diff --git a/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md b/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md index ddf8077be00c1..e35e786890257 100644 --- a/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md +++ b/docs/articles/expensify-classic/workspaces/Admin-offboarding-checklist.md @@ -1,64 +1,82 @@ --- -title: Admin offboarding checklist -description: What to alter when your main Expensify person leaves the business +title: Admin Offboarding Checklist +description: Steps to follow when the main workspace admin leaves the business. +keywords: [Expensify Classic, admin offboarding, switch admins] --- -Many Expensify customers have one person who handles all the main roles in Expensify Classic: the Billing Owner, Workspace Admin, Domain Admin, Technical Contact, and Bank Account Owner. That means that if this person leaves the company or needs to be offboarded from their current position, you’ll need to assign these roles to another employee. +
-{% include info.html %} -Your current admin and the person who will be your new admin should complete the following checklist _before_ your admin leaves the company. -{% include end-info.html %} +Many Expensify customers have one person managing key roles in Expensify Classic: **Billing Owner, Workspace Admin, Domain Admin, Technical Contact,** and **Bank Account Owner**. If this person leaves the company or changes roles, their responsibilities must be reassigned to another employee. -## Checklist for the current admin -### 1. Assign a new admin -{% include info.html %} -The current admin must add the new admin to all company workspaces they own, even if they are not in use. When someone takes over ownership of all workspaces, they also take over ownership of the existing Annual Subscription. If the new admin does not take ownership of all company workspaces, the previous owner will continue to be charged for the other workspaces they still own, along with their existing annual subscription, which can result in multiple subscriptions. -{% include end-info.html %} +⚠️ **Important:** Before the current admin leaves, they and the new admin should complete the following checklist. + +--- + +# Checklist for the Current Admin + +## Assign a New Admin 1. [Add the new admin](https://help.expensify.com/articles/expensify-classic/workspaces/Invite-members-and-assign-roles) to the workspace. 2. [Assign the Admin role](https://help.expensify.com/articles/expensify-classic/workspaces/Change-member-workspace-roles) to the new admin. -3. If your company uses company card feeds, Expensify Cards, domain groups, or SAML, invite the new admin to be a [Domain Admin](https://help.expensify.com/articles/expensify-classic/domains/Add-Domain-Members-and-Admins). - -### 2. Share access to company bank account -If you are the only admin with access to the company bank account in Expensify, [share the bank account](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-share-a-verified-bank-account) with the new admin or another workspace admin. - -## Checklist for the new admin -### 1. Take over billing and add payment account -The new admin must [take over ownership and billing](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account) for the workspace. - -### 2. Reverify the company bank account -1-2 business days after sharing, Expensify will administer 3 test transactions to your bank account. After these transactions (2 withdrawals and 1 deposit) have been processed in your account, visit your Expensify Inbox or Payments page, where you’ll see a prompt to input the transaction amounts. - -### 3. Unshare company bank accounts -Once the previous admin has left the company, the new admin (or any admin with access to the bank account) should [unshare the company bank account](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-remove-access-to-a-verified-bank-account) with the previous admin. - -### 4. Update settlement account assignments -1. Hover over Settings, then click Domains. -2. Click the desired domain name. -3. On the Company Cards tab, click the dropdown under the Imported Cards section to select the desired Expensify Card. -4. To the right of the dropdown, click the Settings tab. -5. If the bank account set as the Expensify Card settlement account matches the company bank account, use the green chat icon to send a message to Concierge or your Account Manager. We will link the settlement account to the bank account once it has been reverified by the new settlement owner. - -{% include info.html %} -The settlement owner must also be a Domain Admin. -{% include end-info.html %} - -### 5. Update default reimburser assignment -1. Hover over Settings, then click Workspaces. -2. Click the desired workspace name. -3. Click the Reimbursement tab. -4. Ensure that the reverified bank account is set as the reimbursement account. -5. Ensure that the previous admin is not set as the Default Reimburser. If they are, select a new reimburser. - -### 6. Reconnect integrations & set technical contact -1. If your workspace is connected to an [accounting integration](https://help.expensify.com/expensify-classic/hubs/connections/) that is tied to the previous admin’s account, reconnect it. -2. [Assign a new Technical Contact] if the email listed is for the previous admin. - -### 7. Remove the previous Admin -1. Once all of the above steps have been completed, you can either downgrade the previous admin’s [role](https://help.expensify.com/articles/expensify-classic/workspaces/Change-member-workspace-roles) to Employee if they are still within the company, or if they have left the company: -[Remove the previous admin](https://help.expensify.com/articles/expensify-classic/workspaces/Remove-Members) from the workspace. -2. Close the member’s company Expensify account. - a. Hover over Settings, then click Domains. - b. Click the desired domain name. - c. Click the Domain Members tab. - d. Select the checkbox to the left of the employee, then click Close Accounts. - e. Click Close to confirm. +3. If your company uses **company card feeds, Expensify Cards, domain groups,** or **SAML**, invite the new admin as a [Domain Admin](https://help.expensify.com/articles/expensify-classic/domains/Add-Domain-Members-and-Admins). + +**The current admin must add the new admin to all company workspaces, including ones that are no longer active:** +- The new admin must take ownership of **all company workspaces** to ensure a single **Annual Subscription** continues. +- If the previous admin retains ownership of any workspace, they will continue being billed separately. + +## Share Access to the Company Bank Account + +If you are the only admin with access to the company bank account in Expensify, [share the bank account](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-share-a-verified-bank-account) with the new admin or another workspace admin. + +--- + +# Checklist for the New Admin + +## Take Over Billing & Add a Payment Account +[Take over workspace ownership and billing](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account) to ensure a smooth financial transition. + +## Re-verify the Company Bank Account +- **1-2 business days after the bank account is shared with the **, Expensify will send **three test transactions** (two withdrawals, one deposit) to your bank account. +- Visit **Settings > Account > Payments** or check your **Expensify Inbox** to verify these transactions. + +## Unshare the Company Bank Account +Once the previous admin leaves, [remove their access](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-remove-access-to-a-verified-bank-account) from the bank account. + +## Update the Assignment on the Settlement Account (Expensify Cards Only) +If the company uses the Expensify Card, make sure the new admin is listed as the owner of the settlement account: +1. Go to **Settings > Domains**. +2. Select the appropriate domain. +3. Click the **Company Cards** tab. +4. Under **Imported Cards**, select the correct Expensify Card. +5. Click the **Settings** tab next to the dropdown. +6. If the **Expensify Card settlement account** matches the company bank account, use the green chat icon to contact **Concierge** or your **Account Manager** for reassignment. + +⚠️ **Important:** The **settlement account owner** must also be a **Domain Admin**. + +## Update the Default Reimburser Assignment +1. Go to **Settings > Workspaces**. +2. Select the appropriate workspace. +3. Click the **Reimbursement** tab. +4. Ensure the correct bank account is set as the reimbursement account. +5. If the previous admin is listed as the **Default Reimburser**, assign the new reimburser. + +## Reconnect Integrations & Set a New Technical Contact +1. If the workspace is connected to an [accounting integration](https://help.expensify.com/expensify-classic/hubs/connections/) linked to the previous admin’s account, make sure to reestablish the connection to the new admin's account. +2. If the previous admin is listed as the Technical Contact, [update that role](https://help.expensify.com/articles/expensify-classic/workspaces/Assign-Technical-Contact) to the new admin or someone else in your company. + +## Remove the Previous Admin +1. If the previous admin is staying with the company, **downgrade their role** to employee: + - [Change workspace roles](https://help.expensify.com/articles/expensify-classic/workspaces/Change-member-workspace-roles). +2. If they have left the company, **close their account**: + - [Remove the previous admin](https://help.expensify.com/articles/expensify-classic/workspaces/Remove-Members) from the workspace. + - **Close their Expensify account**: + 1. Go to **Settings > Domains**. + 2. Select the correct domain. + 3. Click the **Domain Members** tab. + 4. Check the box next to their name and click **Close Accounts**. + 5. Confirm by clicking **Close**. + +--- + +By following this checklist, you can ensure a seamless transition when offboarding an admin from Expensify. Taking these steps proactively helps maintain financial oversight and prevents unnecessary billing issues. If you have any questions, feel free to contact Concierge Support! + +
