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 lower-left of the screen.
2. Use the left-hand navigation bar (LHB) to go to Workspaces.
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. Other currencies are auto-converted.

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Add Expenses

You can add expenses using SmartScan or by creating them manually.

SmartScan a Receipt

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

SmartScan on web:

1. Click the green Create (+) button.
2. Select Create expense.
3. Upload an image of your receipt.

SmartScan on mobile:

1. Tap the green Create (+) button.
2. Select Create expense.
3. Upload or take a photo of your receipt:
   • Upload: Tap the gallery icon and select an image.
   • Take a photo: Ensure receipt details are visible and snap a photo.

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 mileage data.
   • Per diem – Add a daily allowance.
4. Select your workspace.
5. Click Create expense.

View expenses in your Expense chat or the Reports page. Export to CSV for tax or accountant use.

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Connect Credit Cards and Bank Accounts

Let Expensify automatically import and match card transactions to SmartScanned receipts.

Connect a Bank Account

1. Go to Workspaces in the left-hand navigation menu
2. Click [Workspace Name] > More features > Enable Workflows.
3. From the left-hand menu, click Workflows.
4. Enable Make or track payments.
5. Click Connect bank account.

Connect a Company Card

1. Go to Workspaces in the left-hand navigation menu
2. Click [Workspace Name] > More features > Enable Company Cards.
3. From the left-hand menu, click Company cards.
4. Click Add cards and follow the prompts.

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Add Categories

Categories help you organize and code expenses. To set these up:

1. Go to Workspaces > [Workspace Name].
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
   • Enter a name
   • Click Save

If you don’t need to use categories, go to More features and toggle Categories off.

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

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Set Up Additional Features

You can customize your workspace by enabling additional features. Once enabled, new menu items appear.

Popular options:

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

To enable a feature:

1. Go to More features in the left-hand menu.
2. Toggle on the feature.
3. Click the new menu item to adjust settings.

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Free Trial

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