From c2e8dec73065f6fa311b7d5165534308a89febc2 Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Wed, 25 Jun 2025 17:14:47 +0100 Subject: [PATCH 1/5] Add contextual help documentation for key user workflows - Add help content for expense creation flows (manual, scan, distance, amount) - Add help content for workspace management (overview, members, categories, accounting) - Add help content for workspace creation flow - Follow established markdown format with frontmatter, structured sections, and related links - Content provides route-specific guidance for side panel help system --- help/ref/create/expense/amount/index.md | 98 +++++++++++++++ help/ref/create/expense/distance/index.md | 75 ++++++++++++ help/ref/create/expense/manual/index.md | 52 ++++++++ help/ref/create/expense/scan/index.md | 68 +++++++++++ .../workspaces/:policyID/accounting/index.md | 110 +++++++++++++++++ .../workspaces/:policyID/categories/index.md | 100 ++++++++++++++++ .../workspaces/:policyID/members/index.md | 89 ++++++++++++++ .../workspaces/:policyID/overview/index.md | 43 +++++++ help/ref/workspace/new/index.md | 112 ++++++++++++++++++ 9 files changed, 747 insertions(+) create mode 100644 help/ref/create/expense/amount/index.md create mode 100644 help/ref/create/expense/distance/index.md create mode 100644 help/ref/create/expense/manual/index.md create mode 100644 help/ref/create/expense/scan/index.md create mode 100644 help/ref/settings/workspaces/:policyID/accounting/index.md create mode 100644 help/ref/settings/workspaces/:policyID/categories/index.md create mode 100644 help/ref/settings/workspaces/:policyID/members/index.md create mode 100644 help/ref/settings/workspaces/:policyID/overview/index.md create mode 100644 help/ref/workspace/new/index.md diff --git a/help/ref/create/expense/amount/index.md b/help/ref/create/expense/amount/index.md new file mode 100644 index 000000000000..2546ee441f56 --- /dev/null +++ b/help/ref/create/expense/amount/index.md @@ -0,0 +1,98 @@ +--- +layout: product +title: Expense Amount +--- + +# Expense Amount + +Enter the accurate expense amount, select the appropriate currency, and ensure proper formatting for your expense. + +## Entering Amount Information + +### Amount Field +- **Numeric input** - Enter just the numbers (e.g., "25.67") +- **Decimal precision** - Use up to 2 decimal places for most currencies +- **Auto-formatting** - Expensify formats the display automatically +- **Large amounts** - System handles amounts up to $999,999,999 + +### Currency Selection +- **Primary currency** - Your workspace default currency appears first +- **Multi-currency** - Select from 160+ supported currencies +- **Exchange rates** - Automatic conversion to workspace currency +- **Rate source** - Uses daily exchange rates from reliable financial sources + +## Currency Considerations + +### Workspace Currency +- **Default display** - All expenses show in workspace currency +- **Automatic conversion** - Foreign expenses converted automatically +- **Exchange rate date** - Uses rate from expense date +- **Rate visibility** - See both original and converted amounts + +### International Expenses +When traveling or purchasing internationally: +- **Local currency** - Enter amount in the currency you actually paid +- **Automatic conversion** - System converts to workspace currency +- **Receipt matching** - Select currency that matches your receipt +- **Rate accuracy** - Exchange rates updated daily + +## Special Amount Types + +### Tax-Inclusive Amounts +- **Total including tax** - Enter the full amount you paid +- **Tax extraction** - System can separate tax if configured +- **Tax rates** - Applied based on workspace settings +- **Compliance** - Follows local tax reporting requirements + +### Recurring Amounts +- **Subscription fees** - Monthly software, service charges +- **Regular expenses** - Consistent amounts for similar expenses +- **Auto-suggestions** - System suggests amounts for frequent merchants +- **Templates** - Save commonly used amounts + +### Partial Reimbursement +- **Reduced amounts** - When only part is reimbursable +- **Personal portion** - Subtract personal use from business expense +- **Policy rules** - Follow workspace reimbursement policies +- **Documentation** - Note why amount differs from receipt + +## Amount Validation + +### System Checks +Expensify automatically validates: +- **Format errors** - Flags invalid number formats +- **Currency mismatches** - Warns if currency doesn't match receipt +- **Extreme amounts** - Flags unusually large or small amounts +- **Policy violations** - Checks against workspace spending limits + +### Common Issues +- **Receipt mismatch** - Amount doesn't match scanned receipt +- **Wrong currency** - Selected currency doesn't match transaction +- **Formatting errors** - Using commas, symbols, or text +- **Tip calculations** - Including or excluding tips incorrectly + +## Best Practices + +### Accuracy Tips +- **Double-check amounts** - Verify against receipts before saving +- **Use correct currency** - Match the currency you actually paid in +- **Include all charges** - Don't forget tips, taxes, and fees +- **Round appropriately** - Follow your company's rounding policies + +### Documentation +- **Keep receipts** - Save original receipts for verification +- **Note discrepancies** - Explain any differences in comments +- **Add context** - Use description field for amount clarifications +- **Business purpose** - Explain why the expense was necessary + +### Policy Compliance +- **Know your limits** - Understand workspace spending policies +- **Approval requirements** - Some amounts need additional approval +- **Receipt thresholds** - Certain amounts require receipt attachment +- **Tax implications** - Consider tax deductibility and reporting + +## Related Articles + +- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) +- [Track Taxes](https://help.expensify.com/articles/new-expensify/workspaces/Track-Taxes) +- [Understanding Report Statuses and Actions](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions) \ No newline at end of file diff --git a/help/ref/create/expense/distance/index.md b/help/ref/create/expense/distance/index.md new file mode 100644 index 000000000000..067fd202180b --- /dev/null +++ b/help/ref/create/expense/distance/index.md @@ -0,0 +1,75 @@ +--- +layout: product +title: Distance Expense +--- + +# Distance Expense + +Create mileage expenses for business travel using Expensify's distance tracking and calculation features. + +## When to Use Distance Expenses + +Distance expenses are perfect for: +- **Business trips** in your personal vehicle +- **Client visits** and meetings +- **Commuting** between work locations (not home to office) +- **Delivery or pickup** for business purposes +- **Any business travel** where you're using your own vehicle + +## Creating a Distance Expense + +### Setting Your Route +- **Start location**: Enter your starting address or use current location +- **End location**: Enter your destination address +- **Stops**: Add multiple waypoints for complex trips +- **Route options**: Choose the most accurate route taken + +### Automatic Calculations +Expensify will automatically: +- **Calculate total distance** using mapping data +- **Apply your workspace mileage rate** +- **Convert to expense amount** (distance × rate) +- **Account for tax implications** if configured + +## Mileage Rates + +### Workspace Rates +Your workspace admin sets mileage rates based on: +- **IRS standard rates** (updated annually) +- **Custom company rates** +- **Vehicle type** (car, motorcycle, etc.) +- **Geographic region** if rates vary by location + +### Current Rates +- Check your workspace distance rate settings +- Rates are typically per mile or per kilometer +- May include separate rates for different vehicle types + +## Required Information + +- **Business purpose**: Why was this trip necessary? +- **Date and time**: When the travel occurred +- **Category**: Assign to appropriate expense category +- **Route accuracy**: Verify the calculated route matches your actual path + +## Tips for Accuracy + +- **Use exact addresses** for more precise calculations +- **Add stops** if you made multiple business-related stops +- **Record immediately** while the trip is fresh in memory +- **Include business purpose** - Required for tax compliance +- **Keep odometer records** as backup documentation + +## Tax Considerations + +For business mileage: +- **IRS compliance**: Follow current deduction guidelines +- **Documentation**: Keep detailed records of business purpose +- **Personal vs. business**: Only claim legitimate business miles +- **Commuting rules**: Regular home-to-office commuting is typically not deductible + +## Related Articles + +- [Distance Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Distance-Expenses) +- [Set distance rates](https://help.expensify.com/articles/new-expensify/workspaces/Set-distance-rates) +- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) \ No newline at end of file diff --git a/help/ref/create/expense/manual/index.md b/help/ref/create/expense/manual/index.md new file mode 100644 index 000000000000..db2ef23092fd --- /dev/null +++ b/help/ref/create/expense/manual/index.md @@ -0,0 +1,52 @@ +--- +layout: product +title: Create Manual Expense +--- + +# Create Manual Expense + +Creating a manual