Map Your Accounting Setup in Expensify

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Expensify can associate GL Codes to data captured in our system - including Categories, Tags, Report Fields, Users, and more! With minimal setup, you can start using Expensify AND dodge paying an implementation fee - yuck! that’s what the competition does.


How to Integrate Your Accounting Process in Expensify

Step 1: Know Your Accounting Configuration

While a myriad of accounting configurations exist, most configurations are determined by the type of company you work at. Starting with some examples of company type and GL Code structure:

Consulting Company

Suppose you work at a consulting company, and most but not all expenses are re-billed to the client. Your company groups expenses incurred by consultants into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a department code and project/client code. All together the full GL Code looks like 1234567890, where:

  • 1234 indicates the expense account (e.g., Travel)
  • 567 corresponds to a department (e.g., Sales)
  • 890 translates into a client/project

Expensify allows companies on the Team plan and above to mark expenses as re-billable

Multinational Manufacturing Company

Suppose you work at a multinational manufacturing company. Your company groups expenses into different regions and cost centers associated with the manufacturing process. Your full GL Code might look something like 0000-1111-2222-3333, where:

  • 0000 indicates the company code (hardcoded to an expense policy)
  • 1111 corresponds to a geographic region (e.g., USA, China, etc.)
  • 2222 translates into an expense account
  • 3333 is a manufacturing cost center

Non-profit

Suppose you work at a non-profit organization that uses fund accounting, and your full GL Code looks like 0000-11-2222-33-4444, where:

  • 0000 indicates the fund (e.g., non-profit employee)
  • 11 corresponds to an expense account
  • 2222 translates into a geographic region or specific location, like a city
  • 33 is an organizational department
  • 4444 is the project

Publishing Company

Suppose you work at a book publisher. Your company groups expenses into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a department code, project and project task codes. All together a full GL Code looks like 00-1111-222-33, where:

  • 00 indicates the department
  • 1111 corresponds to an expense account
  • 222 translates to project, like a specific book
  • 33 is a project task, such as editing or publishing

Government Contractor

Suppose you work at a company that provides contracting services to the government. Your company groups expenses into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a resource code, as well as project and task codes. All together a full GL Code looks like 00000-1111-222-33, where:

  • 00000 indicates the resource (e.g. department or employee code)
  • 1111 corresponds to an expense account
  • 222 translates to project, like a type of service or the government agency
  • 33 is a task, such as audit or compliance

Step 2: Understand Where to Map GL Codes in Expensify

First make sure that you have upgraded to our Corporate Plan and created an expense policy (for more on these steps, see our Company Setup page).

GL Codes for expense accounts are typically mapped to Categories.

GL Codes for clients, projects, project tasks are commonly mapped to Tags.

GL Codes for vendors, cost centers, resources or funds are frequently mapped to People.

GL Codes can also be mapped to report fields and hardcoded to expense policies. This is covered in depth on our Export Reports page.

Step 3: Tailor GL Mapping to Your Company’s Accounting Setup

Armed with an understanding of where and how Expensify can map GL Codes, let’s revisit our company examples from Step 1. How would these types of companies map their accounting setup in Expensify?

Consulting Company

From Step 1, suppose you work at a consulting company, and most but not all expenses are re-billed to the client. Your consulting company groups expenses incurred by consultants into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a department code and project/client code. All together the full GL Code looks like 1234567890, where:

  • 1234 indicates the expense account (e.g., Travel) —> mapped to Categories
  • 567 corresponds to a department (e.g., Sales) —> mapped to Expense Policies or Report Fields
  • 890 translates into a client/project —> mapped to a Tag

Expensify allows companies on the Team plan and above to mark expenses as re-billable

Multinational Manufacturing Company

From Step 1, suppose you work at a multinational manufacturing company. Your company groups expenses into different regions and cost centers associated with the manufacturing process. Your full GL Code might look something like 0000-1111-2222-3333, where:

  • 0000 indicates the company code —> hardcoded to Expense Policies
  • 1111 corresponds to a geographic region (e.g., USA, China, etc.) —> mapped to Expense Policies for each region
  • 2222 translates into an expense account —> mapped to Categories
  • 3333 is a manufacturing cost center —> mapped to Tags

Non-profit

From Step 1, suppose you work at a non-profit organization that uses fund accounting, and your full GL Code looks like 0000-11-2222-33-4444, where:

  • 0000 indicates the fund (e.g., non-profit employee) —> mapped to People
  • 11 corresponds to an expense account —> mapped to Categories
  • 2222 translates into a geographic region or specific location —> mapped to Expense Policies for each region
  • 33 is an organizational department —> mapped to Report Fields
  • 4444 is the project —> mapped to Tags

Publishing Company

From Step 1, suppose you work at a book publisher. Your company groups expenses into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a department code, project and project task codes. All together a full GL Code looks like 00-1111-222-33, where:

  • 00 indicates the department —> mapped to an expense policy or report field
  • 1111 corresponds to an expense account —> mapped to Categories
  • 222 translates to project, like a specific book —> mapped to Expense Policies or Tags
  • 33 is a project task, such as editing or publishing —> mapped to Tags

Government Contractor

From Step 1, suppose you work at a company that provides contracting services to the government. Your company groups expenses into accounts like Travel, Meals, Lodging. In addition, your company tracks spend with a resource code, as well as project and task codes. All together a full GL Code looks like 00000-1111-222-33, where:

  • 00000 indicates the resource (e.g. department or employee code) —> mapped to People
  • 1111 corresponds to an expense account —> mapped to Categories
  • 222 translates to project, like a type of service or the government agency —> mapped to Expense Policies or Tags
  • 33 is a task, such as audit or compliance —> mapped to Tags

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