Coming from Expensify Classic for Workspace Admins
Coming from Expensify Classic for Workspace Admins
If you previously managed Workspaces in Expensify Classic, many of the administrative workflows you already know — including approvals, reimbursements, company cards, and member management — still work similarly in New Expensify.
New Expensify reorganizes these workflows into a more unified experience to make collaboration easier, centralize Workspace management, and help you complete familiar administrative tasks more efficiently.
This guide explains where familiar Workspace workflows now happen in New Expensify and highlights new tools available to Workspace Admins.
If you’d like a guided walkthrough of common Workspace workflows in New Expensify, explore the interactive product tours:
- Launch the New Expensify interactive tour for web
- Launch the New Expensify interactive tour for mobile
You can find additional training resources in How to Access Expensify Training.
How Workspace management works differently in New Expensify
Many administrative workflows remain familiar in New Expensify, but Workspace management is more centralized and configurable.
| In Expensify Classic | In New Expensify | What changed |
|---|---|---|
| Workspace features visible by default | Individually enabled Workspace features | Within a Workspace, features can be enabled or disabled individually through More features to show only the tools and workflows your team actively uses. |
| Company cards managed at the domain level | Company Cards managed within a Workspace | Within a Workspace, Company Cards can be enabled to assign and manage company cards for Workspace members without switching to separate domain-level settings. |
| Separate communication workflows | Chat directly inside expenses and reports | Workspace Admins and approvers can ask questions, request missing information, and discuss expenses directly within the expense workflow. |
| No shared admin collaboration space | Dedicated #admins chat for each Workspace |
Every Workspace includes an #admins room where admins can collaborate in real time and review Workspace setting changes and administrative activity. |
| Limited automated expense controls | Advanced Workspace rules and automation | Workspace Admins can configure detailed expense rules through Rules within the Workspace to enforce company policies, automate coding, restrict expense types, and more. |
How to complete familiar Workspace Admin tasks in New Expensify
Use the examples below to understand where common Expensify Classic workflows now happen in New Expensify.
| I want to… | In New Expensify | Learn more |
|---|---|---|
| Fix a broken company card connection | Open the Home tab and review the For you section. Select Fix next to the connection that needs attention. | Learn how to fix a broken company card feed connection. |
| Assign company cards | Within your Workspace, select Company Cards, then select Assign next to the card you want to assign. | Learn how to assign company cards. |
| Approve reports | Open the Spend tab and apply the Needs approval filter to review reports awaiting approval. Select Approve next to the report to send it to the next step in your Workspace approval workflow. | Learn how to approve reports. |
| Reimburse reports | Open the Spend tab and apply the Ready to pay filter to review reports ready to reimburse. Select Pay next to the report to reimburse it. | Learn how to pay reports. |
| Search for expenses and reports | Open the Spend tab and use filters and search operators to find expenses, reports, reimbursements, and company card activity. | Learn how to use advanced search operators. |
| Configure expense rules | Within your Workspace, select Rules to configure expense restrictions, receipt requirements, company card enforcement, and automated coding rules. | Learn how to configure Workspace rules. |
How Workspace management continues to improve in New Expensify
New Expensify continues to introduce new Workspace management, automation, approval, and collaboration features for Workspace Admins.
Visit the Expensify Product Updates blog to stay up to date on the latest Workspace improvements and releases.
FAQ
What new features can I use in New Expensify?
New Expensify includes several collaboration and workflow tools that were not available in Expensify Classic.
For example, you can:
- Chat directly inside expenses and reports
- Tag coworkers or approvers in conversations
- Attach supporting documents directly to expenses
- Assign and track tasks within workflows
- Use Concierge to help answer questions and complete actions
- Follow guided actions surfaced throughout the app
These features help keep conversations, approvals, and expense activity together in one place.
How do I know what to do next in New Expensify?
The Inbox shows a quick overview of what needs your attention. You’ll see 🟢 on actions to take, and 🔴 on errors to review.
The Home tab also highlights important tasks and issues that need your attention through the For you and Time sensitive sections.
Will my Workspace settings carry over to New Expensify?
Yes. Workspace settings, approval workflows, company cards, accounting integrations, categories, tags, and reimbursement workflows continue to work in New Expensify.
Will my expenses data carry over to New Expensify?
Yes. Expenses, reports, Workspace settings, and integrations are shared across both experiences. Switching to New Expensify does not remove or reset your data.
Where are my old reports in New Expensify?
Historical reports created in Expensify Classic are available in the Spend tab. The organization looks different, but your existing data and workflows remain available.
Is there a guide for New Expensify that I can share with workspace members?
Yes. Report submitters and approvers transitioning from Expensify Classic can use the Coming from Expensify Classic for Submitters and Approvers guide to learn how familiar expense, report, approval, and reimbursement workflows work in New Expensify.
