contact **Concierge** or your **Account Manager**.
+By connecting TravelPerk and Expensify, you eliminate manual data entry and simplify your travel workflow.
From 4cc67aaf8fdcbd68aa7f0b3cda4f6f5f9144cf9a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:19:08 -0400
Subject: [PATCH 070/106] Update Travel-receipt-integrations.md
---
.../Travel-receipt-integrations.md | 21 ++++++++++++-------
1 file changed, 13 insertions(+), 8 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Travel-receipt-integrations.md b/docs/articles/expensify-classic/connections/Travel-receipt-integrations.md
index 85f1d811cc23..8bc835b9d33b 100644
--- a/docs/articles/expensify-classic/connections/Travel-receipt-integrations.md
+++ b/docs/articles/expensify-classic/connections/Travel-receipt-integrations.md
@@ -1,14 +1,14 @@
---
title: Travel Receipt Integrations
description: Learn how to use pre-built or custom integrations to automatically track travel expenses in Expensify.
-keywords: [travel receipts, integrations, Expensify, Bolt Work, SpotHero, Grab, KAYAK, email receipts]
+keywords: [Expensify Classic, travel receipts, integrations, Bolt Work, SpotHero, Grab, KAYAK, email receipts]
---
Expensify’s receipt integrations allow merchants to automatically send receipts directly to a member’s Expensify account. When a merchant emails a receipt to a member and Cc's **receipts@expensify.com**, Expensify creates a transaction in the account of the email recipient.
-You can integrate receipts using Expensify’s **pre-built integrations** or by setting up a **custom receipt integration**.
+You can integrate receipts using Expensify’s pre-built integrations or by setting up a custom receipt integration.
---
@@ -31,6 +31,8 @@ Expensify offers pre-built integrations with **Bolt Work, SpotHero, Grab, and KA
**Important:** When booking a trip with Bolt Work, select your **work trip profile** as the payment method. This ensures the receipt is automatically sent to Expensify.
+---
+
## SpotHero
1. Open the **SpotHero** app and tap the **menu icon** in the top left.
@@ -42,6 +44,8 @@ Expensify offers pre-built integrations with **Bolt Work, SpotHero, Grab, and KA
**Tip:** When reserving parking, select your **business profile** in the **Payment Details** section. You can also schedule **weekly or monthly** batch expense submissions in **Business Profile settings**.
+---
+
## Grab
1. Open the **Grab** app and tap your **profile picture** in the top left.
@@ -56,9 +60,11 @@ Expensify offers pre-built integrations with **Bolt Work, SpotHero, Grab, and KA
**Note:** When booking a trip, select **business** instead of **personal** to ensure the receipt is sent to Expensify.
-## KAYAK for Business
+---
+
+# KAYAK for Business
-### Admin Setup
+## Admin Setup
This must be completed by a **KAYAK for Business admin**:
1. Go to the **KAYAK for Business homepage**.
@@ -67,7 +73,7 @@ This must be completed by a **KAYAK for Business admin**:
Now, all bookings made by employees will automatically sync with Expensify.
-### Traveler Setup
+## Traveler Setup
1. On the **KAYAK for Business homepage**, go to **Profile Account Settings**.
2. Enable the **Expensify toggle** to automatically send expenses to Expensify. You can also opt for manual submission.
@@ -88,7 +94,7 @@ Now, all bookings made by employees will automatically sync with Expensify.
---
-## Using the Integration
+# Using the Integration
When emailing a receipt:
@@ -116,7 +122,7 @@ No, Expensify does not currently offer API-based receipt integrations. All integ
## What is Expensify’s Open API used for?
-Expensify’s Open API is designed for **exporting** data to external accounting systems. **Receipt imports must be done via email integration**.
+Expensify’s Open API is designed for exporting data to external accounting systems. Receipt imports must be done via email integration.
## Can Expensify split one email into multiple receipts?
@@ -139,4 +145,3 @@ Yes! You can promote your integration on your **website** and **social media** (
For support, contact **Concierge** by clicking the **green chat icon** in the mobile or web app, or email **concierge@expensify.com**. Our global team is ready to assist you.
-
From 573cc409251ce943cdcfd3e2646f7c08bb14a9fd Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:19:47 -0400
Subject: [PATCH 071/106] Update Rippling.md
---
docs/articles/expensify-classic/connections/Rippling.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/connections/Rippling.md b/docs/articles/expensify-classic/connections/Rippling.md
index 064b3415ac42..50367ad989eb 100644
--- a/docs/articles/expensify-classic/connections/Rippling.md
+++ b/docs/articles/expensify-classic/connections/Rippling.md
@@ -1,5 +1,5 @@
---
-title: Rippling-Integration.md
+title: Rippling
description: Learn how to sync employee and expense data between Expensify and Rippling for seamless management.
keywords: [Rippling, Expensify integration, employee sync, expense reports, payroll]
---
From 7bc03fe2bdfe01c3de76794de939577ada11720b Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:20:45 -0400
Subject: [PATCH 072/106] Update QuickBooks-Time.md
---
.../expensify-classic/connections/QuickBooks-Time.md | 10 ++++++----
1 file changed, 6 insertions(+), 4 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/QuickBooks-Time.md b/docs/articles/expensify-classic/connections/QuickBooks-Time.md
index a9c5d74b5b12..0fbc7934901b 100644
--- a/docs/articles/expensify-classic/connections/QuickBooks-Time.md
+++ b/docs/articles/expensify-classic/connections/QuickBooks-Time.md
@@ -1,14 +1,16 @@
---
-title: Expensify-and-QuickBooks-Time-Integration-Guide.md
+title: QuickBooks Time
description: Learn how to connect QuickBooks Time (formerly TSheets) to your Expensify workspace for seamless time tracking and expense management.
-keywords: [QuickBooks Time, TSheets, Expensify integration, time tracking, expense management]
+keywords: [QuickBooks Time, TSheets, Expensify Classic, time tracking, expense management]
---
Expensify integrates with **QuickBooks Time** (formerly TSheets) to automate time tracking and expense reporting. This guide walks you through setting up and using the integration.
-# How to Connect QuickBooks Time to Expensify
+---
+
+# Connect QuickBooks Time to Expensify
## Prerequisites
@@ -21,7 +23,7 @@ Before you begin, ensure you have:
Follow these steps to connect Expensify with QuickBooks Time:
1. **Log into Expensify** on your web browser.
-2. Navigate to **Settings > Workspaces > [Workspace Name] > Connections**.
+2. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting**.
3. Select **QuickBooks Time** and click **Connect**.
4. Sign in to your QuickBooks Time account and authorize the integration.
5. Configure your preferences:
From 0e851c00d32b15ceac1fc9e8e71b0910cccccab0 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:22:06 -0400
Subject: [PATCH 073/106] Update Navan.md
---
docs/articles/expensify-classic/connections/Navan.md | 8 ++++----
1 file changed, 4 insertions(+), 4 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Navan.md b/docs/articles/expensify-classic/connections/Navan.md
index 70e865f3b8fb..48b4b2c33dc9 100644
--- a/docs/articles/expensify-classic/connections/Navan.md
+++ b/docs/articles/expensify-classic/connections/Navan.md
@@ -1,13 +1,13 @@
---
-title: navan-integration.md
+title: Navan
description: Learn how to connect Navan with Expensify to automatically sync travel receipts for easy expense reporting.
-keywords: [Navan, Expensify, travel integration, expense automation, flight receipts]
+keywords: [Navan, Expensify Classic, travel integration, expense automation, flight receipts]
---
Navan users can link their Expensify accounts to automatically sync flight receipts, making expense reporting seamless and efficient.
