Expense types help categorize different expenses for better financial management. While reimbursable and non-reimbursable expenses are common, Expensify offers various other options to suit your needs. Let’s explore the available expense types.
Filtering a Report by Expense Type
Organizing a report by expense type can make it easier to review expenses on a report.
- Open the report you’re interested in.
- Click the Details icon in the upper right corner of the report,
- Change the “View” to Detailed and “Split by” Reimbursable or Billable.
- You’ll also see the option to Group by Category or Tags.
Each report will show the total amount for all expenses in the upper right. Under that total, there will be a breakdown of amounts that are reimbursable, billable, and non-reimbursable (depending on which of those expense types exist on the report).
- Reimbursable Expenses: Employees pay for these expenses out of their pockets on behalf of the business and are usually reimbursed. They often come from cash, debit cards, or personal credit card purchases.
- Non-reimbursable Expenses: The business directly covers these expenses, so there’s no need to reimburse the employee. Typically, these expenses are company card expenses.
- Billable Expenses: Business or employee expenses must be billed to a specific client or vendor. Choose this option if you need to track expenses for invoicing to customers, clients, or other departments.
- Per Diem Expenses: These expenses involve a daily or partial daily rate you can configure in your expense Workspace.
- Time Expenses: Employees or jobs are billed based on an hourly rate that you can set within Expensify.
- Distance Expenses: These expenses are related to travel for work.
What’s the difference between a receipt, an expense, and a report attachment?
- Expense: Created when you SmartScan or manually upload a receipt from a purchase.
- Receipt: Automatically attached to the expense during the SmartScan process.
- Report Attachments: Additional documents that need to be submitted to your approver (e.g., supplemental documents to the purchase) can be added to a report anytime by clicking the paperclip icon in the Reports Comments.
How are credits or refunds displayed in Expensify?
In Expensify, a credit is displayed as an expense with a minus (ex. -$1.00) in front of it. That’s because Expensify defaults all expenses as something that needs to be paid by the company. So a credit that is returned to the company is displayed as a negative expense.
If a report includes a credit or a refund expense, it will offset the total amount on the report. For example, the report has two reimbursable expenses, $400 and $500. The total Reimbursable is $900. Conversely, a -$400 and $500 will be a total Reimbursable amount of $500