Workflows help you automate how expenses are submitted, approved, and reimbursed in your workspace. Whether you’re tracking personal expenses or managing a team, you can adjust workflows to match your use case.

Note: Workflows are available on Collect and Control workspaces. Only Workspace Admins can enable and configure them.

Enable Workflows

To get started, enable the Workflows feature for your workspace.

1. In the left-hand navigation bar (LHB), click Workspaces.
2. Click your workspace name.
3. Click More Features.
4. Under the Spend section, toggle on Workflows.

Configure Workflow Settings

Once enabled, go to the Workflows tab in the left menu to customize your submission and approval logic.

1. Click Workflows.
2. Use the toggles to enable the workflows you want to use.

Add Approvals

• Requires each expense to be reviewed and approved before payment.
• You can assign an approver per workspace member.
• The default approver is the Workspace Owner, but any Workspace Admin can be selected.

Delay Submissions

• Controls when expenses are automatically submitted.
• Choose how frequently expenses are submitted (e.g., daily, weekly).
• If turned off, all reimbursable and non-reimbursable expenses are submitted instantly.

Set Up a Payment Account

To reimburse employees or pay invoices directly from Expensify, connect your business bank account.

1. Go to Workflows.
2. Toggle on Payments.
3. Click Connect Bank Account and follow the bank connection guide.
4. Choose an authorized expense payer—a Workspace Admin who has access to the bank account and will be the default reimburser.

FAQ

If I Have Both Delayed Submission and an Approver Enabled, What Happens?

When both Add Approvals and Delay Submission are enabled, expense reports follow this flow: Open → Processing → Approved

If Delayed Submission is turned off:

• Reports are submitted immediately and follow this flow: Processing → Approved