diff --git a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md index d7f71bdbb343d..61e6836ace154 100644 --- a/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md +++ b/docs/articles/expensify-classic/workspaces/Assign-Technical-Contact.md @@ -1,12 +1,21 @@ --- title: Assign a Technical Contact -description: Adding a technical contact to receive integrations emails +description: Learn how to assign a Technical Contact in Expensify Classic to receive integration error notifications. +keywords: [Expensify Classic, technical contact, integrations, error notifications] --- -If your workspace is connected to an [integration](https://help.expensify.com/expensify-classic/hubs/connections/), the person assigned as your Technical Contact will receive notification emails for any integration errors that occur. -To assign a Technical Contact, +
-1. Hover over Settings and click Workspaces. -2. Click the desired workspace name. -3. Click the Connections tab on the left. -4. In the Technical Contact field, enter the email address for the person you want to assign. +When your workspace is connected to an [integration](https://help.expensify.com/expensify-classic/hubs/connections/), the assigned **Technical Contact** will receive email notifications about any export or sync errors that may occur. These notifications ensure that someone is alerted to troubleshoot and resolve any integration issues promptly. + +--- + +# Assign a Technical Contact + +To assign a Technical Contact: +1. Go to **Settings > Workspace**. +2. Select the **workspace name**. +3. Click the **Connections** tab. +4. In the **Technical Contact** field, you can enter the email address of the person you want to assign. + +
diff --git a/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md b/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md index 9037e58661d12..e496fea26d200 100644 --- a/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md +++ b/docs/articles/expensify-classic/workspaces/Assign-billing-owner-and-payment-account.md @@ -1,30 +1,35 @@ --- title: Assign billing owner and payment account description: Determine who will cover the cost of the workspace and link a payment method +keywords: [Expensify Classic, billing owner, transfer billing, change payment account] ---
-The person who creates a workspace will automatically be responsible for the billing for that workspace. However, the existing billing owner can transfer the workspace’s billing ownership to any Admin on the workspace. +The person who creates a workspace is automatically responsible for its billing. However, the existing billing owner can transfer the workspace's billing ownership to any Admin on the workspace. -{% include info.html %} -There can only be one billing owner at a time. Assigning a new billing owner will automatically un-assign the existing billing owner. However, billing owners are also workspace admins by default, and the previous billing owner will remain a workspace admin unless manually updated. -{% include end-info.html %} +⚠️ **Important:** There can only be one billing owner at a time. Assigning a new billing owner will automatically un-assign the existing billing owner. However, billing owners are also workspace admins by default, and the previous billing owner will remain a workspace admin unless manually updated. -# Assign a new billing owner +--- + +# Transfer Billing Ownership + +To transfer billing ownership, **the person who will take over responsibility for the workspace billing must complete the following process**: -To assign a new billing owner, **the person who will take over responsibility for the workspace billing must complete the following process**: +1. Hover over Settings, then click **Workspaces**. +2. Click the desired workspace name. +3. Under Workspace Overview, click **Take Over Billing**. + +--- -1. Hover over Settings, then click **Workspaces**. -2. Click the desired workspace name. -3. Under Workspace Overview, click **Take Over Billing**. +# Add or Update Payment Account -# Add or update payment account +Once you take over billing for a workspace, you must add a payment method to your account. -Once you take over billing for a workspace, you must add a payment method to your account. +1. Hover over **Settings**, then click **Account**. +2. Click the **Subscription** tab. +3. Scroll down to the Payment Details section and click **Add Payment Card**. +4. Enter your credit or debit card information and click **Accept terms, add a payment card**, and pay $0.00 (a non-$0 amount will show if there's an outstanding balance due). -1. Hover over Settings, then click **Account**. -2. Click the **Payments** tab. -3. Scroll down to the Payment Details sections and click **Add Payment Card**. -4. Enter your credit or debit card information and click **Accept terms, add payment card, and pay $0.00** (the box will only show a balance if one is due). +Once the billing transfer is complete, the new billing owner will manage payments and subscriptions for the workspace.
diff --git a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md index 2cd00155ae839..25f9ce0cf4234 100644 --- a/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md +++ b/docs/articles/expensify-classic/workspaces/Change-member-workspace-roles.md @@ -1,17 +1,15 @@ --- -title: Change member workspace roles -description: Update a member's role for a workspace +title: Update workspace member roles +description: Learn how to update a member's role and permissions in a workspace. +keywords: workspace roles, permissions, workspace admin, approval settings ---
-To change the roles and permissions for members of your workspace, +Workspace admins may need to update a member's role to adjust their permissions, grant approval authority, or restrict access based on changing responsibilities. This guide walks you through updating a member's role in your workspace. -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Members** tab on the left. -5. Click the Settings icon next to the desired member. -6. Select a new role for the member. +--- + +# Overview of Member Roles and Permissions | Employee | Auditor | Workspace Admin | | ----------------------------------------- | ------------------------------------------ | ----------------------------------------- | @@ -21,8 +19,29 @@ To change the roles and permissions for members of your workspace, | | | ✔ Approve all workspace reports | | | | ✔ Edit workspace settings | -{:start="7"} -7. If your workspace uses Advanced Approvals, select an “Approves to.” This determines who the member’s reports must be approved by, if applicable. If “no one” is selected, then any one with the Auditor or Workspace Admin role can approve the member’s reports. -8. Click **Save**. +**Note:** A Workspace Admin is the member with the highest level of permissions on a workspace. + +--- + +# Change a Member's Role or Permissions + +To change the roles and permissions for members of your workspace: +1. Go to **Settings > Workspaces > [Workspace Name] > Members**. +2. Click the **Settings** icon next to the desired member. +3. Select a new role for the member. +4. Click **Save**. + +--- + +# Advanced Approval + +If your workspace uses **Advanced Approvals**, you can select an **Approves to** option. This determines who must approve the member's reports: +1. Go to **Settings > Workspaces > [Workspace Name] > Members**. +2. Click the **Settings** icon next to the desired member. +3. Select a new role for the member. +4. Add an approver in the **Approves to** field. +5. Click **Save**. + +**Note:** If no one is selected in the **Approves To** field, then any **Auditor** or **Workspace Admin** can approve that member’s reports. Ensure approval chains are properly configured to avoid delays in report processing.
