Central Company Management for Companies of All Sizes
Your Corporate expense policy is the umbrella under which your group will operate in Expensify. The policy defines the rules and workflows for your group. There is no extra cost to having multiple policies. The cost of Corporate policies is $9 per active user per month. You can try out Corporate policies for 30 days for free - without even needing to enter a credit card! Visit our pricing page to view the difference between Team and Corporate policies.
Create Your Corporate Expense Policy in a Few Easy Steps
To create your Corporate policy head over to the Admin tab and click "New Policy". From there, follow the steps below.
Step 1: Basics
In this section, you will set up the basic rules of your policy.
If eReceipts are an acceptable receipt format for your company, check the box for eReceipts Enabled.
Please note: "Max Expense Amount" refers to the maximum value of a submitted expense line item.
Step 2: Connections
In this step, you will connect to any desired external systems. Corporate policies support connections to Netsuite, QuickBooks, Xero, Bill.com, FreshBooks, Evernote, Intacct, SAP, Dynamics, Sage and many others.
Step 3: Categories
Here you will decide which categories (expense accounts) you want to make available to your employees. Enter the expense accounts you want to allow your users to use along with their associated GL Code from your accounting package. If you plan to export to your payroll package, enter the associated payroll code. You can enter these manually or import them from a spreadsheet. If using QuickBooks, Xero, NetSuite, or FreshBooks your chart of accounts will be automatically imported as categories.
You can also create category-specific rules for more granular control.
Only those categories with the "Enabled" box checked will be visible to your employees.
Step 4 (Optional): Tags
In this section you will decide what tags you wish to make available to your employees. Tags can be used to signify a specific client, project, trip, department, or more. Integrations such as NetSuite and QuickBooks can also map certain data to the tags field.
If you need the ability to use more than one tag per expense, visit our multi-tagging page.
Only those tags with the "Enabled" box checked will be visible to your employees.
Step 5: People
Here you will decide who is within the policy and what the approval workflow is. People are signified in Expensify by their email address. Click add person to add people to your policy. You can also import a list of people from a spreadsheet, automatically add everyone in your Google Apps domain, or sync from an accounting system like QuickBooks or NetSuite. Our People section describes this step in more detail. Be sure to include the User ID used for each user within your accounting package. If you are exporting to your payroll package, include their Payroll ID as well.
There are 3 approval modes to choose from: submit-only, submit & approve, and advanced approval.
Submit-Only: This is the most basic option. Employees submit reports to one person with no approval required.
Submit & Approve: Employees submit reports to one person for approval.
Advanced Approval: Approval is configured at the employee level. Multi-tiered approval workflow can be configured. Specific report amount thresholds can be placed on approvers as well.
To read about setting up your approval process in more detail, please visit our approval modes section.
When inviting people to your policy, you will also have the option of assigning roles to specific individuals.
Administrators will be able to:
- Invite new employees
- Make changes to policy settings
- Approve/change the state of a report
- Export a report to the directly connected accounting system or to a CSV.
Auditors can be thought of as "read-only" admins and will be able to:
- View or comment on any report on a policy
- Export reports to a CSV (but not to a connected accounting system)
In order to appoint these roles, you can assign them when inviting employees, or use the settings cog on the right side of the screen to assign to existing policy members.
Step 7 (Optional): Report Fields
Here you will have the option to make report fields available for your users to fill in. Report fields are sections at the top of the expense report that ask for more information. They can be dropdown menus or text boxes. Visit our Report Fields page to learn more about creating custom fields and titles. Some integrations, such as QuickBooks Online and NetSuite, can map information to report fields as well.
Step 8 (Optional): Tax
If you would like to enable tax tracking, you can do so here. To read more about this feature, visit our tax tracking page.
Step 9 (Optional): Export Formats
If you would like to set up a custom spreadsheet export format for your policy, you can do so here. You can read more about custom spreadsheet export on our report export page.
Step 10 (Optional): Reimbursement
Expensify supports reimbursement of employees through direct deposit. If you would like to set a default reimbursement account for your policy, you can do so here. To read more about this feature, visit our reimbursement page.
Step 11 (Optional): Invoicing
If you would like to enable Expensify's invoicing feature, you can do so here. To read more about this feature, visit our invoicing page.
Paying For Your Policy Usage
To pay for the policy usage, the policy owner will need to add a billing card to their Expensify account by going to Settings > Billing. Any policy admin can take over ownership of the policy by going to the Basics section of the policy settings and clicking "Take Over Billing".