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Use Policies to Centrally Manage Your Company

Your expense policy is the umbrella under which your company will operate within Expensify. The policy defines the expense reporting rules and permissions for your group. There is no extra cost to having multiple policies. To set up your policy go to Admin > Policies > New Policy. Remember, you will need to upgrade in order to be able to create a policy.


Choose Your Plan

Refer to our upgrade page to choose the best plan for your company. The Team plan is best for companies that use QuickBooks and for companies with basic expense reporting needs. The Corporate plan is best for companies that use enterprise level accounting/payroll packages and for companies with advanced expense reporting needs. Both plans come with 2 free active users per month!


Create Your Expense Policy in a Few Easy Steps

Expensify recommends creating a new company email address when setting up your company on the Team plan. This email address will be the expense policy owner. Common examples include: expenses@yourdomain.com, accounting@yourdomain.com, or finances@yourdomain.com. The benefit of creating a company email address is that employee activity is separated from company-wide expense policy management. Having a company account in Expensify helps manage transitions as employees join or leave your company. 


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.

If you want to have the company pay for users SmartScans check the box for Central SmartScan Billing. Visit our price page for more information on the cost of SmartScans. 

Please note: “Max Expense Amount” refers to the maximum value of a submitted expense line item.


Step 2: Connections 

In this step, you will add your connection to QuickBooks. Visit our QuickBooks page for a full description on setting up this connection. 


Step 3: Categories

Here you will decide which categories (expense accounts) you want to make available to your employees. If using QuickBooks, your chart of accounts will be automatically imported as categories. Choose which accounts you want to enable your users to use as categories.

Only those categories with the “Enabled” box checked will be visible to your employees.


Step 4: 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. Only one tag can be used per expense. QuickBooks users have the option of importing either “Customers/Jobs” or “Classes” as tags.

Only those tags with the “Enabled” box checked will be visible to your employees.

 


Step 5: 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 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. 

Information collected in Report Fields is not exported to QuickBooks.


Step 6: 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 your QuickBooks employees. Our People section describes this step in more detail.  

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.

To read about setting up your approval process in more detail, please visit our approval modes section.


Step 7: Billing

Here you will associate a billing card with the policy. This is the card that will be billed for your policy usage. Visit our pricing page to learn more about the minimal cost of using Expensify. 


Expensify recommends creating a new company email address when setting up your company on the Corporate plan. This email address will be the expense policy owner. Common examples include: expenses@yourdomain.com, accounting@yourdomain.com, or finances@yourdomain.com. The benefit of creating a company email address is that employee activity is separated from company-wide expense policy management. Having a company account in Expensify helps manage transitions as employees join or leave your company. 

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.

If you would like to require digital signatures on reports, check the box for Digital Signature Required.

If you want to have the company pay for users SmartScans check the box for Central SmartScan Billing. Visit our price page for more information on the cost of SmartScans. 

Please note: “Max Expense Amount” refers to the maximum value of a submitted expense line item.


Step 2: Connections

This step will not apply to most Corporate plan users. If you are a Corporate plan user that is connecting to QuickBooks, this is where you will add the connection. If you don’t use QuickBooks, skip this step.


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.

Only those categories with the “Enabled” box checked will be visible to your employees.

Category-specific rules can be set on the Corporate plan by clicking the gear icon.


Step 4: 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. Associate the proper GL code with each tag here. You can enter tags manually or import them from a spreadsheet.

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: 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 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. 


Step 6: 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 your QuickBooks employees. 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.


Step 7: Export Formats

Here you will set your custom CSV export format. Our Accounting Integration page describes how to set up your export format. 

 


Step 8: Billing

Here you will associate a billing card with the policy. This is the card that will be billed for your policy usage. Visit our pricing page to learn more about the minimal cost of using Expensify. 


Interested in setting up Domain Control? Visit our Domain Control help page.