diff --git a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md index aea84d3389345..a2041ea37ee2f 100644 --- a/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md +++ b/docs/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings.md @@ -1,55 +1,64 @@ --- title: Configure Reimbursement Settings description: Set up direct or indirect reimbursements for your workspace. +keywords: [Expensify Classic, workspace reimbursement settings] --- - +
-Reimbursing employees in Expensify is quick, easy, and completely free. Let Expensify do the tedious work for you by taking advantage of the features available to automate employee reimbursement. +Expensify offers flexible reimbursement options to help businesses quickly and efficiently pay employees for approved expenses. This guide walks you through setting up direct, indirect, and global reimbursement methods based on your company's needs. -# Configure a Workspace's Reimbursement Settings There are a few ways to reimburse employees in Expensify. The option that's best suited for you and your business will depend on a few different factors: -- **Direct Reimbursement**: For companies with a business bank account located in the US that reimburse employees within the US. -- **Indirect Reimbursement**: This option is available to all members, and connecting a bank account to Expensify is not required. Indirect reimbursement indicates that all reports are reimbursed outside of Expensify. -- **Global Reimbursement**: If your company’s business bank account is in the US, Canada, the UK, Europe, or Australia, you can reimburse employees directly in nearly any country worldwide. +- **Direct Reimbursement**: For companies with a business bank account in the US that reimburse employees within the US. +- **Indirect Reimbursement**: This option is available to all members, and connecting a bank account to Expensify is not required. Indirect reimbursReimbursementes that all reports are reimbursed outside of Expensify. +- **Global Reimbursement**: If your company bank account is in the US, Canada, the UK, Europe, or Australia, you can reimburse employees directly in nearly any country worldwide. -## Set Up Direct Reimbursement +--- + +# Set Up Direct Reimbursement -Once a [business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a workspace admin can enable indirect reimbursement via **Settings > Workspaces > Workspace Name > Reimbursement > Direct**. +Once a [business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable Direct Reimbursement under **Settings > Workspaces > Workspace Name > Reimbursement > Direct**. -#### Additional features available with Direct Reimbursement: +## Direct Reimbursement Features - **Select a default reimburser for the Workspace from the dropdown menu**: - The default reimburser will receive notifications to reimburse reports in Expensify. - - Any workspace admin who also has access to the business bank account can be added as a default reimburser. + - Any Workspace Admin with access to the business bank account can be added as a default reimburser. - **Set a default withdrawal account for the Workspace**: - - The default bank account is used to reimburse all of the reports submitted on the corresponding workspace. + - The default bank account is used to reimburse all of the reports submitted on the corresponding workspace. - **Set a manual reimbursement threshold to automate reimbursement**: - If the total of a given report is less than the threshold set, reimbursement will occur automatically upon final approval. - - If the total of a given report is more than the threshold, it will need to be reimbursed manually. + - If the total of a given report exceeds the threshold, it must be reimbursed manually. -## Set Up Indirect Reimbursement +--- -A Workspace admin can enable indirect reimbursement via **Settings > Workspaces > Workspace Name > Reimbursement > Indirect**. +# Set Up Indirect Reimbursement -**Additional features under Reimbursement > Indirect:** -If you reimburse through a separate system or through payroll, Expensify can collect and export employee bank account details for you. Reach out to your Account Manager or Concierge to have the Reimbursement Details Export format added to the account. +A Workspace Admin can enable Indirect Reimbursement under **Settings > Workspaces > Workspace Name > Reimbursement > Indirect**. -## Set Up Global Reimbursement +## Indirect Reimbursement Features +If you reimburse through a separate system or payroll, Expensify can collect and export employee bank account details for you. Contact Concierge if you need the **Reimbursement Details Export** format added to your account. -Once [a business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a workspace admin can enable indirect reimbursement via **Settings > Workspaces > Workspace Name > Reimbursement > Direct > Enable Global Reimbursements**. +--- -More information on setting up global reimbursements can be found **[here](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Global-Reimbursements)**. +# Set Up Global Reimbursement -{% include faq-begin.md %} +Once [a business bank account is connected to Expensify](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Business-Bank-Accounts-USD#how-to-add-a-verified-business-bank-account), a Workspace Admin can enable **Global Reimbursement** by navigating to **Settings > Workspaces > Workspace Name > Reimbursement > Direct** and selecting **Enable Global Reimbursements**. -## How do I export employee bank account details once the Reimbursement Details Export format is added to my account? +More information on setting up Global Reimbursement can be found **[here](https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/Global-Reimbursements)**. + +--- + +# FAQ + +## How do I export employee bank account details once the Reimbursement Details Export format is added to my account? Employee bank account details can be exported from the Reports page by selecting the relevant Approved reports and then clicking **Export to > Reimbursement Details Export**. -## Is it possible to change the name of a verified business bank account in Expensify? +## Is it possible to change the name of a verified business bank account in Expensify? -Bank account names can be updated by going to _**Settings > Accounts > Payments**_ and clicking the pencil icon next to the bank account name. +Yes, you can update the name of a bank account under **Settings > Account > Wallet** by clicking the pencil icon next to the bank account name. ## What is the benefit of setting a default reimburser? -Setting a default reimburser on the Workspace ensures that all outstanding reports are reimbursed as this member will receive notifications alerting them to reports that require their action. -{% include faq-end.md %} +Setting a default reimburser on the Workspace helps to ensure that all outstanding reports are reimbursed. The default reimburser receives notifications alerting them to reports that require their action. + +
diff --git a/docs/articles/expensify-classic/workspaces/Create-categories.md b/docs/articles/expensify-classic/workspaces/Create-categories.md index 4d3f33a29ebc4..411e828756877 100644 --- a/docs/articles/expensify-classic/workspaces/Create-categories.md +++ b/docs/articles/expensify-classic/workspaces/Create-categories.md @@ -1,90 +1,80 @@ --- title: Create categories description: Use categories to classify and organize expenses +keywords: [Expensify Classic, categories, categorize expenses] --- -