expense allows you to record expenses without a receipt, or add detailed information to supplement your receipt. + +## When to Use Manual Entry + +Manual expense entry is perfect for: +- **Expenses without receipts** (parking meters, tips, small purchases) +- **Per diem and mileage** expenses +- **Adding detailed descriptions** to supplement receipt data +- **Correcting merchant information** from receipt scans + +## Required Information + +### Basic Details +- **Amount**: Enter the expense total in your preferred currency +- **Merchant**: The business or person you paid +- **Date**: When the expense occurred +- **Category**: Select from your workspace categories + +### Optional Details +- **Description**: Add context or business purpose +- **Tags**: Apply workspace tags for additional categorization +- **Tax information**: Add tax rates if required by your workspace +- **Attendees**: Add people who benefited from the expense +- **Billable**: Mark if this should be billed to a client + +## Tips for Accuracy + +- **Use consistent merchant names** - This helps with categorization +- **Add business purpose** - Explain why the expense was necessary +- **Select the right category** - Follow your company's expense policy +- **Include all tax information** - Required for proper accounting + +## What Happens Next + +After creating your expense: +1. It appears in your expense list +2. You can add it to a report for submission +3. It follows your workspace approval workflow +4. Approved expenses are processed for reimbursement + +## Related Articles + +- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) +- [Create expense categories](https://help.expensify.com/articles/new-expensify/workspaces/Create-expense-categories) +- [Create and Submit Reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports) \ No newline at end of file diff --git a/help/ref/create/expense/scan/index.md b/help/ref/create/expense/scan/index.md new file mode 100644 index 000000000000..07e956efb097 --- /dev/null +++ b/help/ref/create/expense/scan/index.md @@ -0,0 +1,68 @@ +--- +layout: product +title: Scan Receipt +--- + +# Scan Receipt + +Expensify's receipt scanning technology automatically extracts expense details from your receipts, making expense entry fast and accurate. + +## How Receipt Scanning Works + +Simply take a photo or upload an image of your receipt, and Expensify will: +- **Extract the amount** and currency +- **Identify the merchant** name and location +- **Detect the date** of purchase +- **Categorize the expense** based on merchant type +- **Apply workspace rules** automatically + +## Supported Receipt Types + +### Digital Receipts +- **Email receipts** - Forward directly to Expensify +- **PDF receipts** - Upload from your device +- **Screenshot receipts** - From apps or websites + +### Physical Receipts +- **Restaurant receipts** - Meals and entertainment +- **Hotel receipts** - Lodging and incidentals +- **Transportation** - Uber, taxi, parking, gas +- **Retail receipts** - Office supplies, equipment +- **International receipts** - Any currency, any language + +## Taking Great Receipt Photos + +For best results: +- **Use good lighting** - Avoid shadows and glare +- **Capture the full receipt** - Include all edges +- **Keep it flat** - Straighten crumpled receipts +- **High resolution** - Use your device's full camera quality +- **Clear focus** - Ensure text is sharp and readable + +## What Happens After Scanning + +1. **Processing**: Expensify analyzes the receipt (usually takes seconds) +2. **Review**: Check the extracted details for accuracy +3. **Edit if needed**: Correct any mistakes in amount, merchant, or category +4. **Save**: The expense is added to your expense list +5. **Report**: Add to a report when ready to submit + +## Tips for Success + +- **Scan immediately** - Don't let receipts pile up +- **Keep originals** - Some companies require physical receipts +- **Review extracted data** - Always verify accuracy before submitting +- **Use good categories** - Follow your company's expense policy + +## Troubleshooting + +If scanning isn't working well: +- Try better lighting or a different angle +- Manually enter difficult receipts +- Contact support for persistent issues + +## Related Articles + +- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) +- [Edit Expense Reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports) +- [Receipt Breakdown](https://help.expensify.com/articles/expensify-classic/expensify-billing/Receipt-Breakdown) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/accounting/index.md b/help/ref/settings/workspaces/:policyID/accounting/index.md new file mode 100644 index 000000000000..74176f7caa29 --- /dev/null +++ b/help/ref/settings/workspaces/:policyID/accounting/index.md @@ -0,0 +1,110 @@ +--- +layout: product +title: Workspace Accounting +--- + +# Workspace Accounting + +Connect your workspace to accounting software to automatically sync expenses, categories, and reports for seamless financial management. + +## Supported Integrations + +### QuickBooks Online +- **Real-time sync** - Expenses appear in QuickBooks automatically +- **Category mapping** - Match Expensify categories to QuickBooks accounts +- **Vendor management** - Automatically create vendors from expense merchants +- **Tax handling** - Sync tax rates and compliance information + +### QuickBooks Desktop +- **File-based sync** - Import/export via QBD files +- **Chart of accounts** - Import categories from QuickBooks +- **Custom fields** - Map additional data fields +- **Approval workflows** - Integrate with QuickBooks approval processes + +### Xero +- **Cloud-based sync** - Direct integration with Xero cloud +- **Bank reconciliation** - Match expenses to bank transactions +- **Multi-currency** - Handle international transactions +- **Tracking categories** - Map to Xero tracking categories + +### Sage Intacct +- **Enterprise-grade** - Built for larger organizations +- **Advanced mapping** - Complex category and dimension mapping +- **Approval workflows** - Sophisticated approval routing +- **Custom fields** - Support for custom data requirements + +### NetSuite +- **ERP integration** - Full business management sync +- **Subsidiary support** - Multi-entity organizations +- **Advanced customization** - Flexible mapping options +- **Compliance features** - Support for complex tax requirements + +## Setting Up an Integration + +### Pre-Setup Checklist +- **Admin access** - You need admin rights to both systems +- **Data cleanup** - Review categories and vendors in both systems +- **Backup** - Create backups before initial sync +- **Team notification** - Inform users about the integration + +### Configuration Steps +1. **Connect** - Authenticate with your accounting software +2. **Map categories** - Align Expensify categories with accounting accounts +3. **Set export settings** - Choose how and when data syncs +4. **Configure approval** - Set up approval workflows +5. **Test sync** - Run a small test before full rollout + +### Export Settings +Configure what data exports and how: +- **Export format** - Bills, journal entries, or expenses +- **Frequency** - Real-time, daily, or manual +- **Approval requirements** - Export only approved expenses +- **Date handling** - Use expense date or export date + +## Managing Integrations + +### Monitoring Sync Status +- **Dashboard overview** - See sync health at a glance +- **Error notifications** - Get alerts for sync issues +- **Sync logs** - Detailed history of all sync activities +- **Failed transactions** - Review and retry failed exports + +### Troubleshooting Common Issues +- **Authentication errors** - Refresh connection credentials +- **Category mismatches** - Update category mapping +- **Duplicate transactions** - Check export settings and filters +- **Permission issues** - Verify admin access in both systems + +### Data Reconciliation +Regular checks to ensure accuracy: +- **Expense totals** - Compare totals between systems +- **Transaction counts** - Verify all expenses exported +- **Category distribution** - Check category mapping accuracy +- **Date ranges** - Ensure correct period reporting + +## Best Practices + +### Before Implementation +- **Clean up data** - Archive old, unused categories +- **Standardize naming** - Use consistent naming conventions +- **Document processes** - Create clear procedures for your team +- **Plan timing** - Schedule integration during low-activity periods + +### Ongoing Management +- **Regular reviews** - Monitor integration health monthly +- **Category maintenance** - Keep categories synchronized +- **User training** - Ensure team understands new workflows +- **Backup procedures** - Maintain data backup routines + +### Security Considerations +- **Access control** - Limit who can modify integration settings +- **Credential management** - Use secure authentication methods +- **Audit trails** - Maintain logs of all sync activities +- **Privacy compliance** - Follow data protection regulations + +## Related Articles + +- [Connect to QuickBooks Online](https://help.expensify.com/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online) +- [Connect-To-Xero](https://help.expensify.com/articles/new-expensify/connections/xero/Connect-to-Xero) +- [Connect to Sage Intacct](https://help.expensify.com/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct) +- [Connect