Central Company Management for Small Groups
Your Team 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 Team policies is $5 per active user per month. You can try out Team 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 Team Expense Policy in a Few Easy Steps
To create your Team 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
Step 3: Categories
Here you will decide which categories (expense accounts) you want to make available to your employees. If using QuickBooks, or Xero 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 (Optional): Tags
In this section you will decide what tags you wish to make available to your employees. Tag are expense-level detail that 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 "Customers/Jobs" and/or "Classes" as tags.
Only those tags with the "Enabled" box checked will be visible to your employees.
Step 5: People
In this section you will define who is in your expense policy and what the approval workflow is. People are signified in Expensify by their email address. Click invite 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.
On Team policies, only the Submit-Only and Submit & Approve approval modes are available.
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 6 (Optional): Automate Everything!
Expensify offers a number of features that automate previously manual steps of the expense report lifecycle. Each are designed to make your expense reporting lives easier and any can be enabled or disabled at any time as you get more comfortable with how they work.
Here are some of our favorites:
Step 7 (Optional): Distance and Time
If your company does reimbursement based on distance or time expenses, this will be set here.
Step 9 (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 10 (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 11 (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 12 (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".