-Categories can help you classify expenses by expense type. For example, Expensify automatically provides default categories like fees, office supplies, travel, and more. - -You can choose to enable, disable, or edit the default Expensify categories, or you can add or import your own custom categories. You can also add subcategories underneath existing categories. +Categories help you classify expenses by type. Expensify automatically provides default categories like fees, office supplies, travel, and more. -# Enable, disable, or edit default categories +You can enable, turn off, edit, or delete the default categories. You can also add or import your own custom categories and create subcategories under existing ones. -Once you have manually added your categories or automatically imported them from a connected accounting system, you can enable or disable the categories to determine whether they can be added to expenses. - -{% include info.html %} -Importing GL & payroll codes from your accounting system is only available on the Control plan. -{% include end-info.html %} +--- -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Categories** tab on the left. -5. Enable, disable, edit, or delete any category as desired. - - **To enable/disable**: Click the toggle to the left of the category. Or to enable or disable all of the categories, use the toggle at the top of the toggle column. - - **To edit**: Click the category name and type in the new name. - - **To delete**: Click the X to the right of the category. +# Manually Add Categories -# Add custom categories +1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories** +2. Scroll to the bottom of the Categories section. +3. Enter the category name in the **Add a Category** field and click **Add**. -## Automatic import with accounting integration +--- -Expensify automatically imports your expense-related general ledger accounts as categories when you use an accounting integration (for example, QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite). +# Automatically Import Categories via Accounting Integration -To update your categories in Expensify, you must first update the category in your accounting system. Then in Expensify, +When integrating with an accounting system, Expensify automatically imports general ledger accounts as categories (e.g., QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite). -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Connections** tab on the left. -5. Click **Sync Now**. +To update categories that are imported from an accounting integration: +1. In your accounting system, update the category details. +2. In Expensify, head to **Settings > Workspace > Group > [Workspace Name] > Connections**. +3. Click **Sync Now**. -## Manually add individual categories +You can learn about accounting integration category settings by selecting your accounting integration [here](https://help.expensify.com/expensify-classic/hubs/connections/) and reviewing the corresponding configuration resource. -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Categories** tab on the left. -5. Scroll down to the bottom of the Categories section to the Add a Category field. -6. Type the name for your new category into the field and click **Add**. +--- -## Import custom categories +# Import Custom Categories -You can add a list of categories by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet. +You can import a list of categories using a **.csv, .txt, .xls, or .xlsx** file. -1. Create your categories spreadsheet with at least a column containing the category name. However, you can also add any of the following fields: +1. Create a spreadsheet with at least one column for the **Category Name**. You can also include: - GL Code - - Payroll code - - Enabled (TRUE/ FALSE) - - Max Expense amount + - Payroll Code + - Enabled (TRUE/FALSE) + - Max Expense Amount - Receipt Required - - Comments (Required/ Not Required) + - Comments (Required/Not Required) - Comment Hint - Expense Limit Type -2. In Expensify, hover over Settings, then click **Workspaces**. -3. Click the **Group** tab on the left. -4. Click the desired workspace name. -5. Click the **Categories** tab on the left. -6. Click **Import from Spreadsheet**. -7. Review the guidelines, select the checkbox if your file has headers as the first row, and click **Upload File**. +2. In Expensify, head to **Settings > Workspace > Group > [Workspace Name] > Categories** +3. Click **Import from Spreadsheet**. +4. Review the guidelines, select the checkbox if your file has headers in the first row, and click **Upload File**. + +⚠️ **Important:** Each new import **overwrites** the existing category list. To avoid losing data, update your current spreadsheet before re-importing. -{% include info.html %} -Each time you upload a list of categories, it will override your previous list. To avoid losing categories, update your current spreadsheet and re-import it into Expensify. -{% include end-info.html %} +--- -# Add subcategories +# Add Subcategories -You can create subcategories under a main category. For example, if you have a category for travel that you want flight and lodging to fall under, you can create them as subcategories. +You can create subcategories under a main category. For example, "Flight" and "Lodging" can be subcategories under "Travel." -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Categories** tab on the left. -5. Scroll down to the bottom of the Categories section to the Add a Category field. -6. Type the name for your main category into the field, followed by a colon, then add the name of the subcategory and click **Add**. For example, to make a Flight subcategory under Travel, you'll enter “Travel: Flight”. Repeat this step for each subcategory. +1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories** +2. Scroll to the **Add a Category** field. +3. Enter the main category name, followed by a colon, then the subcategory name (e.g., `Travel: Flight`). +4. Click **Add**. Repeat for additional subcategories. -The new subcategories will show up as a dropdown list under the category when an expense is created. The text before the colon will show as the category header (which will not be selectable). The member will have to select an item from the subcategories to add it to the expense. +When an expense is created, the new subcategories will appear as a dropdown list under the category. The text before the colon will show as the category header (which will not be selectable). The member will have to select an item from the subcategories to add it to the expense. -
+--- + +# Manage Default Categories +Once you manually add categories or import them from a connected accounting system, you can control their visibility and settings: +1. Head to **Settings > Workspace > Group > [Workspace Name] > Categories** +2. Manage categories as needed: + - **Enable/disable**: Click the toggle next to a category. Use the toggle at the top to turn all categories on/off at once. + - **Edit**: Click the category name and enter a new name. + - **Delete**: Click the **X** next to a category. + +⚠️ **Note:** Importing GL and payroll codes from your accounting system is only available on the Control plan. + + diff --git a/docs/articles/expensify-classic/workspaces/Create-tags.md b/docs/articles/expensify-classic/workspaces/Create-tags.md index 0743b53ff5fa1..14c92b1b5a0e1 100644 --- a/docs/articles/expensify-classic/workspaces/Create-tags.md +++ b/docs/articles/expensify-classic/workspaces/Create-tags.md @@ -1,6 +1,7 @@ --- title: Create Tags description: Code expenses by creating tags +keywords: [Expensify Classic, tags, tag expenses] ---
@@ -10,33 +11,34 @@ You can tag expenses for a specific department, project, location, cost center, - **Single Tags**: Employees click one dropdown to select one tag. Single tags are helpful if employees need to select only one tag from a list, for example, their department. - **Multi-level Tags**: Employees click multiple dropdowns to select more than one tag. You can also create dependent tags that only appear if another tag has already been selected. Multi-tags are helpful if you have multiple tags, for example, projects, locations, cost centers, etc., for employees to select or if you have dependent tags. For example, if an employee selects a specific department, another tag can appear where they have to select their project. +--- + # Individual Tags -## Import via spreadsheet +## Manually Add Individual Tags -You can add a list of single tags by importing them via .csv, .txt, .xls, or .xlsx spreadsheet: +You can also add single tags by adding them manually: 1. Hover over Settings, then click **Workspaces**. 2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Tags** tab on the left. -5. Click **Import from Spreadsheet**. -6. Review the guidelines, select the checkbox if your file has headers as the first row, and click **Upload File**. +5. Enter a tag name into the field and click **Add**. -{% include info.html %} -Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update your current spreadsheet and re-import it into Expensify. -{% include end-info.html %} +## Import via Spreadsheet -## Manually add individual tags -You can also add single tags by adding them manually: +You can add a list of single tags by importing them via .csv, .txt, .xls, or .xlsx spreadsheet: 1. Hover over Settings, then click **Workspaces**. 