To NetSuite](https://help.expensify.com/articles/new-expensify/connections/netsuite/Connect-To-NetSuite) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/categories/index.md b/help/ref/settings/workspaces/:policyID/categories/index.md new file mode 100644 index 000000000000..760cab153565 --- /dev/null +++ b/help/ref/settings/workspaces/:policyID/categories/index.md @@ -0,0 +1,100 @@ +--- +layout: product +title: Workspace Categories +--- + +# Workspace Categories + +Categories help organize and classify expenses for better reporting, budgeting, and accounting integration. Every expense should be assigned to a category. + +## What are Categories? + +Categories represent different types of business expenses, such as: +- **Travel** - Flights, hotels, rental cars, meals +- **Office Supplies** - Equipment, software, stationery +- **Marketing** - Advertising, promotional materials, events +- **Professional Services** - Legal, consulting, accounting fees +- **Meals & Entertainment** - Business meals, client entertainment + +## Setting Up Categories + +### Default Categories +New workspaces include common business categories: +- Office Supplies +- Travel +- Meals +- Professional Services +- Equipment + +### Custom Categories +Create categories that match your business needs: +1. Click "Add category" or + button +2. Enter a clear, descriptive name +3. Configure category settings (optional) +4. Save your new category + +### Category Settings +For each category, you can configure: +- **Description hint** - Guidance for users on what belongs in this category +- **GL Code** - For accounting system integration +- **Default tax rate** - Automatically apply tax rates +- **Receipt requirements** - Require receipts over certain amounts +- **Approval rules** - Route to specific approvers +- **Spending limits** - Flag amounts over thresholds + +## Managing Categories + +### Editing Categories +- Update names to keep them clear and current +- Modify settings as business needs change +- Add codes for accounting integration + +### Archiving Categories +Instead of deleting categories: +- Archive unused categories to hide them +- Historical expenses keep their original categories +- Can be unarchived if needed later + +### Category Rules +Set up automatic rules to: +- **Auto-categorize** based on merchant names +- **Require descriptions** for certain categories +- **Flag large amounts** for review +- **Route approvals** to department heads + +## Import and Export + +### Importing Categories +- **CSV upload** - Bulk import from spreadsheets +- **Accounting sync** - Import from QuickBooks, Xero, etc. +- **Copy from template** - Use industry-standard category lists + +### Exporting Data +- Export category reports for analysis +- Download lists for offline reference +- Share with accounting teams + +## Best Practices + +### Naming Conventions +- **Be specific** - "Software Subscriptions" vs. "Subscriptions" +- **Stay consistent** - Use similar naming patterns +- **Avoid duplicates** - "Travel" and "Business Travel" cause confusion +- **Keep it simple** - Users should easily understand what belongs + +### Organization +- **Group related categories** - Use prefixes like "Travel - Hotels", "Travel - Flights" +- **Limit the number** - Too many categories overwhelm users +- **Regular cleanup** - Remove unused categories periodically +- **Train your team** - Ensure everyone understands which category to use + +### Integration +- **Match accounting codes** - Align with your accounting system +- **Consider reporting needs** - Structure for the reports you need +- **Tax compliance** - Set up categories for tax reporting requirements + +## Related Articles + +- [Create expense categories](https://help.expensify.com/articles/new-expensify/workspaces/Create-expense-categories) +- [Create categories](https://help.expensify.com/articles/expensify-classic/workspaces/Create-categories) +- [Set-up category automation](https://help.expensify.com/articles/expensify-classic/workspaces/Set-up-category-automation) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/members/index.md b/help/ref/settings/workspaces/:policyID/members/index.md new file mode 100644 index 000000000000..f22ed726dc5e --- /dev/null +++ b/help/ref/settings/workspaces/:policyID/members/index.md @@ -0,0 +1,89 @@ +--- +layout: product +title: Workspace Members +--- + +# Workspace Members + +Manage who has access to your workspace and control their permissions, roles, and expense management capabilities. + +## Member Roles + +### Admin +- **Full workspace control** - Can modify all settings +- **Billing management** - Control payments and subscriptions +- **Member management** - Add, remove, and change roles +- **Policy creation** - Set up rules, categories, and workflows +- **Accounting integrations** - Connect to QuickBooks, Xero, etc. + +### Member +- **Submit expenses** - Create and submit expense reports +- **Chat participation** - Communicate with other workspace members +- **Limited settings** - Can only modify their own profile +- **View workspace data** - Access appropriate reports and information + +## Adding Members + +### Individual Invitations +1. Click "Invite member" or use the + button +2. Enter email addresses or phone numbers +3. Select their role (Admin or Member) +4. Add a personal message (optional) +5. Send the invitation + +### Bulk Import +- **CSV upload** - Import multiple members at once +- **Domain verification** - Automatically add users from your email domain +- **Integration sync** - Connect with your HR or directory system + +## Managing Existing Members + +### Changing Roles +- Select a member to view their details +- Update their role from Member to Admin (or vice versa) +- Changes take effect immediately + +### Removing Members +- Members can be removed at any time +- Their expense history remains in the workspace +- They lose access to workspace chats and data immediately + +### Member Status +- **Active**: Full access to workspace features +- **Pending**: Invitation sent but not yet accepted +- **Inactive**: Account suspended or deactivated + +## Member Permissions + +### What Members Can Do +- Create and submit expenses +- Participate in workspace chats +- View their own reports and expenses +- Access workspace categories and tags +- Follow approval workflows + +### What Members Cannot Do +- Modify workspace settings +- Add or remove other members +- Change accounting integrations +- Access billing information +- Modify expense policies + +## Best Practices + +### Security +- **Regular audits** - Review member list quarterly +- **Least privilege** - Only give Admin access when necessary +- **Offboarding** - Remove departing employees immediately +- **Domain verification** - Use for automatic member management + +### Organization +- **Clear naming** - Use consistent display names +- **Role documentation** - Document who needs Admin access +- **Approval chains** - Set up clear expense approval workflows + +## Related Articles + +- [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) +- [Invite members and assign roles](https://help.expensify.com/articles/expensify-classic/workspaces/Invite-members-and-assign-roles) +- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/overview/index.md b/help/ref/settings/workspaces/:policyID/overview/index.md new file mode 100644 index 000000000000..5b3196256394 --- /dev/null +++ b/help/ref/settings/workspaces/:policyID/overview/index.md @@ -0,0 +1,43 @@ +--- +layout: product +title: Workspace Overview +--- + +# Workspace Overview + +The Workspace Overview is your central hub for managing all aspects of your workspace. Here you can configure the fundamental settings that define how your workspace operates. + +## Workspace Details + +### Name and Description +- **Workspace name**: This appears in chats, reports, and throughout the app +- **Description**: Add context about the workspace's purpose or guidelines +- **Avatar**: Upload a custom image to represent your workspace + +### Basic Settings +- **Currency**: Set the default currency for expenses and reimbursements +- **Address**: Configure your business address for reporting and compliance +- **Plan**: View and manage your current subscription plan (Collect or Control) + +## Key Actions + +### Share Workspace +Invite new members by sharing your workspace link or sending direct invitations. + +### Upgrade/Downgrade +Change your workspace plan to access additional features or reduce costs. + +### Workspace Settings +Access advanced configuration options for policies, rules, and integrations. + +## Quick Tips + +- **Keep your workspace name clear** - It appears in all reports and communications +- **Set the correct currency early** - Changing it later affects historical data +- **Review your plan regularly** - Ensure you have the features you need without overpaying + +## Related Articles + +- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) +- [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) +- [Plan types and pricing](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing) \ No newline at end of file diff --git a/help/ref/workspace/new/index.md b/help/ref/workspace/new/index.md new file mode 100644 index 000000000000..e4932b018f16 --- /dev/null +++ b/help/ref/workspace/new/index.md @@ -0,0 +1,112 @@ +--- +layout: