A workspace is the set of rules, settings, and spending limits used for expense reports in your organization. This includes custom expense categories and tags, budgets, currency, tax settings, approval workflows, and accounting connections.

Here are a few examples of when you’d create different workspaces:

• Employees submit reports in different currencies (e.g., USD vs. CAD).
• Different departments need custom coding options, like Sales vs. Support.

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Create a Workspace

To create a company workspace:

1. Hover over Settings, then click Workspaces.
2. Click the Group tab on the left.
3. Click New workspace.
4. Enter the workspace name and select a workspace type:
   • Collect – Best for small groups needing basic features like approvals and reimbursements.
   • Control – Most popular for companies with advanced workflows, integrations, and corporate cards.
5. Set up workspace details like expense rules, categories, and workflows.

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Meet Concierge

Concierge is your personal assistant on the Expensify Home page. Concierge helps you:

• Set up your account
• Submit expenses on time
• Notify you when info is needed
• Share tips and feature updates

Need support? Click the green chat bubble in the bottom right to message Concierge.

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Add a Business Bank Account

Adding a business bank account allows you to:

• Reimburse expenses via direct deposit
• Pay bills
• Collect invoice payments
• Issue Expensify Cards

Note: The person adding the account doesn’t need to be a signer but must enter their personal information.

Steps to add a bank account:

1. Go to Settings > Workspace > [Workspace Name] > Workflows > Make or track payments.
2. Click Direct, then Add business bank account.
3. Click Connect to your bank and follow the prompts.
   • If your bank isn’t listed, click Connect manually.
4. Select the correct account (if more than one appears).
5. Enter your business details:
   • Legal business name
   • Physical company address (no P.O. Boxes)
   • Tax Identification Number (TIN)
   • Company website (e.g., https://yourcompany.com)
   • Industry classification (Find yours here)
6. Enter your personal information (U.S. address and SSN).
7. Upload a valid U.S. ID and record a short verification video.
8. Accept the agreement terms.
9. Identify any Beneficial owners (individuals owning 25%+ of the business).

Within 1–2 business days, Expensify will send three test transactions. Enter them via Validate task in Concierge or go to Settings > Account > Wallet > Bank accounts > Enter test transactions.

Note: If you don’t see test transactions after two business days, message Concierge.

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Connect an Accounting System

Connect to systems like QuickBooks to sync your accounting data and map expenses.

1. Go to Settings > Workspace > [Workspace Name] > Accounting.
2. Under Accounting integrations, click Connect next to your system.
3. Follow the prompts to finish the setup.

For setup guides on specific accounting systems, review our Connections articles.

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Set Approval Rules

You can flag rule violations for:

• Expenses
• Travel
• Reports
• Per diems

Steps to Configure:

1. Go to Settings > Workspace > [Workspace Name] > Rules.
2. Under Expenses, adjust settings:
   • Expense violations – Set limits and thresholds.
   • Cash expenses – Define policies.
   • Rebilling – Enable/disable rebilling.
   • eReceipts – Turn on automatic receipts for non-loding expenses under $75 (Note: eReceipts are IRS-compliant for expenses under $75. Additionally, all lodging expenses require a paper receipt.
   • Receipt visibility – Set access controls.
   • Time expenses – Enable time tracking if needed.
3. Go to Settings > Workspace > [Workspace Name] > Distance rates to set mileage reimbursement rates.
4. Set custom report names for consistency.
5. Set the workspace default currency under Settings > Workspace > [Workspace Name] > Overview > Default currency.
6. Go to Settings > Workspace > [Workspace Name] > Workflows to configure:
   • Delayed submission – Auto-submit based on a set schedule.
7. Go to Settings > Workspace > [Workspace Name] > Report fields to customize reports or invoices.
8. Click the Travel tab to define flight class or hotel preferences.
9. Use the Per diem tab to import location-specific expense rules.

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6. Secure Your Account

Enable Two-Factor Authentication (2FA) to protect your account.

1. Go to Settings > Account.
2. Under Profile, enable Two-Factor Authentication.
3. Save your backup codes:
   • Click Download to save them to your computer.
   • Click Copy to store them securely.
4. Click Continue.
5. Open your authenticator app and either:
   • Scan the QR code.
   • Enter the 6-digit code into Expensify and click Verify.

At future logins, Expensify will send a magic code to your email. You must also enter a new 6-digit code from your authenticator app.

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Navigating Multiple Workspaces

If you have multiple workspaces (whether an individual workspace and a group workspace or multiple group workspaces), you’ll want to ensure employees set a default workspace before creating an expense report to ensure it’s posted to the correct workspace.

To Set Default Workspace:

1. Hover over Settings, then click Workspaces.
2. To the right of the desired workspace, click Make Default.

Ensure Employees Select the Correct Workspace

As an admin, it’s important to ensure employees are submitting expenses and reports to the correct workspace. Instruct your team to check their selected workspace before adding expenses or creating reports.

• Employees should click their profile image.
• From the dropdown menu, they must select the correct workspace from the list at the bottom.
• If an employee frequently switches between workspaces, remind them to always verify the workspace selection before submitting an expense or report.

By reinforcing this process, you help prevent expense reports from being mis-categorized and ensure accurate financial tracking.

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Need help? Schedule a free onboarding session with a Setup Specialist! Check your email and Expensify notifications for your unique signup link.