After connecting Certinia with Expensify, navigate to Settings > Workspaces > [Workspace Name] > Connections > Certinia > Configure to set up export, coding, and advanced settings.

Configure Export Settings

Preferred Exporter

Assign a preferred exporter—this member will be responsible for exporting reports and receiving error notifications.

Payable Invoice Status and Date

Choose whether reports should be exported as Complete or In Progress, and select the relevant date:

• Date of last expense
• Submitted date
• Exported date

Reimbursable and Non-Reimbursable Exports

Both types of reports are exported as either Payable Invoices (FFA) or Expense Reports (PSA/SRP).

• If a report contains both reimbursable and non-reimbursable expenses, Expensify will create separate payable invoices or expense reports for each type.

Default Vendor (FFA)

Select a vendor from your Certinia FFA account. This vendor will be assigned to non-reimbursable payable invoices.

Configure Coding Settings

Company

Choose the FinancialForce company for importing and exporting data.

Chart of Accounts (FFA)

• Prepaid Expense Type and Profit & Loss accounts are imported and used as expense categories.

Expense Type GLA Mappings (PSA/SRP)

• When using both PSA and SRP, Expense Type GLA Mappings serve as expense categories.
• PSA does not import or export categories, while SRP does.

Dimensions (FFA)

Expensify imports up to four dimension levels, with three mapping options:

• Do not map: FinancialForce defaults apply, and no data is imported.
• Tags: Employees can select dimensions from the Tags section in Expensify.
• Report Fields: Employees can apply dimensions at the report level.

Projects, Assignments, or Projects & Assignments (PSA/SRP)

Projects and assignments can be imported as tags.

• Milestones are optional.
• If only projects are imported, the account is derived from the project.
• If assignments are imported, both the account and project are derived from the assignment.

Note: If using a project without an assignment, enable Allow Expenses Without Assignment in FinancialForce.

Tax

Import tax rates from Certinia to apply to expenses.

Configure Advanced Settings

Auto Sync

Auto Sync performs daily updates to your coding and automatically exports reports upon final approval.

• Non-Reimbursable expenses: Export occurs immediately after final approval.
• Reimbursable expenses: Export occurs when the report is reimbursed or marked as reimbursed.

Export Tax as Non-Billable

Decide whether tax amounts should be billed to clients when exporting billable expenses.

Multi-Currency in Certinia PSA/SRP

When employees submit expenses in multiple currencies, Certinia may display up to three different currencies per report:

• Summary Total Reimbursement Amount: Uses the project currency.
• Amount field on Expense Line: Uses the Expensify workspace default report currency.
• Reimbursable Amount on Expense Line: Uses the submitter’s resource currency.

FAQ

What happens if a report fails to export to Certinia?

If a report isn’t exported:

• The preferred exporter receives an email with error details.
• Error messages are recorded in the report history.
• The report appears in the exporter’s Expensify Inbox as “Awaiting Export”.

If I enable Auto Sync, what happens to existing approved and reimbursed reports?

Enabling Auto Sync does not affect previously approved or reimbursed reports.

• If approved reports haven’t been exported, manually export them or mark them as manually entered.

How do I export tax?

Expensify tax rates are managed under Settings > Workspaces > Groups > [Workspace Name] > Tax.

• The tax amount calculated on expenses is exported to Certinia.

How do reports map to Payable Invoices in Certinia FFA?

Reports are mapped as follows:

• Account Name: Account linked to the submitter’s email.
• Reference 1: Report URL.
• Invoice Description: Report title.

How do reports map to Expense Reports in Certinia PSA/SRP?

Reports are mapped as follows:

• Expense Report Name: Report title.
• Resource: Submitter’s email.
• Description: Report URL.
• Approver: Expensify report approver.