product +title: Create New Workspace +--- + +# Create New Workspace + +Set up a new workspace to manage expenses, reimburse team members, and streamline your business's financial processes. + +## When to Create a Workspace + +Create a new workspace for: +- **Your business** - Manage company expenses and reimburse employees +- **A specific project** - Track expenses for a particular client or initiative +- **Separate entities** - Different legal entities or business units +- **Event planning** - Temporary projects with expense management needs + +## Workspace Setup Process + +### Step 1: Basic Information +- **Workspace name** - Choose a clear, descriptive name +- **Type** - Select business type (company, non-profit, etc.) +- **Currency** - Set your primary business currency +- **Address** - Add your business address for compliance + +### Step 2: Choose Your Plan + +#### Collect Plan ($5/member/month) +Perfect for small businesses needing: +- Basic expense tracking +- Simple approval workflows +- Receipt scanning +- Basic integrations +- Essential reporting + +#### Control Plan ($9/member/month) +Advanced features for growing businesses: +- Advanced approval workflows +- Sophisticated accounting integrations +- Advanced policy controls +- Custom reporting +- Priority support + +### Step 3: Invite Team Members +- **Add admins** - Include other workspace administrators +- **Invite members** - Add employees who will submit expenses +- **Set roles** - Define who can approve and manage expenses +- **Send invitations** - Members receive email invitations to join + +### Step 4: Configure Policies +- **Expense categories** - Set up how expenses should be categorized +- **Approval workflows** - Define who approves what expenses +- **Reimbursement rules** - Configure how and when people get paid +- **Receipt requirements** - Set receipt rules for different expense types + +## Initial Configuration + +### Essential Settings +Set up these core features right away: +- **Categories** - Create expense categories that match your business +- **Members** - Add your team and set their roles +- **Approval rules** - Define who approves expenses and reports +- **Reimbursement** - Configure how employees get paid back + +### Optional Advanced Setup +Configure these features as your needs grow: +- **Accounting integration** - Connect to QuickBooks, Xero, etc. +- **Company cards** - Link corporate credit cards +- **Expensify Card** - Set up Expensify's corporate card +- **Travel booking** - Enable travel booking features + +## Best Practices + +### Planning Your Workspace +Before creating your workspace: +- **Define your needs** - Understand what features you require +- **Plan your structure** - Consider how you'll organize categories and approvals +- **Gather information** - Collect business details, team member emails +- **Set expectations** - Communicate new processes to your team + +### Security and Access +- **Limit admin access** - Only give admin rights to those who need them +- **Use strong passwords** - Ensure all accounts have secure passwords +- **Enable two-factor authentication** - Add extra security to admin accounts +- **Regular reviews** - Periodically review who has access to what + +### Growth Planning +- **Start simple** - Begin with basic features and add complexity gradually +- **Plan for scale** - Consider how your needs might change as you grow +- **Document processes** - Keep records of your expense policies +- **Train your team** - Ensure everyone understands the new system + +## After Creation + +### Next Steps +Once your workspace is created: +1. **Test the system** - Create a few sample expenses +2. **Train your team** - Show users how to submit expenses +3. **Monitor usage** - Watch for any issues or confusion +4. **Refine policies** - Adjust rules based on real-world usage + +### Common First Tasks +- Add expense categories specific to your business +- Set up approval workflows that match your org chart +- Connect your accounting software +- Configure reimbursement preferences + +## Related Articles + +- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) +- [Plan types and pricing](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing) +- [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) \ No newline at end of file From bfccbaf2686cfb9b4f8614fd3ba20de78f747d3f Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Wed, 25 Jun 2025 17:22:14 +0100 Subject: [PATCH 2/5] Refine contextual help for proof of concept - Remove 5 help files to focus on core functionality - Keep distance, scan, accounting, and members help content - Make content concise and focused for side pane viewing - Focus on Expensify functionality rather than company policies - Add clear step-by-step instructions and practical tips --- help/ref/create/expense/amount/index.md | 98 ------------- help/ref/create/expense/distance/index.md | 78 +++------- help/ref/create/expense/manual/index.md | 52 ------- help/ref/create/expense/scan/index.md | 78 ++++------ .../workspaces/:policyID/accounting/index.md | 133 ++++++------------ .../workspaces/:policyID/categories/index.md | 100 ------------- .../workspaces/:policyID/members/index.md | 106 ++++++-------- .../workspaces/:policyID/overview/index.md | 43 ------ help/ref/workspace/new/index.md | 112 --------------- 9 files changed, 133 insertions(+), 667 deletions(-) delete mode 100644 help/ref/create/expense/amount/index.md delete mode 100644 help/ref/create/expense/manual/index.md delete mode 100644 help/ref/settings/workspaces/:policyID/categories/index.md delete mode 100644 help/ref/settings/workspaces/:policyID/overview/index.md delete mode 100644 help/ref/workspace/new/index.md diff --git a/help/ref/create/expense/amount/index.md b/help/ref/create/expense/amount/index.md deleted file mode 100644 index 2546ee441f56..000000000000 --- a/help/ref/create/expense/amount/index.md +++ /dev/null @@ -1,98 +0,0 @@ ---- -layout: product -title: Expense Amount ---- - -# Expense Amount - -Enter the accurate expense amount, select the appropriate currency, and ensure proper formatting for your expense. - -## Entering Amount Information - -### Amount Field -- **Numeric input** - Enter just the numbers (e.g., "25.67") -- **Decimal precision** - Use up to 2 decimal places for most currencies -- **Auto-formatting** - Expensify formats the display automatically -- **Large amounts** - System handles amounts up to $999,999,999 - -### Currency Selection -- **Primary currency** - Your workspace default currency appears first -- **Multi-currency** - Select from 160+ supported currencies -- **Exchange rates** - Automatic conversion to workspace currency -- **Rate source** - Uses daily exchange rates from reliable financial sources - -## Currency Considerations - -### Workspace Currency -- **Default display** - All expenses show in workspace currency -- **Automatic conversion** - Foreign expenses converted automatically -- **Exchange rate date** - Uses rate from expense date -- **Rate visibility** - See both original and converted amounts - -### International Expenses -When traveling or purchasing internationally: -- **Local currency** - Enter amount in the currency you actually paid -- **Automatic conversion** - System converts to workspace currency -- **Receipt matching** - Select currency that matches your receipt -- **Rate accuracy** - Exchange rates updated daily - -## Special Amount Types - -### Tax-Inclusive Amounts -- **Total including tax** - Enter the full amount you paid -- **Tax extraction** - System can separate tax if configured -- **Tax rates** - Applied based on workspace settings -- **Compliance** - Follows local tax reporting requirements - -### Recurring Amounts -- **Subscription fees** - Monthly software, service charges -- **Regular expenses** - Consistent amounts for similar expenses -- **Auto-suggestions** - System suggests amounts for frequent merchants -- **Templates** - Save commonly used amounts - -### Partial Reimbursement -- **Reduced amounts** - When only part is reimbursable -- **Personal portion** - Subtract personal use from business expense -- **Policy rules** - Follow workspace reimbursement policies -- **Documentation** - Note why amount differs from receipt - -## Amount Validation - -### System Checks -Expensify automatically validates: -- **Format errors** - Flags invalid number formats -- **Currency mismatches** - Warns if currency doesn't match receipt -- **Extreme amounts** - Flags unusually large or small amounts -- **Policy violations** - Checks against workspace spending limits - -### Common Issues -- **Receipt mismatch** - Amount doesn't match scanned receipt -- **Wrong currency** - Selected currency doesn't match transaction -- **Formatting errors** - Using commas, symbols, or text -- **Tip calculations** - Including or excluding tips incorrectly - -## Best Practices - -### Accuracy Tips -- **Double-check amounts** - Verify against receipts before saving -- **Use correct currency** - Match the currency you actually paid in -- **Include all charges** - Don't forget tips, taxes, and fees -- **Round appropriately** - Follow your company's rounding policies - -### Documentation -- **Keep receipts** - Save original receipts for verification -- **Note discrepancies** - Explain any differences in comments -- **Add context** - Use description field for amount