2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Tags** tab on the left. -5. Enter a tag name into the field and click **Add**. +5. Click **Import from Spreadsheet**. +6. Review the guidelines, select the checkbox if your file has headers as the first row, and click **Upload File**. + +⚠️ **Important:** Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update the current spreadsheet and re-import it into Expensify. -# Multi-level Tags +--- -## Automatic import via accounting integration +# Automatic Import via Accounting Integration When you first connect your accounting integration (for example, QuickBooks Online, QuickBooks Desktop, Sage Intacct, Xero, or NetSuite), you’ll configure classes, customers, projects, department locations, etc., that automatically import into Expensify as tags. @@ -47,9 +49,11 @@ To update your tags in Expensify, you must first update the tag in your accounti 4. Click the **Connections** tab on the left. 5. Click **Sync Now**. -Once the tags are updated in your accounting integration, the changes will automatically reflect in Expensify after the connection sync is run. +Once the tags are updated in your accounting integration, the changes will automatically reflect in Expensify after the connection sync is run. Syncing typically takes a few minutes but can take longer depending on the number of updates. -## Import via spreadsheet +--- + +# Multi-Level Tags You can add mutli-level tags by importing them in a .csv, .txt, .xls, or .xlsx spreadsheet. @@ -61,22 +65,17 @@ Then use one of the following templates to build your tags list: - [Independent tags with GL codes]({{site.url}}/assets/Files/Independent+with+GL+codes+format.csv) - [Independent tags without GL codes]({{site.url}}/assets/Files/Independent+without+GL+codes+format.csv) -{% include info.html %} -If you have more than 50,000 tags, divide them into two separate files. -{% include end-info.html %} +**Note** If you have more than 50,000 tags, divide them into two separate files. -To import multi-level tags: -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Tags** tab on the left. -5. Enable the “Use multiple levels of tags” option. -6. Click **Import from Spreadsheet**. -7. Select the applicable checkboxes and click **Upload Tags**. - -{% include info.html %} -Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update your current spreadsheet and re-import it into Expensify. -{% include end-info.html %} +**When you're ready to import the multi-level tags list:** +1. Head to **Settings > Group > Workspaces > [Workspace Name] > Tags**. +2. Enable the “Use multiple levels of tags” option. +3. Click **Import from Spreadsheet**. +4. Select the applicable checkboxes and click **Upload Tags**. + +⚠️ **Important:** Each time you upload a list of tags, it will override your previous list. To avoid losing tags, update the original spreadsheet and re-import it into Expensify. + +--- # FAQ diff --git a/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md b/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md index 1d5814138f6ed..3b16b5f86e4d5 100644 --- a/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md +++ b/docs/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations.md @@ -1,10 +1,11 @@ --- -title: Enable and set up expense violations +title: Enable and set up Expense Violations description: Set up rules for expenses and enable violations +keywords: [Expensify Classic, violations, expense violations] ---
-Expensify automatically detects expense errors or discrepancies as violations that must be corrected. You can also set rules for a workspace that will trigger a violation if the rule is not met. These rules can be set for categories, tags, and even for specific domain groups. + Expensify automatically detects expense errors or discrepancies as violations that must be corrected. You can also set rules for a workspace that will trigger a violation if the rule is not met. These rules can be set for categories, tags, and even for specific domain groups. When reviewing submitted expense reports, approvers will see violations highlighted with an exclamation mark. There are two types of violations: - **Yellow**: Automated highlights that require attention but may not require corrective action. For example, if a receipt was SmartScanned and then the amount was modified, a yellow violation will be added to call out the change for review. @@ -12,100 +13,104 @@ When reviewing submitted expense reports, approvers will see violations highligh You can hover over the icon to see a brief description, and you can find more detailed information below the list of expenses. -{% include info.html %} -If your workspace has automations set to automatically submit reports for approval, the report that contains violations will not be submitted automatically until the violations are corrected. (However, if a comment is added to an expense, it will override the violation as the member is providing a reason for submission *unless* domain workspace rules are set to be strictly enforced, as detailed near the bottom of this article.) -{% include end-info.html %} +⚠️ **Important:** If your workspace is set to automatically submit reports for approval, the report containing violations will not be submitted automatically until the violations are corrected. However, if a comment is added to an expense, it will override the violation as the member is providing a reason for submission **unless domain workspace rules are set to be strictly enforced**, as detailed near the bottom of this article. -# Enable or disable expense violations +--- + +# Enable Expense Violations -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Expenses** tab on the left. -5. Click the “Enable violations” toggle. -6. If desired, enter the expense rules that will be used to create violations: +1. Hover over **Settings**, then click **Workspaces**. +2. Click the **Group** tab on the left. +3. Click the desired workspace name. +4. Click the **Expenses** tab on the left. +5. Click the **Enable violations** toggle to turn it on or off. + - If disabled, expense violations will no longer appear, and workspace rules will not enforce restrictions. +6. If enabled, enter the expense rules that will be used to create violations: - **Max expense age (days)**: How old an expense can be - **Max expense amount**: How much a single expense can cost - **Receipt required amount**: How much a single expense can cost before a receipt is required -{% include info.html %} -Expensify includes certain system mandatory violations that can't be disabled, even if your workspace has violations turned off. -{% include end-info.html %} +**Note:** Expensify includes certain system-mandatory violations that can't be turned off, even if you do not have violations enabled on your workspace. -# Set category rules +--- + +# Set Category Rules -Admins on a Control workspace can enable specific rules for each category, including setting expense caps for specific categories, requiring receipts, and more. These rules can allow you to have a default expense limit of $2,500 but to only allow a daily entertainment limit of $150 per person. You can also choose to not require receipts for mileage or per diem expenses. +Admins on a Control workspace can enable specific rules for each category, including setting expense caps for specific categories, requiring receipts, and more. These rules allow you to set different limits per category. For example, you can set a general expense limit of $2,500 but limit daily entertainment expenses to $150 per person. You can also choose to exempt certain expense types, such as mileage or per diem, from receipt requirements. -To set up category rules, -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. +To set up category rules: +1. Hover over **Settings**, then click **Workspaces**. +2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Categories** tab on the left. -5. Click **Edit** to the right of the category. -6. Enter your category rules, as desired: - - **GL Code and Payroll Code**: You can add general ledger (GL) or payroll codes to the category for accounting. GL codes populate automatically if you have an accounting integration connected with Expensify. - - **Max Amount**: You can set specific expense caps for the expense category. Use the Limit Type dropdown to determine if the amount is set per individual expense or per day, then enter the maximum amount into this field. - - **Receipts**: You can determine whether receipts are required for the category. For example, many companies disable receipt requirements for toll expenses. - - **Description**: You can determine whether a description is required for expenses under this category. - - **Description Hint**: You can add a hint in the description field to prompt the expense creator on what they should