-# Connecting Navan to Expensify
+# Connect Navan to Expensify
Follow these steps to enable the Navan integration with Expensify:
@@ -17,7 +17,7 @@ Follow these steps to enable the Navan integration with Expensify:
4. In the **Expensify** section, click **Enable**.
5. Uncheck **Disallow company card expensing**.
6. Check **Automatically push expenses when booking a flight**.
-7. If using a central booking account, and all expenses should be sent to one Expensify account:
+7. If using a central booking account, all expenses should be sent to one Expensify account:
- Click **Edit** next to **Expensify** in Navan.
- Enter the email address that should receive all receipts.
From dac4c412dfcf84b1597cbf41e8f8b1708579a10f Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:23:34 -0400
Subject: [PATCH 074/106] Update Lyft.md
---
.../expensify-classic/connections/Lyft.md | 16 ++++++++--------
1 file changed, 8 insertions(+), 8 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Lyft.md b/docs/articles/expensify-classic/connections/Lyft.md
index 437364e697ff..983ff3f7c116 100644
--- a/docs/articles/expensify-classic/connections/Lyft.md
+++ b/docs/articles/expensify-classic/connections/Lyft.md
@@ -1,16 +1,16 @@
---
-title: Lyft-Expensify-Integration.md
+title: Lyft
description: Learn how to connect your Lyft Business Profile with Expensify to automatically import receipts for work-related rides.
-keywords: [Lyft, Expensify, Business Profile, receipts, integration, expense management]
+keywords: [Lyft, Expensify Classic, Business Profile, receipts, integration, expense management]
---
-# Lyft & Expensify Integration
+
Expensify seamlessly integrates with Lyft, allowing you to automatically import receipts for work-related rides into your Expensify account.
---
-## Connecting a Lyft Business Profile to Expensify
+# Connect a Lyft Business Profile to Expensify
To ensure your business-related Lyft rides sync with Expensify, follow these steps:
@@ -20,11 +20,11 @@ To ensure your business-related Lyft rides sync with Expensify, follow these ste
4. Tap **Expense Management** and choose **Expensify**.
5. Enter your email address—make sure it matches your Expensify account email.
-> **Note:** Always switch to your **Business Profile** before taking a ride for work to ensure receipts are automatically sent to Expensify.
+**Note:** Always switch to your **Business Profile** before taking a ride for work to ensure receipts are automatically sent to Expensify.
---
-## Setting Up Lyft for Business with Expensify
+# Set Up Lyft for Business with Expensify
If you're managing a **Lyft for Business** account for your company, you can set up the Expensify integration for your entire team:
@@ -33,7 +33,7 @@ If you're managing a **Lyft for Business** account for your company, you can set
3. Employees will receive an email prompting them to set up their **Lyft Business Profile**.
4. Once set up, they should switch to **Business Profile mode** for work-related rides to ensure receipts sync to Expensify.
-> **Tip:** Business-related rides will also appear in the **Rides** section of your **Lyft for Business** portal for easy tracking.
+**Tip:** Business-related rides will also appear in the **Rides** section of your **Lyft for Business** portal for easy tracking.
{:width="100%"}
@@ -55,4 +55,4 @@ No, this integration only works with a **Lyft Business Profile**. Personal rides
2. Select **Business Profile**.
3. Tap **Expense Management** and remove Expensify.
-
+
From a50e8e13eceeff0221fee48202f507292a90a91c Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:26:21 -0400
Subject: [PATCH 075/106] Update Indirect-Accounting-Integrations.md
---
.../Indirect-Accounting-Integrations.md | 23 +++++++++----------
1 file changed, 11 insertions(+), 12 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Indirect-Accounting-Integrations.md b/docs/articles/expensify-classic/connections/Indirect-Accounting-Integrations.md
index 38e2026a1477..991196bbc6c8 100644
--- a/docs/articles/expensify-classic/connections/Indirect-Accounting-Integrations.md
+++ b/docs/articles/expensify-classic/connections/Indirect-Accounting-Integrations.md
@@ -1,10 +1,10 @@
---
-title: Indirect-Accounting-Integrations.md
+title: Indirect Accounting Integrations
description: Learn how to export expenses and reports using a flat-file template compatible with your accounting software.
-keywords: [accounting integration, export template, indirect integration, flat-file import, Expensify reports]
+keywords: [Expensify Classic, accounting integration, export template, indirect integration, flat-file import]
---
-# Indirect Accounting Integrations
+
Expensify supports both **direct** and **indirect** accounting integrations. If your accounting software isn’t directly integrated, you can still export expenses and reports using a **flat-file import**.
@@ -12,9 +12,9 @@ When you select an accounting package, Expensify automatically generates a relev
---
-## Setting Up an Indirect Accounting Integration
+# Set Up an Indirect Accounting Integration
-### From the Home Page
+## From the Home Page
1. Select your **Group Plan** type while setting up your first workspace.
2. On the **Home** page, navigate to the **Accounting Software** task.
@@ -22,25 +22,25 @@ When you select an accounting package, Expensify automatically generates a relev
4. A confirmation message will appear, and the relevant export template will be added to your account.
5. The template will now be available under the **Export To** option on the **Reports** page and at the top of each report.
-### From Workspace Settings
+## From Workspace Settings
-1. Go to **Settings** > **Workspaces** > **Group** > _Your workspace_ > **Connections**.
+1. Go to **Settings > Workspaces > [Workspace Name] > Accounting**.
2. Select an accounting package from the available options.
3. A confirmation message will appear, and the relevant export template will be added to your account.
4. The template will now be available under the **Export To** option on the **Reports** page and at the top of each report.
---
-## Exporting Reports for Your Accounting Software
+# Exporting Reports for Your Accounting Software
Expensify provides two ways to export reports:
-### Export a Single Report
+## Export a Single Report
1. Open the report you want to export.
2. Click **Export To** in the top-left corner.
3. Select your accounting package from the dropdown menu.
-### Export Multiple Reports
+## Export Multiple Reports
1. Navigate to the **Reports** page.
2. Select the checkboxes next to the reports you want to export.
3. Click **Export To** and choose your accounting package from the dropdown menu.
@@ -67,5 +67,4 @@ If your accounting software supports flat-file imports but isn’t listed above,
2. Alternatively, go to **Settings** > **Workspaces** > **Group** > _Your workspace_ > **Export Formats**.
3. Create a custom export template that matches the format required by your accounting system.
----
-
+
From e04f0774c90d19a8f70ce417288e888ef3238714 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:32:52 -0400
Subject: [PATCH 076/106] Update Gusto.md
---
.../expensify-classic/connections/Gusto.md | 32 +++++++++----------
1 file changed, 15 insertions(+), 17 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Gusto.md b/docs/articles/expensify-classic/connections/Gusto.md
index a7ecd4c87ac0..48c8e0289177 100644
--- a/docs/articles/expensify-classic/connections/Gusto.md
+++ b/docs/articles/expensify-classic/connections/Gusto.md
@@ -1,22 +1,19 @@
---
-title: Gusto-Integration.md
+title: Gusto
description: Learn how to connect and sync employees between Gusto and Expensify automatically.
-keywords: [Gusto, Expensify, integration, HR sync, employee management]
+keywords: [Gusto, Expensify Classic, integration, HR sync, employee management]
---
-# Gusto Integration with Expensify
-
-## Overview
+
Expensify's direct integration with Gusto helps automate employee management by:
-
- **Creating Expensify accounts** for new full-time employees upon hiring.
- **Updating approval workflows** in Expensify when changes occur in Gusto.
- **Deprovisioning employees** from Expensify upon their termination in Gusto.
---
-## Prerequisites
+# Prerequisites for Connecting with Gusto
Before connecting Expensify with Gusto, ensure the following:
@@ -27,19 +24,19 @@ Before connecting Expensify with Gusto, ensure the following:
---
-## Connecting Expensify to Gusto
+# Connect Expensify to Gusto
To set up the integration:
-1. Navigate to **Settings > Workspaces > _[Workspace Name]_ > Connections**.
+1. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting**.