clarifications -- **Business purpose** - Explain why the expense was necessary - -### Policy Compliance -- **Know your limits** - Understand workspace spending policies -- **Approval requirements** - Some amounts need additional approval -- **Receipt thresholds** - Certain amounts require receipt attachment -- **Tax implications** - Consider tax deductibility and reporting - -## Related Articles - -- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) -- [Track Taxes](https://help.expensify.com/articles/new-expensify/workspaces/Track-Taxes) -- [Understanding Report Statuses and Actions](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Understanding-Report-Statuses-and-Actions) \ No newline at end of file diff --git a/help/ref/create/expense/distance/index.md b/help/ref/create/expense/distance/index.md index 067fd202180b..5d54b3404085 100644 --- a/help/ref/create/expense/distance/index.md +++ b/help/ref/create/expense/distance/index.md @@ -5,71 +5,31 @@ title: Distance Expense # Distance Expense -Create mileage expenses for business travel using Expensify's distance tracking and calculation features. +Create mileage expenses using Expensify's built-in mapping. -## When to Use Distance Expenses +## How to Create -Distance expenses are perfect for: -- **Business trips** in your personal vehicle -- **Client visits** and meetings -- **Commuting** between work locations (not home to office) -- **Delivery or pickup** for business purposes -- **Any business travel** where you're using your own vehicle +1. Click the **+** button and select **Create expense** +2. Choose **Distance** +3. Enter your **Start** and **End** locations +4. Add stops if needed +5. Click **Next** and choose your workspace +6. Review distance, amount, and date +7. Click **Create expense** -## Creating a Distance Expense +## How Rates Work -### Setting Your Route -- **Start location**: Enter your starting address or use current location -- **End location**: Enter your destination address -- **Stops**: Add multiple waypoints for complex trips -- **Route options**: Choose the most accurate route taken +**Submitting to a workspace:** You'll choose from distance rates enabled by your workspace admin. -### Automatic Calculations -Expensify will automatically: -- **Calculate total distance** using mapping data -- **Apply your workspace mileage rate** -- **Convert to expense amount** (distance × rate) -- **Account for tax implications** if configured +**Personal tracking:** Expensify applies default rates based on your currency (e.g., current IRS rate for USD). -## Mileage Rates +## Tips -### Workspace Rates -Your workspace admin sets mileage rates based on: -- **IRS standard rates** (updated annually) -- **Custom company rates** -- **Vehicle type** (car, motorcycle, etc.) -- **Geographic region** if rates vary by location +- Recent locations appear for quick selection +- For round trips: enter the same start/end location with stops in between +- Distance unit (miles/km) depends on workspace settings -### Current Rates -- Check your workspace distance rate settings -- Rates are typically per mile or per kilometer -- May include separate rates for different vehicle types +## Related Links -## Required Information - -- **Business purpose**: Why was this trip necessary? -- **Date and time**: When the travel occurred -- **Category**: Assign to appropriate expense category -- **Route accuracy**: Verify the calculated route matches your actual path - -## Tips for Accuracy - -- **Use exact addresses** for more precise calculations -- **Add stops** if you made multiple business-related stops -- **Record immediately** while the trip is fresh in memory -- **Include business purpose** - Required for tax compliance -- **Keep odometer records** as backup documentation - -## Tax Considerations - -For business mileage: -- **IRS compliance**: Follow current deduction guidelines -- **Documentation**: Keep detailed records of business purpose -- **Personal vs. business**: Only claim legitimate business miles -- **Commuting rules**: Regular home-to-office commuting is typically not deductible - -## Related Articles - -- [Distance Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Distance-Expenses) -- [Set distance rates](https://help.expensify.com/articles/new-expensify/workspaces/Set-distance-rates) -- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) \ No newline at end of file +- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) +- [Distance Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Distance-Expenses) \ No newline at end of file diff --git a/help/ref/create/expense/manual/index.md b/help/ref/create/expense/manual/index.md deleted file mode 100644 index db2ef23092fd..000000000000 --- a/help/ref/create/expense/manual/index.md +++ /dev/null @@ -1,52 +0,0 @@ ---- -layout: product -title: Create Manual Expense ---- - -# Create Manual Expense - -Creating a manual expense allows you to record expenses without a receipt, or add detailed information to supplement your receipt. - -## When to Use Manual Entry - -Manual expense entry is perfect for: -- **Expenses without receipts** (parking meters, tips, small purchases) -- **Per diem and mileage** expenses -- **Adding detailed descriptions** to supplement receipt data -- **Correcting merchant information** from receipt scans - -## Required Information - -### Basic Details -- **Amount**: Enter the expense total in your preferred currency -- **Merchant**: The business or person you paid -- **Date**: When the expense occurred -- **Category**: Select from your workspace categories - -### Optional Details -- **Description**: Add context or business purpose -- **Tags**: Apply workspace tags for additional categorization -- **Tax information**: Add tax rates if required by your workspace -- **Attendees**: Add people who benefited from the expense -- **Billable**: Mark if this should be billed to a client - -## Tips for Accuracy - -- **Use consistent merchant names** - This helps with categorization -- **Add business purpose** - Explain why the expense was necessary -- **Select the right category** - Follow your company's expense policy -- **Include all tax information** - Required for proper accounting - -## What Happens Next - -After creating your expense: -1. It appears in your expense list -2. You can add it to a report for submission -3. It follows your workspace approval workflow -4. Approved expenses are processed for reimbursement - -## Related Articles - -- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) -- [Create expense categories](https://help.expensify.com/articles/new-expensify/workspaces/Create-expense-categories) -- [Create and Submit Reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports) \ No newline at end of file diff --git a/help/ref/create/expense/scan/index.md b/help/ref/create/expense/scan/index.md index 07e956efb097..6d8076c6c452 100644 --- a/help/ref/create/expense/scan/index.md +++ b/help/ref/create/expense/scan/index.md @@ -5,64 +5,46 @@ title: Scan Receipt # Scan Receipt -Expensify's receipt scanning technology automatically extracts expense details from your receipts, making expense entry fast and accurate. +SmartScan automatically extracts expense details from receipt images. -## How Receipt Scanning Works +## How to Scan -Simply take a photo or upload an image of your receipt, and Expensify will: -- **Extract the amount** and currency -- **Identify the merchant** name and location -- **Detect the date** of purchase -- **Categorize the expense** based on merchant type -- **Apply workspace rules** automatically +1. Click the **+** button and select **Create expense** +2. Choose **Scan** +3. Upload an image or take a photo of your receipt +4. SmartScan extracts merchant, date, amount, and currency +5. Choose your workspace and add any required details +6. Click **Create expense** -## Supported Receipt Types - -### Digital Receipts -- **Email receipts** - Forward directly to Expensify -- **PDF receipts** - Upload from your device -- **Screenshot receipts** - From apps or websites - -### Physical Receipts -- **Restaurant receipts** - Meals and entertainment -- **Hotel receipts** - Lodging and incidentals -- **Transportation** - Uber, taxi, parking, gas -- **Retail receipts** - Office supplies, equipment -- **International receipts** - Any currency, any language +## What SmartScan Detects -## Taking Great Receipt Photos +- **Amount** and currency +- **Merchant** name and location +- **Date** of purchase +- **Tax** information (when visible) +- **Category** suggestions based on merchant type -For best results: -- **Use good lighting** - Avoid shadows and glare -- **Capture the full receipt** - Include all edges -- **Keep it flat** - Straighten crumpled receipts -- **High resolution** - Use your device's full camera quality -- **Clear focus** - Ensure text is sharp and readable - -## What Happens After Scanning +## Supported Receipt Types -1. **Processing**: Expensify analyzes the receipt (usually takes seconds) -2. **Review**: Check the extracted details for accuracy -3. **Edit if needed**: Correct any mistakes in amount, merchant, or category -4. **Save**: The expense is added to your expense list -5. **Report**: Add to a report when ready to submit +- **Photos** - Take with your device camera +- **Email receipts** - Forward to receipts@expensify.com +- **PDF