enter into the description field for expenses under this category. - - **Approver**: You can set a specific approver for expenses labeled with this category. +5. Click **Edit** next to the category. +6. Enter your category rules as needed: + - **GL Code and Payroll Code**: Add general ledger (GL) or payroll codes to the category for accounting. + - **Max Amount**: Set specific expense caps per expense or per day. + - **Receipts**: Define whether receipts are required for the category. + - **Description**: Require a description for the category. + - **Description Hint**: Provide a prompt to guide users on entering a description. + - **Approver**: Assign a specific approver for expenses in this category. + +If users violate these rules, the violations will be displayed in red on the report. -If users are in violation of these rules, the violations will be shown in red on the report. +**Note:** If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless a comment is added to the expense. -{% include info.html %} -If Scheduled Submit is enabled on a workspace, expenses with category violations will not be auto-submitted unless the expense has a comment added. -{% include end-info.html %} +--- -# Make categories required +# Make Categories Required -This means all expenses must be coded with a Category. +This setting ensures all expenses must be coded with a category. -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. +1. Hover over **Settings**, then click **Workspaces**. +2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Categories** tab on the left. -5. Enable the “People must categorize expenses” toggle. +5. Click the **People must categorize expenses** toggle. + +If a category is not selected, the report will receive a violation, which may prevent submission if **Scheduled Submit** is enabled. -Each Workspace Member will now be required to select a category for their expense. If they do not select a category, the report will receive a violation, which can prevent submission if Scheduled Submit is enabled. +--- -# Make tags required +# Make Tags Required -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. +1. Hover over **Settings**, then click **Workspaces**. +2. Click the **Group** tab on the left. 3. Click the desired workspace name. -4. Click the **Tags** tab on the left. -5. Enable the “People must tag expenses” toggle. +4. Click the **Tags** tab on the left. +5. Click the **People must tag expenses** toggle. -Each Workspace Member will now be required to select a tag for their expense before they’re able to submit it. +Each workspace member must now select a tag before submitting an expense. -# Require strict compliance by domain group +--- + +# Require Strict Compliance by Domain Group -You can require strict compliance to require members of a specific domain group to submit reports that meet **all** workspace rules before they can submit their expense report—even if they add a note. Every rule and regulation on the workspace must be met before a report can be submitted. +You can enforce strict compliance to ensure that all workspace rules are met before members of a specific domain group can submit an expense report—even if they add a note. Every rule must be followed without exception. -{% include info.html %} -This will prevent members from submitting any reports where a manager has granted them a manual exception for any of the workspace rules. -{% include end-info.html %} +**Note:** This setting prevents members from submitting reports where a manager has granted them a manual exception for workspace rules. -To enable strict domain group compliance for reports, +To enable strict compliance: +1. Hover over **Settings**, then click **Domains**. +2. Click the **Groups** tab on the left. +3. Click **Edit** next to the domain group name. +4. Click the **Strictly enforce expense workspace rules** toggle. -1. Hover over Settings, then click **Domains**. -2. Click the **Groups** tab on the left. -3. Click **Edit** to the right of the desired workspace name. -4. Enable the “Strictly enforce expense workspace rules” toggle. +--- -# FAQs +# FAQ -**Why can’t my employees see the categories on their expenses?** +## Why can’t my employees see the categories on their expenses? -The employee may have their default workspace set as their personal workspace. Look under the details section on top right of the report to ensure it is being reported under the correct workspace. +Employees may have their default workspace set to their personal workspace. Check the **Details** section at the top right of the report to ensure it is being reported under the correct workspace. -**Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the category list for employees?** +## Will the account numbers from our accounting system (QuickBooks Online, Sage Intacct, etc.) show in the category list for employees? -The general ledger (GL) account numbers are visible only for Workspace Admins in the workspace settings when they are part of a control workspace. This information is not visible to other members of the workspace. However, if you wish to have this information available to your employees when they are categorizing their expenses, you can edit the account name in your accounting software to include the GL number (for example, Accounts Payable - 12345). +GL account numbers are only visible to **Workspace Admins** when part of a Control workspace. They are not visible to other members. If you want employees to see this information, modify the account name in your accounting system to include the GL number (e.g., Accounts Payable - 12345). -**What causes a category violation?** +## What causes a category violation? -- An expense is categorized with a category that is not included in the workspace's categories. This may happen if the employee creates an expense under the wrong workspace, which will cause a "category out of workspace" violation. -- If the workspace categories are being imported from an accounting integration and they’ve been updated in the accounting system but not in Expensify, this can cause an old category to still be in use on an open report which would throw a violation on submission. Simply reselect a proper category to clear violation. +- An expense is categorized under a category that is not included in the workspace settings. +- If workspace categories are imported from an accounting system and updated there but not in Expensify, old categories may still be assigned, leading to violations. Re-select a correct category to resolve the issue.
diff --git a/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md b/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md index 87b03e2e69ee0..f94a655f49f82 100644 --- a/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md +++ b/docs/articles/expensify-classic/workspaces/Enable-per-diem-expenses.md @@ -1,24 +1,34 @@ --- title: Enable per diem expenses description: Allow employees to add per diem expenses +keywords: [Expensify Classic, per diem] ---
-In order for Workspace Members to submit per diem expenses, a Workspace Admin must first enable per diem expenses and set the per diem rates. - -To enable and set per diem rates, - -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. Click the desired workspace name. -4. Click the **Per Diem** tab on the left. -5. Click the Per Diem toggle to enable it. -6. Create a .csv, .txt, .xls, or .xlsx spreadsheet containing four columns: Destination, Sub-rate, Amount, and Currency. You’ll want a different row for each location that an employee may travel to, which may include states and/or countries to help account for cost differences across various locations. Here are some example templates you can use: - - [Germany rates]({{site.url}}/assets/Files/Germany-per-diem.csv) - - [Sweden rates]({{site.url}}/assets/Files/Sweden-per-diem.csv) - - [Finland rates]({{site.url}}/assets/Files/Finland-per-diem.csv) - - [South Africa single rates]({{site.url}}/assets/Files/South-Africa-per-diem.csv) -7. Click **Import from spreadsheet**. -8. Click **Upload** to select your spreadsheet. +A Workspace Admin must first enable per diem expenses and set the per diem rates for Workspace Members to submit per diem expenses. + +--- + +# Set Per Diem Rates + +To enable and set per diem rates: +1. Go to `Settings > Workspaces > [Workspace Name] > Per Diem`. +2. Click the **Per Diem** tab on the left. +3. Click the Per Diem toggle to enable it. +4. Create a `.csv`, `.txt`, `.xls`, or `.xlsx` spreadsheet containing four columns: **Destination, Sub-rate, Amount, and Currency**. Each row should represent a different location where an employee may travel, including states and/or countries to account for cost differences (see example templates below). +5. Click **Import from spreadsheet**. +6. Click **Upload** to select your spreadsheet. + +**Note:** These instructions apply to Expensify Classic. If using New Expensify, settings may differ. + +--- + +# Per Diem Rate Templates + +Below are some example templates to reference: +- [Germany rates]({{site.url}}/assets/Files/Germany-per-diem.csv) +- [Sweden rates]({{site.url}}/assets/Files/Sweden-per-diem.csv) +- [Finland rates]({{site.url}}/assets/Files/Finland-per-diem.csv) +- [South Africa single rates]({{site.url}}/assets/Files/South-Africa-per-diem.csv)
