After connecting Certinia, set up how data flows between Expensify and Certinia using the Import, Export, and Advanced settings. Some options differ depending on whether you use the FFA or PSA/SRP module — those differences are noted below.

To open these settings, go to Workspaces > [Workspace Name] > Accounting from the navigation tabs (on the left on web, on the bottom on mobile), then select Import, Export, or Advanced under the Certinia connection.

How to configure Certinia import settings

From Workspaces > [Workspace Name] > Accounting, click Import under the Certinia connection.

How to import categories from Certinia

How categories are imported depends on your module:

FFA – Chart of Accounts: Your Prepaid Expense Type and Profit & Loss accounts are imported and used as expense categories.
SRP – Expense Type GLA Mappings: Expense Type GLA Mappings are imported as expense categories.
PSA: PSA does not import or export categories.

Disable any unnecessary categories under Workspaces > [Workspace Name] > Categories. Every expense must have a category to export successfully.

How to import dimensions from Certinia (FFA)

Expensify imports up to four dimension levels. For each dimension, choose how it’s imported:

Do not map: Certinia defaults apply and no data is imported.
Tags: Employees select the dimension from the Tags section per expense.
Report Fields: Employees apply the dimension at the report level.

Manage these under Workspaces > [Workspace Name] > Tags and Workspaces > [Workspace Name] > Reports.

How to import projects and assignments from Certinia (PSA/SRP)

Import Projects, Assignments, or Projects & Assignments 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: To use a project without an assignment, enable Allow Expenses Without Assignment in Certinia.

How to import tax rates from Certinia

Toggle on Tax to import tax rates from Certinia and apply them to expenses. Set default rates per category under Workspaces > [Workspace Name] > Categories.

How to configure Certinia export settings

From Workspaces > [Workspace Name] > Accounting, click Export under the Certinia connection.

How to set the preferred exporter for Certinia

Assign a Preferred Exporter. This member is responsible for exporting reports and receives any export error notifications. Any Workspace Admin can export reports, but Concierge auto-exports on behalf of the Preferred Exporter.

How to set the Certinia export status

Choose whether reports export as Complete or In Progress.

How to set the Certinia export date

Choose which date Expensify uses when creating records in Certinia:

Date of last expense
Submitted date
Exported date

How reimbursable and non-reimbursable reports export to Certinia

Both reimbursable and non-reimbursable reports export as:

Payable Invoices (FFA), or
Expense Reports (PSA/SRP)

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

How to set a default vendor for Certinia (FFA)

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

How to configure Certinia advanced sync settings

From Workspaces > [Workspace Name] > Accounting, click Advanced under the Certinia connection.

How to enable auto-sync for Certinia

We recommend enabling Auto-sync to keep your data up to date. Auto-sync performs daily updates to your coding and automatically exports reports upon final approval:

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

How to sync reimbursed reports with Certinia

Keep reimbursement status in sync between Expensify and Certinia for reports that have been paid.

How to export tax as non-billable in Certinia

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

How foreign currency (multi-currency) export works in Certinia (PSA/SRP)

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

Summary Total Reimbursement Amount: Uses the project currency.
Amount field on the expense line: Uses the Expensify Workspace default report currency.
Reimbursable Amount on the 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.
The error is recorded in the report’s comments.
The report appears in the exporter’s Expensify inbox as Awaiting Export.

Fix the error, then have a Workspace Admin manually export the report.

Will enabling Auto-sync affect previously approved reports?

No. Enabling Auto-sync does not affect previously approved or reimbursed reports. If approved reports haven’t been exported, export them manually or mark them as manually entered.

How do reports map to records in Certinia?

FFA (Payable Invoices): Account Name = the account linked to the submitter’s email, Reference 1 = the report URL, Invoice Description = the report title.
PSA/SRP (Expense Reports): Expense Report Name = the report title, Resource = the submitter’s email, Description = the report URL, Approver = the Expensify report approver.

How do I export tax?

Manage Expensify tax rates under Workspaces > [Workspace Name] > Tax. The tax amount calculated on each expense is exported to Certinia.

Configure Certinia