2. Scroll to **HR Integrations**, select **Connect with Gusto**, and click **Connect with Gusto**.
3. Log in to Gusto with your admin credentials and authorize Expensify.
---
-## Configuring the Integration
+# Configuring the Integration
-Once connected, configure the approval workflow:
+Once connected, configure the approval workflow under **Settings > Workspaces > [Workspace Name] > Workflows**:
1. Choose an **Approval Workflow** mode:
- **Basic Approval** – All reports go to a single final approver (default: Billing Owner).
@@ -60,14 +57,15 @@ No, Gusto syncs all employees to a **single** Expensify workspace. You must choo
Yes, update it by:
-1. Going to **Settings > Workspaces > _[Workspace Name]_ > Members** and updating the Approval Mode.
-2. Navigating to **Settings > Workspaces > _[Workspace Name]_ > Connections**, selecting **Configure** under Gusto, and saving the desired Approval Mode.
+1. Going to **Settings > Workspaces > [Workspace Name] > Workflows** and updating the Approval Mode.
+2. Navigating to **Settings > Workspaces > [Workspace Name] > Accounting**, selecting **Configure** under Gusto, and saving the desired Approval Mode.
## Why do some employees have duplicate Expensify accounts?
-Duplicate accounts occur if employee emails in Expensify differ from those in Gusto. The integration imports employees based on their **Gusto email**.
+Duplicate accounts occur if an employee's email in Expensify differs from that in Gusto. The integration imports employees based on their Gusto email.
-### How to fix this:
-Employees should merge their accounts in Expensify:
-1. Go to **Settings > Account > Account Details**.
+**To fix this, employees should merge their accounts in Expensify:**
+1. Go to **Settings > Account > Profile**.
2. Scroll to **Merge Accounts** and follow the steps.
+
+
From 3a09f9facc0de228bd3558309a31db122f22ff32 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:35:21 -0400
Subject: [PATCH 077/106] Update Greenhouse.md
---
.../connections/Greenhouse.md | 28 ++++++++++---------
1 file changed, 15 insertions(+), 13 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Greenhouse.md b/docs/articles/expensify-classic/connections/Greenhouse.md
index 31f2e864e53a..50ffc2519e85 100644
--- a/docs/articles/expensify-classic/connections/Greenhouse.md
+++ b/docs/articles/expensify-classic/connections/Greenhouse.md
@@ -1,16 +1,16 @@
---
-title: Greenhouse-Integration.md
+title: Greenhouse
description: Learn how to integrate Greenhouse with Expensify to automatically send candidates for seamless reimbursement.
-keywords: [Greenhouse, Expensify, integration, candidate reimbursement, workspace setup]
+keywords: [Greenhouse, Expensify Classic, integration, candidate reimbursement]
---
-# Greenhouse Integration with Expensify
-
+
+
Expensify's integration with Greenhouse allows you to automatically send candidate details from Greenhouse to Expensify for easy reimbursement. You can also set the candidate's recruiter or recruiting coordinator as their expense approver.
---
-## Prerequisites
+# Prerequisites
Before setting up the integration, ensure you meet these requirements:
@@ -20,26 +20,26 @@ Before setting up the integration, ensure you meet these requirements:
---
-# Connecting Greenhouse to Expensify
+# Connect Greenhouse to Expensify
## Step 1: Establish the Connection
-1. Log into Expensify as a **Workspace Admin**.
-2. Navigate to **Settings > Workspaces > _[Workspace Name]_ > Connections**.
+1. Log in to Expensify as a **Workspace Admin**.
+2. Navigate to **Settings > Workspaces > [Workspace Name] > Accounting**.
3. Under **Greenhouse**, click **Connect to Greenhouse**.
4. Click **Sync with Greenhouse** to open the Greenhouse Integration instructions in a new tab.
-## Step 2: Create the Web Hook
+## Step 2: Create the WebHook
1. In the Greenhouse Integration instructions page, click the link under Step 1, or:
- - Log into Greenhouse.
+ - Log in to Greenhouse.
- Go to **Configure > Dev Center > Web Hooks > Web Hooks**.
-2. Follow the Greenhouse Integration instructions to complete the web hook setup.
+2. Follow the Greenhouse Integration instructions to complete the webhook setup.
## Step 3: Create the Custom Candidate Field
1. In the Greenhouse Integration instructions page, click the link under Step 2, or:
- - Log into Greenhouse.
+ - Log in to Greenhouse.
- Navigate to **Configure > Custom Options > Custom Company Fields > Candidates**.
2. Follow the Greenhouse Integration instructions to create the custom candidate field.
3. Click **Finish** (Step 3 in the Greenhouse Integration instructions) to complete the integration.
@@ -58,7 +58,7 @@ Before setting up the integration, ensure you meet these requirements:
## In Expensify
-1. Go to **Settings > Workspaces > Group > _[Workspace Name]_ > Members**.
+1. Go to **Settings > Workspaces > Group > [Workspace Name] > Members**.
2. The candidate should now appear in the workspace members list.
3. If the **Recruiter** (or **Recruiting Coordinator**) field was selected in Greenhouse, the candidate will submit expense reports to that approver.
- If no approver was selected, the candidate will follow the default Expensify workspace approval workflow.
@@ -75,3 +75,5 @@ Yes. Contact **concierge@expensify.com** or your account manager to modify the d
## What if I want candidates to use different Categories or Tags than employees?
We recommend setting up a **separate Expensify workspace** for candidates to configure a customized workflow.
+
+
From 0f655b300312f2d0b17167ecb77cc24feeefc733 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:36:35 -0400
Subject: [PATCH 078/106] Update Google-Apps-SSO.md
---
.../connections/Google-Apps-SSO.md | 17 +++++++++--------
1 file changed, 9 insertions(+), 8 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Google-Apps-SSO.md b/docs/articles/expensify-classic/connections/Google-Apps-SSO.md
index afe09fc70c48..0061c682e03a 100644
--- a/docs/articles/expensify-classic/connections/Google-Apps-SSO.md
+++ b/docs/articles/expensify-classic/connections/Google-Apps-SSO.md
@@ -1,15 +1,14 @@
---
title: Google Apps SSO
description: Learn how to integrate Expensify with Google Apps SSO for seamless user management and one-click Workspace invites.
-keywords: [Google Apps SSO, Expensify integration, Workspace invites, Google Admin, Sync Users]
+keywords: [Google Apps SSO, Expensify Classic, Workspace invites, Google Admin]
---
-# Google Apps SSO Integration
-
-## Overview
+
+
Expensify offers **Single Sign-On (SSO)** integration with [Google Apps](https://cloud.google.com/architecture/identity/single-sign-on), allowing **one-click Workspace invites** for easier user management.
-### Requirements:
+## Requirements:
- You must be an **admin** of a **Group Workspace** with a **Collect or Control** subscription.
- You must have **Administrator access** to the Google Apps Admin console.
@@ -17,7 +16,7 @@ Expensify offers **Single Sign-On (SSO)** integration with [Google Apps](https:/
---
-## How to Enable Expensify on Google Apps
+# How to Enable Expensify on Google Apps
To integrate Expensify with your Google Apps domain and add an **Expenses** shortcut to your Google navigation bar:
@@ -33,7 +32,7 @@ Now, follow the steps below to **sync users from Google Apps to Expensify**.
---
-## How to Sync Google Apps Users to Expensify
+# How to Sync Google Apps Users to Expensify
To automatically add your Google Apps users to an Expensify Workspace:
@@ -44,4 +43,6 @@ To automatically add your Google Apps users to an Expensify Workspace:
5. Navigate to **People** in the admin menu.
6. Click **Sync G Suite Now**. Expensify will detect users in your domain who are not yet in the Workspace and add them.
-> **Important:** The connection does **not** auto-refresh. You must manually click **Sync G Suite Now** whenever you want to update users.