receipts** - Upload from your device +- **Screenshots** - From apps or websites -## Tips for Success +## Tips for Best Results -- **Scan immediately** - Don't let receipts pile up -- **Keep originals** - Some companies require physical receipts -- **Review extracted data** - Always verify accuracy before submitting -- **Use good categories** - Follow your company's expense policy +- Ensure receipt text is clear and readable +- Include the full receipt in the image +- Good lighting improves accuracy +- Straight angles work better than tilted photos -## Troubleshooting +## After Scanning -If scanning isn't working well: -- Try better lighting or a different angle -- Manually enter difficult receipts -- Contact support for persistent issues +- Review extracted details for accuracy +- Add description, category, or tags as needed +- SmartScan learns from your corrections -## Related Articles +## Related Links - [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) -- [Edit Expense Reports](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Edit-Expense-Reports) -- [Receipt Breakdown](https://help.expensify.com/articles/expensify-classic/expensify-billing/Receipt-Breakdown) \ No newline at end of file +- [Free Features in Expensify](https://help.expensify.com/articles/new-expensify/getting-started/Free-Features-in-Expensify) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/accounting/index.md b/help/ref/settings/workspaces/:policyID/accounting/index.md index 74176f7caa29..a0f86dcc286e 100644 --- a/help/ref/settings/workspaces/:policyID/accounting/index.md +++ b/help/ref/settings/workspaces/:policyID/accounting/index.md @@ -1,110 +1,63 @@ --- layout: product -title: Workspace Accounting +title: Accounting Integrations --- -# Workspace Accounting +# Accounting Integrations -Connect your workspace to accounting software to automatically sync expenses, categories, and reports for seamless financial management. +Connect your workspace to accounting software to sync expenses and streamline financial management. ## Supported Integrations -### QuickBooks Online -- **Real-time sync** - Expenses appear in QuickBooks automatically -- **Category mapping** - Match Expensify categories to QuickBooks accounts -- **Vendor management** - Automatically create vendors from expense merchants -- **Tax handling** - Sync tax rates and compliance information +**QuickBooks Online** +- Real-time expense sync +- Category and vendor mapping +- Tax rate synchronization -### QuickBooks Desktop -- **File-based sync** - Import/export via QBD files -- **Chart of accounts** - Import categories from QuickBooks -- **Custom fields** - Map additional data fields -- **Approval workflows** - Integrate with QuickBooks approval processes +**QuickBooks Desktop** +- File-based import/export +- Chart of accounts import +- Custom field mapping -### Xero -- **Cloud-based sync** - Direct integration with Xero cloud -- **Bank reconciliation** - Match expenses to bank transactions -- **Multi-currency** - Handle international transactions -- **Tracking categories** - Map to Xero tracking categories +**Xero** +- Automatic report sync +- Tracking category import +- Tax rate management -### Sage Intacct -- **Enterprise-grade** - Built for larger organizations -- **Advanced mapping** - Complex category and dimension mapping -- **Approval workflows** - Sophisticated approval routing -- **Custom fields** - Support for custom data requirements +**NetSuite** +- Advanced multi-entity support +- Custom dimension mapping +- Automated bill payments -### NetSuite -- **ERP integration** - Full business management sync -- **Subsidiary support** - Multi-entity organizations -- **Advanced customization** - Flexible mapping options -- **Compliance features** - Support for complex tax requirements +**Sage Intacct** +- Department/class tracking +- Multi-currency support +- Advanced approval workflows -## Setting Up an Integration +## Getting Started -### Pre-Setup Checklist -- **Admin access** - You need admin rights to both systems -- **Data cleanup** - Review categories and vendors in both systems -- **Backup** - Create backups before initial sync -- **Team notification** - Inform users about the integration +1. Go to **Workspaces > [Workspace] > More Features** +2. Enable **Accounting** +3. Click **Accounting** in the left menu +4. Choose your integration and click **Set up** +5. Follow the connection prompts -### Configuration Steps -1. **Connect** - Authenticate with your accounting software -2. **Map categories** - Align Expensify categories with accounting accounts -3. **Set export settings** - Choose how and when data syncs -4. **Configure approval** - Set up approval workflows -5. **Test sync** - Run a small test before full rollout +## What Gets Synced -### Export Settings -Configure what data exports and how: -- **Export format** - Bills, journal entries, or expenses -- **Frequency** - Real-time, daily, or manual -- **Approval requirements** - Export only approved expenses -- **Date handling** - Use expense date or export date +**From your accounting system:** +- Chart of accounts (as categories) +- Classes, departments, locations (as tags) +- Tax rates and customers +- Vendors and bill payment accounts -## Managing Integrations +**To your accounting system:** +- Approved expense reports +- Company card transactions +- Vendor bills and journal entries +- Payment records and reconciliation data -### Monitoring Sync Status -- **Dashboard overview** - See sync health at a glance -- **Error notifications** - Get alerts for sync issues -- **Sync logs** - Detailed history of all sync activities -- **Failed transactions** - Review and retry failed exports - -### Troubleshooting Common Issues -- **Authentication errors** - Refresh connection credentials -- **Category mismatches** - Update category mapping -- **Duplicate transactions** - Check export settings and filters -- **Permission issues** - Verify admin access in both systems - -### Data Reconciliation -Regular checks to ensure accuracy: -- **Expense totals** - Compare totals between systems -- **Transaction counts** - Verify all expenses exported -- **Category distribution** - Check category mapping accuracy -- **Date ranges** - Ensure correct period reporting - -## Best Practices - -### Before Implementation -- **Clean up data** - Archive old, unused categories -- **Standardize naming** - Use consistent naming conventions -- **Document processes** - Create clear procedures for your team -- **Plan timing** - Schedule integration during low-activity periods - -### Ongoing Management -- **Regular reviews** - Monitor integration health monthly -- **Category maintenance** - Keep categories synchronized -- **User training** - Ensure team understands new workflows -- **Backup procedures** - Maintain data backup routines - -### Security Considerations -- **Access control** - Limit who can modify integration settings -- **Credential management** - Use secure authentication methods -- **Audit trails** - Maintain logs of all sync activities -- **Privacy compliance** - Follow data protection regulations - -## Related Articles +## Related Links - [Connect to QuickBooks Online](https://help.expensify.com/articles/new-expensify/connections/quickbooks-online/Connect-to-QuickBooks-Online) -- [Connect-To-Xero](https://help.expensify.com/articles/new-expensify/connections/xero/Connect-to-Xero) -- [Connect to Sage Intacct](https://help.expensify.com/articles/new-expensify/connections/sage-intacct/Connect-to-Sage-Intacct) -- [Connect To NetSuite](https://help.expensify.com/articles/new-expensify/connections/netsuite/Connect-To-NetSuite) \ No newline at end of file +- [Connect to Xero](https://help.expensify.com/articles/new-expensify/connections/xero/Connect-to-Xero) +- [Connect to NetSuite](https://help.expensify.com/articles/new-expensify/connections/netsuite/Connect-To-NetSuite) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/categories/index.md b/help/ref/settings/workspaces/:policyID/categories/index.md deleted file mode 100644 index 760cab153565..000000000000 --- a/help/ref/settings/workspaces/:policyID/categories/index.md +++ /dev/null @@ -1,100 +0,0 @@ ---- -layout: product -title: Workspace Categories ---- - -# Workspace Categories - -Categories help organize and classify expenses for better reporting, budgeting, and accounting integration. Every expense should be assigned to a category. - -## What are Categories? - -Categories represent different types of business expenses, such as: -- **Travel** - Flights, hotels, rental cars, meals -- **Office Supplies** - Equipment, software, stationery -- **Marketing** - Advertising, promotional materials, events -- **Professional Services** - Legal, consulting, accounting fees -- **Meals & Entertainment** - Business meals, client entertainment - -## Setting Up Categories - -### Default Categories -New workspaces include common business categories: -- Office Supplies -- Travel -- Meals -- Professional Services -- Equipment - -### Custom Categories -Create categories that match your business needs: -1. Click "Add category" or + button -2. Enter a clear, descriptive name -3. Configure category settings (optional) -4. Save your new category - -### Category Settings -For each category, you can configure: -- **Description hint** - Guidance for users on what belongs in this category -- **GL