Expense Types


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.

How To

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.

Deep Dive

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).

Expense Types

  • 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

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