+**Important:** The connection does **not** auto-refresh. You must manually click **Sync G Suite Now** whenever you want to update users.
+
+
From 24597245297f39d0eaaffa50979022693c2942f5 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:38:48 -0400
Subject: [PATCH 079/106] Update Global-VaTax.md
---
.../connections/Global-VaTax.md | 22 +++++++++++++------
1 file changed, 15 insertions(+), 7 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Global-VaTax.md b/docs/articles/expensify-classic/connections/Global-VaTax.md
index ba3fde74ca8f..6b295370599f 100644
--- a/docs/articles/expensify-classic/connections/Global-VaTax.md
+++ b/docs/articles/expensify-classic/connections/Global-VaTax.md
@@ -1,18 +1,18 @@
---
title: Global VaTax Integration
description: Learn how to connect Expensify with Global VaTax to simplify international VAT refunds for your business expenses.
-keywords: [Expensify, Global VaTax, VAT refund, international expenses, tax compliance]
+keywords: [Expensify CLassic, Global VaTax, VAT refund, international expenses, tax compliance]
---
-# Global VaTax Integration
+
The Expensify-Global VaTax integration helps businesses reclaim Value Added Tax (VAT) on international expenses. If your company is based in the U.S. but conducts business abroad, you can track expenses in [Expensify](https://use.expensify.com/expense-management) and sync them with [Global VaTax](https://globalvatax.com/) to simplify VAT recovery.
-## What is VAT?
-
[Value Added Tax (VAT)](https://www.investopedia.com/terms/v/valueaddedtax.asp#:~:text=Value%2Dadded%20tax%20(VAT)%20is%20a%20flat%20tax%20levied,different%20parties%20to%20a%20transaction.) is a consumption tax applied to goods and services in many countries. It is automatically included in purchases, but businesses traveling internationally may be eligible for VAT refunds.
-### VAT-Recoverable Expenses
+---
+
+# VAT-Recoverable Expenses
Businesses can reclaim VAT on various expenses, including:
@@ -24,7 +24,9 @@ Businesses can reclaim VAT on various expenses, including:
- Aviation-related expenses
- Other qualifying international business expenses
-## How VAT Refunds Work
+---
+
+# How VAT Refunds Work
VAT refund regulations vary by country and expense type, making the process complex. Global VaTax simplifies this by handling:
@@ -34,6 +36,8 @@ VAT refund regulations vary by country and expense type, making the process comp
By syncing Expensify with Global VaTax, businesses can automate VAT reporting and reclaim eligible expenses efficiently.
+---
+
# How to Connect Expensify with Global VaTax
Follow these steps to activate the integration:
@@ -50,8 +54,12 @@ Follow these steps to activate the integration:
Once Global VaTax prepares your VAT reclaim documents in the required languages, they will submit them to the appropriate tax authorities.
-## Tracking Your VAT Reclaim
+---
+
+# Tracking Your VAT Reclaim
After submission, you can monitor the progress of your VAT reclaim via the **Submission Analysis Report** in Global VaTax.
By integrating Expensify with Global VaTax, businesses can maximize VAT recovery while reducing administrative burden.
+
+
From 3f48dd00f4989a8738c7dc860cbde90e2a3e0e8c Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:48:21 -0400
Subject: [PATCH 080/106] Update Expensify-API.md
---
.../connections/Expensify-API.md | 56 ++++++++++++-------
1 file changed, 35 insertions(+), 21 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Expensify-API.md b/docs/articles/expensify-classic/connections/Expensify-API.md
index 4c9035de48af..5671ddb30fd4 100644
--- a/docs/articles/expensify-classic/connections/Expensify-API.md
+++ b/docs/articles/expensify-classic/connections/Expensify-API.md
@@ -1,34 +1,49 @@
---
title: Expensify API
description: User-sourced tips and tricks for using Expensify’s API.
+keywords: [Expensify Classic, API]
---
-# Overview
-An API (Application Programming Interface) allows two programs to communicate with each other. Expensify's API connects with various software platforms like NetSuite or Xero, and it can also link to other systems that don’t have a pre-made connection, such as [Workday](https://help.expensify.com/articles/expensify-classic/integrations/HR-integrations/Workday).
-{% include info.html %}
-To begin, review our [Integration Server Manual](https://integrations.expensify.com/Integration-Server/doc/#introduction) thoroughly, as it will be your primary resource. The Expensify API is a self-serve tool, and your internal team is responsible for setting it up and ensuring it meets your needs. We can assist with basic troubleshooting, but the level of support may vary based on the support agent or account manager. It’s important for your team to be familiar with the setup process.
-{% include end-info.html %}
+
-We've compiled answers to some frequently asked questions to help you get started.
+Expensify’s API helps connect your account to third-party tools like NetSuite, Xero, and even internal systems like Workday. This guide includes tips, usage examples, and common troubleshooting questions.
-## Should I give your support team my API credentials when I need help?
-
-If you’re seeking help with Expensify's API, do not share your partnerUserSecret. If you do, immediately rotate your credentials on [this page](https://www.expensify.com/tools/integrations/).
+---
+
+# Getting Started
+
+To start using the API, review our full [Integration Server Manual](https://integrations.expensify.com/Integration-Server/doc/#introduction).
+
+**Note:** The API is a self-serve tool. Your internal team will need to manage setup and maintenance. If you have an Account Manager, please reach out to them directly for assistance with setting up Expensify's API.
-## Is there a rate limit?
+---
+
+# FAQ
+
+## Should I give Concierge my API credentials?
+
+No. Never share your `partnerUserSecret`. If you already have, rotate your credentials immediately [here](https://www.expensify.com/tools/integrations/).
-To keep our platform stable and handle high traffic, Expensify limits how many API requests you can send:
-- Up to 5 requests every 10 seconds
-- Up to 20 requests every 60 seconds
+## What is the API rate limit?
-Sending more requests than allowed may result in an error with status code `429`.
+To keep things running smoothly:
+- Max **5 requests every 10 seconds**
+- Max **20 requests every 60 seconds**
+
+Going over this will return a `429` error.
## What is a Policy ID?
-This is also known as a Workspace ID. To find your Policy/Workspace ID,
-Hover over Settings and click Workspaces.
-Click the name of the Workspace.
-Copy the ID number from the URL. For example, if the URL is https://www.expensify.com/policy?param={"policyID":"0810E551A5F2A9C2”}, then your workspace ID is 0810E551A5F2A9C2.
+Your **Policy ID** is also called your **Workspace ID**.
+
+To find it:
+1. Go to `Settings > Workspaces`
+2. Click the Workspace name
+3. Copy the ID from the browser URL. It will look like this:
+ ```
+ https://www.expensify.com/policy?param={"policyID":"0810E551A5F2A9C2"}
+ ```
+ Your Workspace ID is `0810E551A5F2A9C2`.
## Can I use the parent type `file` to export workspace/policy data?
@@ -52,7 +67,7 @@ Boolean fields won't output values without a string. For example, instead of usi
## Can I export the reports for just one user?
-Not in a quick convenient way, as you would need to include the user in your template. The simplest approach is to export data for all users and then apply a filter in your preferred spreadsheet program.
+Not in a quick, convenient way, as you would need to include the user in your template. The simplest approach is to export data for all users and then apply a filter in your preferred spreadsheet program.
## Can I create expenses on behalf of users?
@@ -227,5 +242,4 @@ Remember that there are 4 [required fields](https://integrations.expensify.com/I
- employeeID
- policyID
-*Thank you to our customer Raul Hernandez who originally wrote and shared this guide.*
-
+
From 8294f5699d0e4a90803b433af77803e379029cb3 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:51:11 -0400
Subject: [PATCH 081/106] Update Egencia.md
---
.../expensify-classic/connections/Egencia.md | 34 ++++++++++++-------
1 file changed, 22 insertions(+), 12 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Egencia.md b/docs/articles/expensify-classic/connections/Egencia.md
index 72a2579075ba..4f72b2330365 100644
--- a/docs/articles/expensify-classic/connections/Egencia.md
+++ b/docs/articles/expensify-classic/connections/Egencia.md
@@ -1,12 +1,21 @@
---
-title: Egencia-Integration.md
+title: Egencia
description: Learn how to integrate Egencia with Expensify to automatically import travel booking receipts and expenses.