Code** - For accounting system integration -- **Default tax rate** - Automatically apply tax rates -- **Receipt requirements** - Require receipts over certain amounts -- **Approval rules** - Route to specific approvers -- **Spending limits** - Flag amounts over thresholds - -## Managing Categories - -### Editing Categories -- Update names to keep them clear and current -- Modify settings as business needs change -- Add codes for accounting integration - -### Archiving Categories -Instead of deleting categories: -- Archive unused categories to hide them -- Historical expenses keep their original categories -- Can be unarchived if needed later - -### Category Rules -Set up automatic rules to: -- **Auto-categorize** based on merchant names -- **Require descriptions** for certain categories -- **Flag large amounts** for review -- **Route approvals** to department heads - -## Import and Export - -### Importing Categories -- **CSV upload** - Bulk import from spreadsheets -- **Accounting sync** - Import from QuickBooks, Xero, etc. -- **Copy from template** - Use industry-standard category lists - -### Exporting Data -- Export category reports for analysis -- Download lists for offline reference -- Share with accounting teams - -## Best Practices - -### Naming Conventions -- **Be specific** - "Software Subscriptions" vs. "Subscriptions" -- **Stay consistent** - Use similar naming patterns -- **Avoid duplicates** - "Travel" and "Business Travel" cause confusion -- **Keep it simple** - Users should easily understand what belongs - -### Organization -- **Group related categories** - Use prefixes like "Travel - Hotels", "Travel - Flights" -- **Limit the number** - Too many categories overwhelm users -- **Regular cleanup** - Remove unused categories periodically -- **Train your team** - Ensure everyone understands which category to use - -### Integration -- **Match accounting codes** - Align with your accounting system -- **Consider reporting needs** - Structure for the reports you need -- **Tax compliance** - Set up categories for tax reporting requirements - -## Related Articles - -- [Create expense categories](https://help.expensify.com/articles/new-expensify/workspaces/Create-expense-categories) -- [Create categories](https://help.expensify.com/articles/expensify-classic/workspaces/Create-categories) -- [Set-up category automation](https://help.expensify.com/articles/expensify-classic/workspaces/Set-up-category-automation) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/members/index.md b/help/ref/settings/workspaces/:policyID/members/index.md index f22ed726dc5e..0510669722e4 100644 --- a/help/ref/settings/workspaces/:policyID/members/index.md +++ b/help/ref/settings/workspaces/:policyID/members/index.md @@ -5,85 +5,61 @@ title: Workspace Members # Workspace Members -Manage who has access to your workspace and control their permissions, roles, and expense management capabilities. +Manage team access, roles, and permissions for your workspace. ## Member Roles -### Admin -- **Full workspace control** - Can modify all settings -- **Billing management** - Control payments and subscriptions -- **Member management** - Add, remove, and change roles -- **Policy creation** - Set up rules, categories, and workflows -- **Accounting integrations** - Connect to QuickBooks, Xero, etc. +**Admin** +- Full workspace control and settings access +- Add/remove members and change roles +- Set up integrations and payment methods +- Approve and pay expenses -### Member -- **Submit expenses** - Create and submit expense reports -- **Chat participation** - Communicate with other workspace members -- **Limited settings** - Can only modify their own profile -- **View workspace data** - Access appropriate reports and information - -## Adding Members - -### Individual Invitations -1. Click "Invite member" or use the + button -2. Enter email addresses or phone numbers -3. Select their role (Admin or Member) -4. Add a personal message (optional) -5. Send the invitation - -### Bulk Import -- **CSV upload** - Import multiple members at once -- **Domain verification** - Automatically add users from your email domain -- **Integration sync** - Connect with your HR or directory system +**Member** +- Submit expenses and create reports +- Participate in workspace chats +- View assigned expenses and reports -## Managing Existing Members +**Auditor** +- View all workspace reports (read-only) +- Add comments but cannot modify expenses +- No approval or payment permissions -### Changing Roles -- Select a member to view their details -- Update their role from Member to Admin (or vice versa) -- Changes take effect immediately +## Adding Members -### Removing Members -- Members can be removed at any time -- Their expense history remains in the workspace -- They lose access to workspace chats and data immediately +1. Go to **Workspaces > [Workspace] > Members** +2. Click **Invite Member** +3. Enter name, email, or phone number +4. Choose a role (defaults to Member) +5. Add optional invitation message +6. Click **Invite** -### Member Status -- **Active**: Full access to workspace features -- **Pending**: Invitation sent but not yet accepted -- **Inactive**: Account suspended or deactivated +**Alternative:** Share workspace URL or QR code from **Settings > Profile > Share** -## Member Permissions +## Managing Members -### What Members Can Do -- Create and submit expenses -- Participate in workspace chats -- View their own reports and expenses -- Access workspace categories and tags -- Follow approval workflows +**Change Role:** +1. Click member's name +2. Click **Role** and select new role +3. Confirm changes -### What Members Cannot Do -- Modify workspace settings -- Add or remove other members -- Change accounting integrations -- Access billing information -- Modify expense policies +**Remove Member:** +1. Click member's name +2. Click **Remove from Workspace** +3. Confirm removal -## Best Practices +**Bulk Actions:** +- Select multiple members with checkboxes +- Use dropdown to remove or modify multiple members -### Security -- **Regular audits** - Review member list quarterly -- **Least privilege** - Only give Admin access when necessary -- **Offboarding** - Remove departing employees immediately -- **Domain verification** - Use for automatic member management +## Transfer Ownership -### Organization -- **Clear naming** - Use consistent display names -- **Role documentation** - Document who needs Admin access -- **Approval chains** - Set up clear expense approval workflows +1. Go to **Members** and click current **Owner** +2. Click **Transfer Owner** +3. Confirm transfer +4. You become the new owner -## Related Articles +## Related Links - [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) -- [Invite members and assign roles](https://help.expensify.com/articles/expensify-classic/workspaces/Invite-members-and-assign-roles) -- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) \ No newline at end of file +- [Add Approvals](https://help.expensify.com/articles/new-expensify/workspaces/Add-Approvals) \ No newline at end of file diff --git a/help/ref/settings/workspaces/:policyID/overview/index.md b/help/ref/settings/workspaces/:policyID/overview/index.md deleted file mode 100644 index 5b3196256394..000000000000 --- a/help/ref/settings/workspaces/:policyID/overview/index.md +++ /dev/null @@ -1,43 +0,0 @@ ---- -layout: product -title: Workspace Overview ---- - -# Workspace Overview - -The Workspace Overview is your central hub for managing all aspects of your workspace. Here you can configure the fundamental settings that define how your workspace operates. - -## Workspace Details - -### Name and Description -- **Workspace name**: This appears in chats, reports, and throughout the app -- **Description**: Add context about the workspace's purpose or guidelines -- **Avatar**: Upload a custom image to represent your workspace - -### Basic Settings -- **Currency**: Set the default currency for expenses and reimbursements -- **Address**: Configure your business address for reporting and compliance -- **Plan**: View and manage your current subscription plan (Collect or Control) - -## Key Actions - -### Share Workspace -Invite new members by sharing your workspace link or sending direct invitations. - -### Upgrade/Downgrade -Change your workspace plan to access additional features or reduce costs. - -### Workspace Settings -Access advanced configuration options for policies, rules, and integrations. - -## Quick Tips - -- **Keep your workspace name clear** - It appears in all reports and communications -- **Set the correct currency early** - Changing it later affects historical data -- **Review your plan regularly** - Ensure you have the features you need without overpaying - -## Related Articles - -- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) -- [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) -- [Plan types and pricing](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing) \ No newline at end of file diff --git a/help/ref/workspace/new/index.md b/help/ref/workspace/new/index.md deleted file mode 100644 index e4932b018f16..000000000000 --- a/help/ref/workspace/new/index.md +++ /dev/null @@ -1,112 +0,0 @@ ---- -layout: product -title: Create New Workspace ---- - -# Create New Workspace - -Set up a new workspace to manage