If you’re a freelancer, sole proprietor, or just want to track personal expenses, this guide walks you through setting up your workspace and starting your free 30-day trial. The trial begins once you start using your workspace.

Note: After creating your workspace, check your email or Expensify notifications to book a free onboarding session with a Setup Specialist.

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Meet Concierge

Concierge is your in-app assistant who helps with setup and offers:

• Reminders to submit expenses
• Alerts when more details are needed
• Updates on new features

To chat with Concierge, open your chat inbox anytime for help and guidance.

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Create a workspace

Each workspace has its own rules and settings—even for personal tracking.

1. Click your profile photo or icon in the bottom-left menu.
2. Select Workspaces from the left menu.
3. Click New workspace.
4. Click the camera icon to upload a custom image.
5. Click Name to rename the workspace.
6. Click Default currency to set your currency. All other currencies will be auto-converted.

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Add an expense

You can add expenses using SmartScan or manually.

SmartScan a receipt

SmartScan reads receipt details like merchant, date, total, and currency automatically.

Note: You can also email receipts to receipts@expensify.com from your linked email. SmartScan will extract the details and add the expense to your account. Add a contact method

Manually enter an expense

1. Click or tap the green Create (+) button.
2. Select Create expense.
3. Choose a method:
   • Manual: Enter details manually.
   • Scan: Upload a saved image.
   • Create multiple: Add expenses in bulk.
   • Distance: Enter start/end to calculate mileage.
   • Per diem: Enter a daily allowance.
4. Select your workspace.
5. Click Create expense.

You can view expenses in your Workspace chat or the Reports page. Export to CSV for tax or accountant use.

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Connect your cards and accounts

Connecting a bank or card lets Expensify automatically import and merge transactions with SmartScanned receipts.

Connect a bank account

1. Go to Settings > Workspaces > [Your Workspace].
2. Click More features.
3. Enable Workflows.
4. In the left menu, click Workflows.
5. Enable Make or track payments.
6. Click Connect bank account.

Connect a company card

1. Go to Settings > Workspaces > [Your Workspace].
2. Click More features.
3. Enable Company cards.
4. In the left menu, click Company cards.
5. Click Add cards and follow the prompts.

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Add categories

Categories help you organize and code your expenses.

1. Go to Settings > Workspaces > [Your Workspace].
2. Click Categories in the left menu.
3. To disable a category, click it and toggle it off.
4. To add a new category:
   • Click Add category.
   • Name the category.
   • Click Save.

Note: If you’ve connected an accounting system (like QuickBooks), you must edit categories in that system. You can still disable them in Expensify.

Tip: To disable all categories, go to More features and toggle Categories off.

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Add more features

You can customize your workspace by enabling additional features. Once enabled, a new menu item will appear with its settings.

Popular options:

• Distance rates
• Accounting integrations
• Workflows
• Tags
• Taxes

To enable a feature:

1. Go to More features in the left menu.
2. Turn on the desired feature.
3. Click the new menu item to adjust its settings.

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Free Trial

You can track the status of your free 30-day trial on your Subscription page. We’ll send reminders as your trial nears the end. To continue using all features, add a billing card when prompted.