-keywords: [Egencia, travel booking, Expensify integration, expense management, automated receipts]
+keywords: [Egencia, travel booking, Expensify Classic]
---
-# Egencia Integration with Expensify
+
+
+Expensify’s API helps connect your account to third-party tools like NetSuite, Xero, and even internal systems like Workday. This guide includes tips, usage examples, and common troubleshooting questions — many sourced from customers who’ve done it before.
+
+---
+
+# Getting Started
+
+To start using the API, review our full [Integration Server Manual](https://integrations.expensify.com/Integration-Server/doc/#introduction).
+
+**Note:** The API is a self-serve tool. Your internal team will need to manage setup and maintenance. While Concierge can assist with basic troubleshooting, hands-on support may vary by team or account manager.
-## Overview
[Egencia](https://www.egencia.com/en/) is a business travel booking platform. Integrating Egencia with Expensify allows travel bookings to be automatically imported as expenses, ensuring seamless expense tracking.
## Requirements
@@ -16,7 +25,7 @@ To use the Egencia integration, you must have:
---
-## How Egencia Works with Expensify
+# How Egencia Works with Expensify
When an employee books travel through Egencia:
- The receipt and itinerary are automatically imported into the traveler’s Expensify account, eliminating the need for manual entry.
- If the traveler uses a company credit card, the Egencia receipt automatically merges with the corresponding credit card transaction.
@@ -24,28 +33,29 @@ When an employee books travel through Egencia:
---
-## Enabling the Egencia Feed
+# Enabling the Egencia Feed
A file feed is an automated data transfer from Egencia to Expensify.
To enable the feed:
-1. **Contact your Egencia account manager**.
-2. **Request to enable the Expensify feed** for your organization.
+1. Contact your Egencia account manager.
+2. Request to enable the Expensify feed for your organization.
-> **Note:** Egencia controls the feed setup process.
+**Note:** Egencia controls the feed setup process.
---
-## Connecting a Central Purchasing Account
+# Connecting a Central Purchasing Account
If your company uses a **central purchasing account**, you can forward all Egencia booking receipts to a single Expensify account.
-### Steps to Enable a Central Purchasing Account
+## Steps to Enable a Central Purchasing Account
1. **Open a chat with Concierge** in Expensify.
2. **Provide the central account email** and request activation. Example message:
> "Please enable Central Purchasing Account for our Egencia feed. The account email is: `youraccount@yourdomain.com`."
-### How It Works
+## How It Works
- Booking receipts will be sent to **both** the traveler and the central account.
- The receipt in the traveler’s account is marked as a **reservation expense**, which:
- Is **non-reimbursable**.
- **Will not be exported** to an integrated accounting system.
+
From 7c6ade8994796941551a5e7505ff6493442c35db Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:51:58 -0400
Subject: [PATCH 082/106] Update Deel.md
---
.../expensify-classic/connections/Deel.md | 16 +++++++++++++++-
1 file changed, 15 insertions(+), 1 deletion(-)
diff --git a/docs/articles/expensify-classic/connections/Deel.md b/docs/articles/expensify-classic/connections/Deel.md
index 997cfaff59c4..1d80b2f7e373 100644
--- a/docs/articles/expensify-classic/connections/Deel.md
+++ b/docs/articles/expensify-classic/connections/Deel.md
@@ -4,6 +4,18 @@ description: Learn how to integrate Expensify with Deel to automate expense sync
keywords: [Expensify Classic, Deel, integration, expense syncing, reimbursements, approval workflow]
---
+
+
+Expensify’s API helps connect your account to third-party tools like NetSuite, Xero, and even internal systems like Workday. This guide includes tips, usage examples, and common troubleshooting questions — many sourced from customers who’ve done it before.
+
+---
+
+# Getting Started
+
+To start using the API, review our full [Integration Server Manual](https://integrations.expensify.com/Integration-Server/doc/#introduction).
+
+**Note:** The API is a self-serve tool. Your internal team will need to manage setup and maintenance. While Concierge can assist with basic troubleshooting, hands-on support may vary by team or account manager.
+
This guide explains how business clients can integrate Expensify with Deel to automate expense synchronization. This one-way sync ensures that Expensify serves as the definitive source for all employee expenses.
If you are an employee or contractor using Expensify within your company, please refer to:
@@ -15,7 +27,7 @@ If you are an employee or contractor using Expensify within your company, please
# How the Integration Works
-By connecting Expensify to Deel, you can leverage Expensify’s approval workflows to ensure timely employee reimbursements via Deel. The integration links user-profiles and expense workspaces between Expensify and Deel, allowing Deel to scan for approved expenses from matched users in designated workspaces. These approved expenses are then imported into Deel for reimbursement processing.
+By connecting Expensify to Deel, you can leverage Expensify’s approval workflows to ensure timely employee reimbursements via Deel. The integration links user profiles and expense workspaces between Expensify and Deel, allowing Deel to scan for approved expenses from matched users in designated workspaces. These approved expenses are then imported into Deel for reimbursement processing.
## Key Details:
- **One-Way Sync**: Expenses approved in Expensify sync to Deel. Expenses logged in Deel will NOT sync back to Expensify.
@@ -35,3 +47,5 @@ Before setting up the integration, ensure you meet the following requirements:
# Next Steps
For a step-by-step setup guide, refer to the [official Deel integration guide](https://help.letsdeel.com/hc/en-gb/articles/5871319525521-How-To-Set-Up-The-Expensify-Integration-On-Deel-For-EOR-Employees-And-Contractors).
+
+
From 380afcacc33c481472f4c85b13488cbd929709b7 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:52:56 -0400
Subject: [PATCH 083/106] Update Connect-to-ADP.md
---
.../connections/Connect-to-ADP.md | 17 +++++++++++++++--
1 file changed, 15 insertions(+), 2 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/Connect-to-ADP.md b/docs/articles/expensify-classic/connections/Connect-to-ADP.md
index 7c168b486046..ccfc37bfb332 100644
--- a/docs/articles/expensify-classic/connections/Connect-to-ADP.md
+++ b/docs/articles/expensify-classic/connections/Connect-to-ADP.md
@@ -4,6 +4,18 @@ description: Learn how to set up and use Expensify’s ADP integration to export
keywords: [Expensify, ADP integration, payroll export, custom export format, expense reports, bulk update]
---
+
+
+Expensify’s API helps connect your account to third-party tools like NetSuite, Xero, and even internal systems like Workday. This guide includes tips, usage examples, and common troubleshooting questions — many sourced from customers who’ve done it before.
+
+---
+
+# Getting Started
+
+To start using the API, review our full [Integration Server Manual](https://integrations.expensify.com/Integration-Server/doc/#introduction).
+
+> **Note:** The API is a self-serve tool. Your internal team will need to manage setup and maintenance. While Concierge can assist with basic troubleshooting, hands-on support may vary by team or account manager.
+
Expensify’s ADP integration enables you to process expense report payouts outside of Expensify by generating a **Custom Export Format** that can be uploaded to ADP.
- The **Control Plan** is required to create a Custom Export Format.
@@ -22,7 +34,7 @@ Your ADP import file must include the following **five columns**:
4. **Earnings 3 Code** – Located under **Edit Profit Center Group** in ADP.
5. **Earnings 3 Amount** – Also found in **Edit Profit Center Group** in ADP.
-### In Expensify:
+## In Expensify:
- The **File #** is stored in **Custom Field 1 or 2** under the **Members table**.