expenses, reimburse team members, and streamline your business's financial processes. - -## When to Create a Workspace - -Create a new workspace for: -- **Your business** - Manage company expenses and reimburse employees -- **A specific project** - Track expenses for a particular client or initiative -- **Separate entities** - Different legal entities or business units -- **Event planning** - Temporary projects with expense management needs - -## Workspace Setup Process - -### Step 1: Basic Information -- **Workspace name** - Choose a clear, descriptive name -- **Type** - Select business type (company, non-profit, etc.) -- **Currency** - Set your primary business currency -- **Address** - Add your business address for compliance - -### Step 2: Choose Your Plan - -#### Collect Plan ($5/member/month) -Perfect for small businesses needing: -- Basic expense tracking -- Simple approval workflows -- Receipt scanning -- Basic integrations -- Essential reporting - -#### Control Plan ($9/member/month) -Advanced features for growing businesses: -- Advanced approval workflows -- Sophisticated accounting integrations -- Advanced policy controls -- Custom reporting -- Priority support - -### Step 3: Invite Team Members -- **Add admins** - Include other workspace administrators -- **Invite members** - Add employees who will submit expenses -- **Set roles** - Define who can approve and manage expenses -- **Send invitations** - Members receive email invitations to join - -### Step 4: Configure Policies -- **Expense categories** - Set up how expenses should be categorized -- **Approval workflows** - Define who approves what expenses -- **Reimbursement rules** - Configure how and when people get paid -- **Receipt requirements** - Set receipt rules for different expense types - -## Initial Configuration - -### Essential Settings -Set up these core features right away: -- **Categories** - Create expense categories that match your business -- **Members** - Add your team and set their roles -- **Approval rules** - Define who approves expenses and reports -- **Reimbursement** - Configure how employees get paid back - -### Optional Advanced Setup -Configure these features as your needs grow: -- **Accounting integration** - Connect to QuickBooks, Xero, etc. -- **Company cards** - Link corporate credit cards -- **Expensify Card** - Set up Expensify's corporate card -- **Travel booking** - Enable travel booking features - -## Best Practices - -### Planning Your Workspace -Before creating your workspace: -- **Define your needs** - Understand what features you require -- **Plan your structure** - Consider how you'll organize categories and approvals -- **Gather information** - Collect business details, team member emails -- **Set expectations** - Communicate new processes to your team - -### Security and Access -- **Limit admin access** - Only give admin rights to those who need them -- **Use strong passwords** - Ensure all accounts have secure passwords -- **Enable two-factor authentication** - Add extra security to admin accounts -- **Regular reviews** - Periodically review who has access to what - -### Growth Planning -- **Start simple** - Begin with basic features and add complexity gradually -- **Plan for scale** - Consider how your needs might change as you grow -- **Document processes** - Keep records of your expense policies -- **Train your team** - Ensure everyone understands the new system - -## After Creation - -### Next Steps -Once your workspace is created: -1. **Test the system** - Create a few sample expenses -2. **Train your team** - Show users how to submit expenses -3. **Monitor usage** - Watch for any issues or confusion -4. **Refine policies** - Adjust rules based on real-world usage - -### Common First Tasks -- Add expense categories specific to your business -- Set up approval workflows that match your org chart -- Connect your accounting software -- Configure reimbursement preferences - -## Related Articles - -- [Create a company workspace](https://help.expensify.com/articles/new-expensify/getting-started/Create-a-company-workspace) -- [Plan types and pricing](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing) -- [Managing Workspace Members](https://help.expensify.com/articles/new-expensify/workspaces/Managing-Workspace-Members) \ No newline at end of file From e9ead75b781dd1a14fdf81fbfee25203d61ca704 Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Thu, 26 Jun 2025 10:48:08 +0100 Subject: [PATCH 3/5] Fix help file route structures to match ROUTES.ts definitions - Move distance help from create/expense/distance to :action/:iouType/distance/:transactionID/:reportID - Move scan help from create/expense/scan to :action/:iouType/scan/:transactionID/:reportID - Remove old create/expense directory structure - Route structures now correctly match MONEY_REQUEST_STEP_DISTANCE and MONEY_REQUEST_STEP_SCAN definitions --- .../:iouType/distance/:transactionID/:reportID}/index.md | 0 .../:iouType/scan/:transactionID/:reportID}/index.md | 0 2 files changed, 0 insertions(+), 0 deletions(-) rename help/ref/{create/expense/distance => :action/:iouType/distance/:transactionID/:reportID}/index.md (100%) rename help/ref/{create/expense/scan => :action/:iouType/scan/:transactionID/:reportID}/index.md (100%) diff --git a/help/ref/create/expense/distance/index.md b/help/ref/:action/:iouType/distance/:transactionID/:reportID/index.md similarity index 100% rename from help/ref/create/expense/distance/index.md rename to help/ref/:action/:iouType/distance/:transactionID/:reportID/index.md diff --git a/help/ref/create/expense/scan/index.md b/help/ref/:action/:iouType/scan/:transactionID/:reportID/index.md similarity index 100% rename from help/ref/create/expense/scan/index.md rename to help/ref/:action/:iouType/scan/:transactionID/:reportID/index.md From 1371692627abc9f9a0331741c42762bad2c5bc3c Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Thu, 26 Jun 2025 11:16:13 +0100 Subject: [PATCH 4/5] Fix routes to use CREATE_TAB instead of STEP routes - Move scan help to :action/:iouType/start/:transactionID/:reportID/scan/:backToReport (MONEY_REQUEST_CREATE_TAB_SCAN) - Move distance help to :action/:iouType/start/:transactionID/:reportID/distance/:backToReport (MONEY_REQUEST_CREATE_TAB_DISTANCE) - Remove old incorrect STEP route directories - Routes now correctly match the CREATE_TAB flow which is the main expense creation flow --- .../:transactionID/:reportID/distance/:backToReport}/index.md | 0 .../:transactionID/:reportID/scan/:backToReport}/index.md | 0 2 files changed, 0 insertions(+), 0 deletions(-) rename help/ref/:action/:iouType/{distance/:transactionID/:reportID => start/:transactionID/:reportID/distance/:backToReport}/index.md (100%) rename help/ref/:action/:iouType/{scan/:transactionID/:reportID => start/:transactionID/:reportID/scan/:backToReport}/index.md (100%) diff --git a/help/ref/:action/:iouType/distance/:transactionID/:reportID/index.md b/help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md similarity index 100% rename from help/ref/:action/:iouType/distance/:transactionID/:reportID/index.md rename to help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md diff --git a/help/ref/:action/:iouType/scan/:transactionID/:reportID/index.md b/help/ref/:action/:iouType/start/:transactionID/:reportID/scan/:backToReport/index.md similarity index 100% rename from help/ref/:action/:iouType/scan/:transactionID/:reportID/index.md rename to help/ref/:action/:iouType/start/:transactionID/:reportID/scan/:backToReport/index.md From 79550a5a648843f47329ee57749330526f9f269a Mon Sep 17 00:00:00 2001 From: Ted Harris Date: Thu, 26 Jun 2025 03:21:19 -0700 Subject: [PATCH 5/5] Delete help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md --- .../:reportID/distance/:backToReport/index.md | 35 ------------------- 1 file changed, 35 deletions(-) delete mode 100644 help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md diff --git a/help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md b/help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md deleted file mode 100644 index 5d54b3404085..000000000000 --- a/help/ref/:action/:iouType/start/:transactionID/:reportID/distance/:backToReport/index.md +++ /dev/null @@ -1,35 +0,0 @@ ---- -layout: product -title: Distance Expense ---- - -# Distance Expense - -Create mileage expenses using Expensify's built-in mapping. - -## How to Create - -1. Click the **+** button and select **Create expense** -2. Choose **Distance** -3. Enter your **Start** and **End** locations -4. Add stops if needed -5. Click **Next** and choose your workspace -6. Review distance, amount, and date -7. Click **Create expense** - -## How Rates Work - -**Submitting to a workspace:** You'll choose from distance rates enabled by your workspace admin. - -**Personal tracking:** Expensify applies default rates based on your currency (e.g., current IRS rate for USD). - -## Tips - -- Recent locations appear for quick selection -- For round trips: enter the same start/end location with stops in between -- Distance unit (miles/km) depends on workspace settings - -## Related Links - -- [Create an Expense](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Create-an-Expense) -- [Distance Expenses](https://help.expensify.com/articles/new-expensify/reports-and-expenses/Distance-Expenses) \ No newline at end of file