- The **Earnings 3 Code** links to a payroll account tracked in Expensify.
- The **Earnings 3 Amount** is the total expense amount sent to payroll.
@@ -68,7 +80,7 @@ Once exported, you can **upload the file directly to ADP** without modifications
You can update **Custom Fields** and **Payroll Codes** in bulk using a CSV upload in Expensify’s settings.
## Customizing Your ADP Export
-If you need **additional columns, headings, or datasets**, contact your **Expensify Account Manager** via the Chat option in Expensify for assistance.
+If you need additional columns, headings, or datasets, contact your Expensify Account Manager via the Chat option in Expensify for assistance.
---
@@ -80,3 +92,4 @@ Yes. Convert your ADP employee data to match the column headings used in Expensi
## Can I add custom fields to my ADP Payroll Export?
Yes! Your Expensify Account Manager can help customize your ADP Payroll export to fit your needs.
+
From 9ad4030c17139b21464295d3f25b228b27e482ed Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:55:27 -0400
Subject: [PATCH 084/106] Update Configure-Xero.md
---
.../connections/xero/Configure-Xero.md | 32 +++++++++++--------
1 file changed, 19 insertions(+), 13 deletions(-)
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 %}
-
+
From 19c69d9a6413d3e076ef7347ee325387326f1335 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 13:57:23 -0400
Subject: [PATCH 085/106] Update Connect-To-Xero.md
---
.../connections/xero/Connect-To-Xero.md | 17 +++++++++++------
1 file changed, 11 insertions(+), 6 deletions(-)
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 %}
+
From dd31df9f788b27d42cabd9cfd67d673fd18d3245 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:00:10 -0400
Subject: [PATCH 086/106] Update Xero-Troubleshooting.md
---
.../connections/xero/Xero-Troubleshooting.md | 74 ++++++++++---------
1 file changed, 39 insertions(+), 35 deletions(-)
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).
---
+
+
+
From b34f4fbca1a047e2cf334148b3b1e5669303d5bf Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:03:28 -0400
Subject: [PATCH 087/106] Update Configure-Sage-Intacct.md
---
.../sage-intacct/Configure-Sage-Intacct.md | 38 ++++++++++---------
1 file changed, 21 insertions(+), 17 deletions(-)
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
From 8305344be069cb206de7a751a91c98db700b8f40 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:10:34 -0400
Subject: [PATCH 088/106] Update Connect-To-Sage-Intacct.md
---
.../sage-intacct/Connect-To-Sage-Intacct.md | 142 +++++++++---------
1 file changed, 71 insertions(+), 71 deletions(-)
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.
+
+
From 7916fe145d748d9f2d8bd61ebed993ed29e14c96 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:14:06 -0400
Subject: [PATCH 089/106] Update Sage-Intacct-Troubleshooting.md
---
.../Sage-Intacct-Troubleshooting.md | 79 +++++++++----------
1 file changed, 38 insertions(+), 41 deletions(-)
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**.
From 5ac5762e2d1ccdb40177a3d354e6509a8b217054 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:16:01 -0400
Subject: [PATCH 090/106] Update Accelo-Troubleshooting.md
---
.../accelo/Accelo-Troubleshooting.md | 19 ++++++++++++-------
1 file changed, 12 insertions(+), 7 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/accelo/Accelo-Troubleshooting.md b/docs/articles/expensify-classic/connections/accelo/Accelo-Troubleshooting.md
index 2b9c4dbfa54a..b09bcb5dae7c 100644
--- a/docs/articles/expensify-classic/connections/accelo/Accelo-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/accelo/Accelo-Troubleshooting.md
@@ -1,13 +1,15 @@
---
-title: Accelo-Troubleshooting.md
+title: Accelo Troubleshooting
description: Learn how to troubleshoot and resolve common issues with the Accelo integration in Expensify.
-keywords: [Accelo, Expensify, integration, troubleshooting, expense sync, accounting]
+keywords: [Accelo, Expensify Classic]
---
The Accelo integration with Expensify primarily operates on Accelo’s end. For detailed support, refer to their [help site](https://help.accelo.com/guides/integrations-guide/expensify/) and [FAQs](https://help.accelo.com/guides/integrations-guide/expensify/#faq).
-## How Expensify and Accelo Sync Data
+---
+
+# How Expensify and Accelo Sync Data
The Accelo integration is a one-way sync that transfers expenses from Expensify into Accelo. The table below outlines how specific Expensify expense details map to Accelo:
@@ -26,7 +28,9 @@ The Accelo integration is a one-way sync that transfers expenses from Expensify
| Tax Rate | Tax Code |
| Attendees | Submitted By |
-## Expense Status Sync
+---
+
+# Expense Status Sync
Expense report statuses in Expensify correspond to specific statuses in Accelo, as shown below:
@@ -41,12 +45,13 @@ Expense report statuses in Expensify correspond to specific statuses in Accelo,
| Archived | Approved |
| Closed | Approved |
-## Using Accelo and an Accounting Integration Together
+---
+
+# Using Accelo and an Accounting Integration Together
Yes, you can integrate Accelo and an accounting system simultaneously in Expensify. However, to sync Accelo Projects, Tickets, or Retainers as tags in Expensify, you’ll need a special setting enabled.
-**To request this setting:**
-Contact Concierge and ask for the **"Indirect Tag Uploads"** switch to be enabled.
+**To request this setting:** Contact Concierge and ask for the **"Indirect Tag Uploads"** switch to be enabled.
---
From a465c1e81f5e1bdc04aab9b66dea7e0f3b318115 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:18:00 -0400
Subject: [PATCH 091/106] Update Configure-Accelo.md
---
.../connections/accelo/Configure-Accelo.md | 20 ++++++++++---------
1 file changed, 11 insertions(+), 9 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/accelo/Configure-Accelo.md b/docs/articles/expensify-classic/connections/accelo/Configure-Accelo.md
index 5b8bdaee730a..8257ba28ef91 100644
--- a/docs/articles/expensify-classic/connections/accelo/Configure-Accelo.md
+++ b/docs/articles/expensify-classic/connections/accelo/Configure-Accelo.md
@@ -1,14 +1,14 @@
---
title: Configure Accelo
description: Learn how to configure the Accelo integration with Expensify, including exporting and coding settings.
-keywords: [Accelo, Expensify integration, project codes, expense sync]
+keywords: [Accelo, Expensify Classic, project codes, expense sync]
---
Accelo integrates with Expensify to streamline expense management. Follow these steps to configure the integration and sync expense data effectively.
---
-## Connect Accelo to Expensify
+# Connect Accelo to Expensify
To enable the integration, follow these steps:
@@ -21,19 +21,19 @@ To enable the integration, follow these steps:
---
-## Upload Accelo Project Codes as Tags in Expensify
+# Upload Accelo Project Codes as Tags in Expensify
Once connected, you must upload your Accelo Project Codes as tags in Expensify:
-1. Go to **Settings** > **Workspaces** > **Group** > _[Workspace Name]_ > **Tags**.
+1. Go to **Settings > Workspaces > [Workspace Name] Tags**.
2. Choose to upload a CSV file.
3. If you also integrate with **Xero** or **QuickBooks Online**, append your Project Codes to existing tags:
- - Navigate to **Settings** > **Workspaces** > **Group** > _[Workspace Name]_ > **Tags**.
+ - Navigate to **Settings > Workspaces > [Workspace Name] > Tags**.
- Click **Append a custom tag list from a CSV** and upload your file.
---
-## How Expensify Data Syncs with Accelo
+# How Expensify Data Syncs with Accelo
The Accelo integration syncs **one way**, meaning expense data flows from Expensify to Accelo. The following fields are mapped:
@@ -52,9 +52,11 @@ The Accelo integration syncs **one way**, meaning expense data flows from Expens
| Tax Rate | Tax Code |
| Attendees | Submitted By |
-## Expense Status Syncing
+---
+
+# Expense Status Syncing
-Expensify report statuses sync to corresponding Accelo statuses:
+Expensify report statuses sync to the corresponding Accelo statuses:
| Expensify Report Status | Accelo Expense Status |
|-------------------------|-----------------------|
@@ -68,7 +70,7 @@ Expensify report statuses sync to corresponding Accelo statuses:
---
-## How Expenses Are Imported
+# How Expenses Are Imported
Accelo checks for new expenses in Expensify **once every hour**. Any newly created or updated expenses since the last sync will be imported into Accelo automatically.
From 1c535897e1deb1ce2c60dec3bb439746793786a9 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:20:20 -0400
Subject: [PATCH 092/106] Update Connect-To-Accelo.md
---
.../connections/accelo/Connect-To-Accelo.md | 13 +++----------
1 file changed, 3 insertions(+), 10 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md b/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
index d026d7275297..da5f3f4bc695 100644
--- a/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
+++ b/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
@@ -1,12 +1,10 @@
---
-title: accelo.md
+title: Connect to Accelo
description: Learn how to integrate Accelo with Expensify to seamlessly import expense details and associate them with projects, tickets, or retainers.
-keywords: [Accelo, Expensify integration, expense management, project expenses]
+keywords: [Accelo, Expensify Classic, expense management, project expenses]
---
-## Integrating Accelo with Expensify
-
Accelo is a cloud-based business management platform designed for professional service companies. By integrating Accelo with Expensify, you can automatically import expenses and associate them with the correct project, ticket, or retainer.
**Before you begin:**
@@ -15,7 +13,7 @@ Accelo is a cloud-based business management platform designed for professional s
---
-## How to Connect Expensify to Accelo
+# Connect Expensify to Accelo
Follow these steps to set up the integration:
@@ -30,9 +28,4 @@ Follow these steps to set up the integration:
6. Click **Save**.
7. Your Expensify account is now successfully connected to Accelo.
----
-
-This revised version improves clarity, ensures AI-friendly formatting, and follows Expensify’s style guidelines.
-Let me know if you'd like any refinements!
-
From 3e1869e0fa457667fde40256a688f541fb430567 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:20:33 -0400
Subject: [PATCH 093/106] Update Connect-To-Accelo.md
---
.../expensify-classic/connections/accelo/Connect-To-Accelo.md | 1 +
1 file changed, 1 insertion(+)
diff --git a/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md b/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
index da5f3f4bc695..e517c0b7797b 100644
--- a/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
+++ b/docs/articles/expensify-classic/connections/accelo/Connect-To-Accelo.md
@@ -1,6 +1,7 @@
---
title: Connect to Accelo
description: Learn how to integrate Accelo with Expensify to seamlessly import expense details and associate them with projects, tickets, or retainers.
+order: 1
keywords: [Accelo, Expensify Classic, expense management, project expenses]
---
From e30cb2645abbc69aafe0cc5b7834cde9db7c75d7 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:23:01 -0400
Subject: [PATCH 094/106] Update Connect-To-Certinia.md
---
.../certinia/Connect-To-Certinia.md | 29 ++++++++++---------
1 file changed, 16 insertions(+), 13 deletions(-)
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.
-
From a2829fe1f375e3eaa7a45970f7ebbc66887a8b49 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:24:29 -0400
Subject: [PATCH 095/106] Update Configure-Certinia.md
---
.../connections/certinia/Configure-Certinia.md | 15 +++++++++++++--
1 file changed, 13 insertions(+), 2 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/certinia/Configure-Certinia.md b/docs/articles/expensify-classic/connections/certinia/Configure-Certinia.md
index ac08d47bacb9..a415c9794aac 100644
--- a/docs/articles/expensify-classic/connections/certinia/Configure-Certinia.md
+++ b/docs/articles/expensify-classic/connections/certinia/Configure-Certinia.md
@@ -1,13 +1,16 @@
---
title: Configure Certinia
description: Learn how to configure Certinia's export, coding, and advanced settings in Expensify.
-keywords: [Certinia, export settings, coding, advanced settings, Expensify integration]
+keywords: [Certinia, export settings, coding, advanced settings, Expensify Classic]
---
-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?
From bfce47aa4cdb10a514e1e91ef781e1ded0d5cb5a Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Fri, 25 Apr 2025 14:28:27 -0400
Subject: [PATCH 096/106] Update Certinia-Troubleshooting.md
---
.../certinia/Certinia-Troubleshooting.md | 87 +++++++++----------
1 file changed, 42 insertions(+), 45 deletions(-)
diff --git a/docs/articles/expensify-classic/connections/certinia/Certinia-Troubleshooting.md b/docs/articles/expensify-classic/connections/certinia/Certinia-Troubleshooting.md
index 2a222590631b..393d685a63e2 100644
--- a/docs/articles/expensify-classic/connections/certinia/Certinia-Troubleshooting.md
+++ b/docs/articles/expensify-classic/connections/certinia/Certinia-Troubleshooting.md
@@ -1,10 +1,10 @@
---
-title: Certinia-Troubleshooting.md
+title: Certinia Troubleshooting
description: Troubleshoot common Certinia sync and export errors, including Salesforce expense export limitations.
-keywords: [Certinia, Salesforce, expense export, sync errors, troubleshooting]
+keywords: [Certinia, Expensify Classic, sync errors]
---
-# Certinia Troubleshooting Guide
+
If your reports fail to export or your connection does not sync, it may be due to discrepancies in settings, missing data, or configuration issues within Certinia, Expensify, or Salesforce.
@@ -12,20 +12,20 @@ This guide helps you identify and resolve common sync and export errors for a se
---
-## Salesforce Expense Export Limitations
+# Salesforce Expense Export Limitations
If an expense report does not export to Certinia, check the **Salesforce project settings** to confirm that expenses can be entered and exported.
-### **Expenses can be exported when:**
+## Expenses can be exported when:
- **Project Status** = Active/In Progress
- **Assignment** = Closed, Active, or Completed *(Assignment status does not block expense entry.)*
- **Closed for Expense Entry** = Unchecked
-### **Expenses cannot be exported when:**
+## Expenses cannot be exported when:
- **Project Status** = Closed, **or**
- **Closed for Expense Entry** = Checked
-### **Troubleshooting Steps:**
+## Troubleshooting Steps:
1. **Check the project status in Salesforce**
- If **Project Status** is **Closed**, expenses **cannot** be entered or exported.
- If **Active** or **In Progress**, proceed to step 2.
@@ -38,27 +38,27 @@ If an expense report does not export to Certinia, check the **Salesforce project
---
-## ExpensiError FF0047: Ops Edit Permission Required
+# ExpensiError FF0047: Ops Edit Permission Required
-### **Cause:**
+**Cause:**
The connected user lacks the **Ops Edit** permission needed to edit approved records.
-### **Resolution:**
+**Resolution:**
1. In Certinia, go to **Permission Controls**.
2. Select the relevant permission set.
3. Ensure **Expense Ops Edit** is enabled.
-> **What is Ops Edit?**
-> This permission allows users to modify approved records, a requirement for exporting expenses in Certinia.
+**What is Ops Edit?**
+This permission allows users to modify approved records, a requirement for exporting expenses in Certinia.
---
-## ExpensiError FF0061: Object Validation Failed (Credit Terms)
+# ExpensiError FF0061: Object Validation Failed (Credit Terms)
-### **Cause:**
+**Cause:**
The credit terms for the selected account are incorrectly configured.
-### **Resolution:**
+**Resolution:**
1. Identify the account used for the report export:
- **PSA/SRP** users: Project account
- **FFA** users: Resource-linked account
@@ -67,17 +67,17 @@ The credit terms for the selected account are incorrectly configured.
- **Days Offset** → Enter **1 or more**
- Ensure a **currency** is selected
-> **What is Base Date 1?**
-> This field determines when payment terms begin (e.g., from the invoice date).
+**What is Base Date 1?**
+This field determines when payment terms begin (e.g., from the invoice date).
---
-## ExpensiError FF0074: Insufficient Permissions for Resource
+# ExpensiError FF0074: Insufficient Permissions for Resource
-### **Cause:**
+**Cause:**
The report creator/submitter lacks the necessary permission controls.
-### **Resolution:**
+**Resolution:**
1. Go to **Permission Controls** in Certinia.
2. Click **New** to create a permission control.
3. Enter the **User** and **Resource Fields**.
@@ -85,50 +85,50 @@ The report creator/submitter lacks the necessary permission controls.
---
-## ExpensiError FF0076: Employee Not Found in Certinia
+# ExpensiError FF0076: Employee Not Found in Certinia
-### **Resolution:**
+**Resolution:**
1. In Certinia, go to **Contacts** and add the report creator/submitter’s **Expensify email address** to their employee record.
2. If a record already exists, search for the email to confirm it is not linked to multiple records.
---
-## ExpensiError FF0089: Assignment Required for Project
+# ExpensiError FF0089: Assignment Required for Project
-### **Cause:**
+**Cause:**
The project settings require an assignment for expenses.
-### **Resolution:**
+**Resolution:**
1. In Certinia, go to **Projects > [Project Name] > Project Attributes**.
2. Enable **Allow Expense Without Assignment**.
---
-## ExpensiError FF0091: Invalid Field Name
+# ExpensiError FF0091: Invalid Field Name
-### **Cause:**
+**Cause:**
The specified field is not accessible for the user profile in Certinia.
-### **Resolution:**
+**Resolution:**
1. In Certinia, go to **Setup > Build** and expand **Create > Object**.
2. Navigate to **Payable Invoice > Custom Fields and Relationships**.
3. Click **View Field Accessibility**.
4. Locate the employee profile and select **Hidden**.
5. Ensure both checkboxes for **Visible** are selected.
-### **Sync the Connection:**
-1. In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Connections**.
+**Sync the Connection:**
+1. In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Accounting**.
2. Click **Sync Now**.
3. Attempt to export the report again.
---
-## ExpensiError FF0132: Insufficient Access
+# ExpensiError FF0132: Insufficient Access
-### **Cause:**
+**Cause:**
The connected Certinia user lacks **Modify All Data** permission.
-### **Resolution:**
+**Resolution:**
1. Log into **Certinia**.
2. Navigate to **Setup > Manage Users > Users**.
3. Locate the user who established the connection.
@@ -136,25 +136,25 @@ The connected Certinia user lacks **Modify All Data** permission.
5. Go to **System > System Permissions**.
6. Enable **Modify All Data** and save.
-> **What is Modify All Data?**
-> This permission allows full data access, ensuring reports sync properly.
+**What is Modify All Data?**
+This permission allows full data access, ensuring reports sync properly.
-### **Sync the Connection:**
-1. In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Connections**.
+**Sync the Connection:**
+1. In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Accounting**.
2. Click **Sync Now**.
3. Attempt to export the report again.
---
-## Certinia PSA Error: Duplicate Value on Record
+# Certinia PSA Error: Duplicate Value on Record
-### **Cause:**
+**Cause:**
Multiple projects failed during an initial export, causing subsequent failures.
-### **Resolution:**
+**Resolution:**
1. Delete any existing expense reports associated with the **Expensify Report ID** in Certinia.
2. **Sync the connection:**
- - In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Connections**.
+ - In Expensify, go to **Settings > Workspaces > Groups > [Workspace Name] > Accounting**.
- Click **Sync Now**.
3. Attempt to export the report again.
@@ -174,7 +174,4 @@ Salesforce enforces a rule where a **Closed** project status **always** prevents
## Does assignment status affect expense exports?
No, **Assignment Status** (Closed, Active, or Completed) does not impact expense entry or export.
----
-
-By following these steps, you can resolve common Certinia sync and export issues, ensuring a smooth integration between Expensify, Certinia, and Salesforce.
-
+
From c13be7a7a3eeb93c520a18c4314242333781abfd Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 10:44:19 -0400
Subject: [PATCH 097/106] Update Configure-Quickbooks-Online.md
---
.../Configure-Quickbooks-Online.md | 250 ++++++++++--------
1 file changed, 146 insertions(+), 104 deletions(-)
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 %}
+
From 5cccdf012a038e145e04d69a2cf84c6a57feeb04 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 10:46:02 -0400
Subject: [PATCH 098/106] Update Connect-To-QuickBooks-Online.md
---
.../Connect-To-QuickBooks-Online.md | 20 +++++++++----------
1 file changed, 9 insertions(+), 11 deletions(-)
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.
From 264e5542d861d560f172c9580f3125ccad4cc7a4 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 10:48:21 -0400
Subject: [PATCH 099/106] Update Quickbooks-Online-Troubleshooting.md
---
.../Quickbooks-Online-Troubleshooting.md | 25 +++++++++++--------
1 file changed, 15 insertions(+), 10 deletions(-)
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.
From a0996b4c1bea0be624e6d669d736778ac381ca29 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 10:51:53 -0400
Subject: [PATCH 100/106] Update Configure-Quickbooks-Desktop.md
---
.../Configure-Quickbooks-Desktop.md | 29 ++++++++++++-------
1 file changed, 19 insertions(+), 10 deletions(-)
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.
+
+
From 45785c7de48c5038ab4cbfb147a7fa0047a7a09c Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 10:55:30 -0400
Subject: [PATCH 101/106] Update Connect-To-QuickBooks-Desktop.md
---
.../Connect-To-QuickBooks-Desktop.md | 46 ++++++++-----------
1 file changed, 19 insertions(+), 27 deletions(-)
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!
+
From 0a8ac6fa5d6f19b3fc64642350247520ba2e1096 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 11:03:02 -0400
Subject: [PATCH 102/106] Update Quickbooks-Desktop-Troubleshooting.md
---
.../Quickbooks-Desktop-Troubleshooting.md | 35 +++++++++++++------
1 file changed, 24 insertions(+), 11 deletions(-)
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..c49261083b38 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.
+
From 4561a28291bd9d3f3cdd9e3df3a3ff75bd29f128 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 11:03:19 -0400
Subject: [PATCH 103/106] Update Quickbooks-Desktop-Troubleshooting.md
---
.../quickbooks-desktop/Quickbooks-Desktop-Troubleshooting.md | 2 +-
1 file changed, 1 insertion(+), 1 deletion(-)
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 c49261083b38..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
@@ -6,7 +6,7 @@ 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.
+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.
---
From 9686efd636fee81e73ba41dc7ce70e2b120b85fd Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 11:05:21 -0400
Subject: [PATCH 104/106] Update Configure-Netsuite.md
---
.../netsuite/Configure-Netsuite.md | 34 +++++++++----------
1 file changed, 17 insertions(+), 17 deletions(-)
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
From 58ebd49584c2002c0f43865a6f5c5941d12acf55 Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 11:06:57 -0400
Subject: [PATCH 105/106] Update Connect-To-NetSuite.md
---
.../netsuite/Connect-To-NetSuite.md | 20 +++++++++++--------
1 file changed, 12 insertions(+), 8 deletions(-)
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.
---
+
+
From b587ac292c1ebdb2e0063c66454aab3971ecf94f Mon Sep 17 00:00:00 2001
From: maddylewis <38016013+maddylewis@users.noreply.github.com>
Date: Mon, 28 Apr 2025 11:10:58 -0400
Subject: [PATCH 106/106] Update Netsuite-Troubleshooting.md
---
.../netsuite/Netsuite-Troubleshooting.md | 38 ++++++++++---------
1 file changed, 20 insertions(+), 18 deletions(-)
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**.
+