diff --git a/docs/articles/expensify-classic/workspaces/Expense-Settings.md b/docs/articles/expensify-classic/workspaces/Expense-Settings.md index c3a8ab31394db..42aca4f392f27 100644 --- a/docs/articles/expensify-classic/workspaces/Expense-Settings.md +++ b/docs/articles/expensify-classic/workspaces/Expense-Settings.md @@ -1,121 +1,140 @@ --- title: Expensify Workspace Expense Settings -description: Expense Settings +description: Customize and manage expense settings at the workspace level, including violations, reimbursable preferences, billable expenses, and mileage rates. +keywords: [Expensify Classic, expenses, violations, reimbursable, billable, mileage, eReceipts, tax, Concierge Receipt Audit] --- -Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, there are various expense settings you can customize. +
-# Set up the expense settings on a workspace +Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, there are various settings you can configure to suit your needs. -You can manage the expense settings on a workspace under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**. From here you can customize the following expense-level settings: -- **Violations**: When enabled, employee expenses that fall outside of workspace preferences are flagged as violations. -- **Preferences**: Configure the reimbursable and billable settings for the expenses submitted to the corresponding workspace. -- **Distance**: This is where you can set the reimbursable mileage rates for yourself or your employees. -- **Time**: Set an hourly billable rate so members of the workspace can create time expenses for reimbursement. +You can manage expense settings under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**. From here, you can customize the following expense-level settings: -## Violations -A workspace admin can customize the following parameters at the expense level: +- **Violations**: Flags employee expenses that fall outside of workspace preferences. +- **Preferences**: Configure reimbursable and billable settings for submitted expenses. +- **Distance**: Set reimbursable mileage rates for yourself or employees. +- **Time**: Define an hourly billable rate for time-based expenses. + +--- + +# Expense Violations + +A **Workspace Admin** can customize the following parameters at the expense level: - **Max Expense Age (Days)** - **Max Expense Amount** - **Receipt Required Amount** -If an expense is submitted that falls outside of those parameters, Expensify will automatically detect it as a violation and alert both the expense creator and reviewer that it needs to be corrected. +If an expense is submitted outside these parameters, Expensify automatically flags it as a violation and alerts both the expense creator and reviewer for correction. -More information on violations can be found [**here**](https://help.expensify.com/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations). +More details on violations can be found [here](https://help.expensify.com/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations). -## Preferences +--- -A cash expense is any expense created manually or by uploading a receipt for SmartScan; it does not mean the expense was paid for with cash. The other type of expense you’ll most commonly see is credit card expenses, which are expenses imported from a credit card or bank connection. +# Expense Preferences -There are four options for cash expenses: +A **cash expense** refers to any manually created expense or a receipt uploaded for SmartScan—it does not indicate payment with physical cash. The most common alternative is **credit card expenses**, which are imported from a connected card or bank. -- **Reimbursable by default** - All cash expenses are reimbursable but can be marked as non-reimbursable as needed. -- **Non-reimbursable by default** - All cash expenses are non-reimbursable but can be marked as reimbursable as needed. -- **Forced always reimbursable** - All cash expenses are forced to be reimbursable; they cannot be marked as non-reimbursable. -- **Forced always non-reimbursable** - All cash expenses are forced to be non-reimbursable; they cannot be marked as reimbursable. +## Reimbursable Expenses -### Billable expenses +There are four options for cash expenses: +- **Reimbursable by default** – Cash expenses are reimbursable but can be marked as non-reimbursable. +- **Non-reimbursable by default** – Cash expenses are non-reimbursable but can be marked as reimbursable. +- **Forced always reimbursable** – All cash expenses are reimbursable without the option to change. +- **Forced always non-reimbursable** – All cash expenses are non-reimbursable without the option to change. -Billable expenses refer to expenses you or your employees incur that need to be re-billed to a specific client or vendor. +## Billable Expenses -If you need to track expenses for the purpose of billing them to customers, clients, or other departments, billable expenses are supported in both Individual and Group workspaces. Either way, head to **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**. +Billable expenses refer to costs that must be re-billed to a client or vendor. To configure billable expense settings: +1. Go to **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses** +2. Choose the best setting: +- **Disabled** – Expenses cannot be marked as billable. +- **Default to billable** – Expenses are billable by default but can be marked as non-billable. +- **Default to non-billable** – Expenses are non-billable by default but can be marked as billable. -Under Expense Basics, you can choose the setting that is best for you. +If your **Group Workspace** integrates with Xero, QuickBooks Online, NetSuite, or Sage Intacct, you can export billable expenses for invoicing. Configure this under the **Coding** tab in the connection settings. -- **Disabled** means expenses are not allowed to be billable at all. -- **Default to billable** means expenses will always be billable but can be marked as non-billable as needed. -- **Default to non-billable** means expenses will always be non-billable but can be marked as billable as needed. +## eReceipts -If your Group workspace is connected to Xero, QuickBooks Online, NetSuite, or Sage Intacct, you can export billable expenses to be invoiced to customers. To set this up, go to the Coding tab in the connection configuration settings. +Expensify generates **eReceipts**, which are digital replacements for receipts of **$75 or less** for credit card transactions. -### eReceipts +- **Enabled** – Expensify will generate eReceipts for all US-based card transactions up to $75. +- **Disabled** – No eReceipts will be generated. -eReceipts are full digital replacements of their paper equivalents for purchases of $75 or less. +**Note:** Expensify does not generate eReceipts for lodging expenses. -Click the toggle to your preferred configuration. +## Secure Receipt Images -- **Enabled** - All imported credit card expenses in US dollars of $75 or less will have eReceipts in the receipt image. -- **Disabled** - No expenses will generate an eReceipt. +You can control receipt visibility under **Public Receipt Visibility**: -Note: Expensify will not generate an eReceipt for lodging expenses. +- **Enabled** – Receipts are publicly viewable via URL, even by non-Expensify users. +- **Disabled** – Only logged-in Expensify users with access can view receipts. -### Secure receipt images +--- -Whether you’re sharing your receipts with your accountant, having an auditor review exported expenses, or simply wanting to export to keep a hard copy for yourself, receipt visibility will be an essential consideration. +# Distance Expenses +To configure distance-based expenses: -Under _Public Receipt Visibility_, you can determine who can view receipts on your workspace. +1. Select whether you want to track **miles** or **kilometers**. +2. Set the default category for distance expenses. +3. Click **Add a Mileage Rate** to define custom rates. +4. Set the reimbursable amount per mile or kilometer. -- **Enabled** means receipts are viewable by anyone with the URL. They don't need to be an Expensify user or a workspace member to view receipts. -- **Disabled** means receipts are viewable by Expensify users, who would have access to view the receipt in the application. You must be an Expensify user with access to the report a receipt is on and logged into your account to view a receipt image via URL. +**Note:** If a mileage rate is toggled off, users cannot select it when creating new distance expenses. If only one rate is available, it remains active by default. - -## Distance Expenses -How to set up distance expenses: -1. Select whether you want to capture _miles_ or _kilometers_, -2. Set the default category to be used on distance expenses, -3. Click **Add A Mileage Rate** to add as many rates as you need, -4. Set the reimbursable amount per mile or kilometer. +--- -**Note:** If a rate is toggled off it is immediately disabled. This means that users are no longer able to select it when creating a new distance expense. If only one rate is available then that rate will be toggled on by default. +# Track Tax on Mileage Expenses +If tracking tax in Expensify, you can enable tax tracking for distance expenses under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Tax**. -### Track tax on mileage expenses -If you’re tracking tax in Expensify you can also track tax on distance expenses. The first step is to enable tax in the workspace. You can do this by going to **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Tax**. +Once tax is enabled, you will see a **Track Tax** toggle in the Distance section. When enabled, you must enter: -Once tax is enabled on a workspace level you will see a toggle to _Track Tax_ in the Distance section of the workspace settings. If tax is disabled on the workspace the Track Tax toggle will not display. +- **Tax Reclaimable On** (what portion of the expense is taxable) +- **Tax Rate** (percentage of tax applied) -When Track Tax is enabled, you will need to enter additional information about the rates you have set. This includes the _Tax Reclaimable on_ and _Tax Rate_ fields. With that information, Expensify will work out the correct tax reclaim for each expense. +**Note:** Expensify does not automatically track cumulative mileage. To track per-employee mileage, consider creating a mileage report using custom export formulas. -If you enable tax but don’t select a tax rate or enter a tax reclaimable amount, we will not calculate any tax amount for that rate. If, at any point, you switch the tax rate or enter a different reclaimable portion for an existing distance rate, the mileage rate will need to be re-selected on expenses for the tax amount to update according to the new values. +--- -**Note:** Expensify won’t automatically track cumulative mileage. If you need to track cumulative mileage per employee, we recommend building a mileage report using our custom export formulas. +# Time Expenses +Track time-based expenses for billing clients or processing employee stipends. To enable time tracking: -## Time Expenses +1. Navigate to the **Time** section in the workspace settings. +2. Click the toggle to enable time-based expenses. +3. Set a default hourly rate. -Using Expensify you can track time-based expenses to bill your clients at an hourly rate or allow employees to claim an hourly stipend. +Users can then log time-based expenses via the [Expenses](https://expensify.com/expenses) page. -Click the toggle under the _Time_ section to enable the feature and set a default hourly rate. Then, you and your users can create time-based expenses from the [**Expenses**](https://expensify.com/expenses) page of the account. +--- -## Concierge Receipt Audit +# Concierge Receipt Audit +Concierge Receipt Audit provides **real-time compliance checks** on receipts submitted by employees. It detects potential issues before expense reports are submitted for approval, ensuring accuracy and reducing manual oversight. -Concierge Receipt Audit is a real-time audit and compliance of receipts submitted by employees and workspace users. Concierge checks every receipt for accuracy and compliance, flagging any expenses that seem fishy before expense reports are even submitted for approval. All risky expenses are highlighted for manual review, leaving you with more control over and visibility into expenses. When a report is submitted and there are risky expenses on it, you will be immediately prompted to review the risky expenses and determine the next steps. +## Benefits of Concierge Receipt Audit: +- Flags risky expenses automatically, reducing manual review time. +- Provides detailed audit notes on every report. +- Included **at no extra cost** with the [Control Plan](https://www.expensify.com/pricing). +- Offers a structured review process with clear next steps. -**Benefits of Concierge Receipt Audit** -- To make sure you don't miss any risky expenses that need human oversight. -- To avoid needing to manually review all your company receipts. -- It's included at no extra cost with the [Control Plan](https://www.expensify.com/pricing). -- Instead of paying someone to audit your company expenses or being concerned that your expenses might be audited by a government agency. -- It's easy -- Concierge will alert you to the risky expense and present it to you in an easy-to-follow review tutorial. -- In addition to the risky expense alerts, Expensify will include a Note with audit details on every report. +**Note:** Reports with audit alerts require a **Review & Accept** action before approval. -**Note:** If a report has audit alerts on it, you'll need to Review the report and Accept the alerts before it can be approved. +--- -{% include faq-begin.md %} +# FAQ ## Why do I see eReceipts for expenses greater than $75? -An eReceipt is generated for Expensify card purchases of any amount in the following categories: Airlines, Commuter expenses, Gas, Groceries, Mail, Meals, Car rental, Taxis, and Utilities. +Expensify generates eReceipts for **Expensify Card purchases** of any amount in the following categories: +- Airlines +- Commuter expenses +- Gas +- Groceries +- Mail +- Meals +- Car rental +- Taxis +- Utilities -## Why didn’t my rate get updated with the newest rate guidance by the IRS? +## Why didn’t my mileage rate update to the latest IRS rate? -Expensify does not update mileage rates to match the rate provided by the IRS. An admin of the workspace will need to update the rate or create a new rate in the workspace. This is because Expensify has customers worldwide, not just in the United States, and most companies want to communicate the change with employees and control the timing. +Expensify does not automatically update mileage rates based on IRS guidance. A **Workspace Admin** must manually update or create a new rate to reflect changes. This allows global customers to control rate adjustments and communicate changes internally. -{% include faq-end.md %} +
diff --git a/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md b/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md index 1e698f5937327..aefa4935605ba 100644 --- a/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md +++ b/docs/articles/expensify-classic/workspaces/Invite-members-and-assign-roles.md @@ -1,54 +1,66 @@ --- title: Invite members and assign roles description: Invite new members to your workspace and assign them a role +keywords: [Expensify Classic, invite members, member roles] ---
-Workspace Admins can invite new members to a workspace either by: - -- Enabling automatic access for members who sign up for Expensify using their domain email address (like yourname@yourcompany.com) +**Workspace Admins can invite new members to a workspace by:** +- Enabling automatic access for members who sign up for Expensify using their domain email address (e.g., yourname@yourcompany.com) - Sending a link (you can copy the link and send it in Slack, Teams, etc.) - Sending an invitation email - Importing a list of new members -# Enable automatic access with company email +Each option is outlined below in more detail. + +--- + +# Automatic Workspace Access with Company Email -Enabling pre-approvals allows members to automatically join your workspace when they create an Expensify account using their domain email address (like yourname@yourcompany.com). +Enabling pre-approvals allows members to automatically join your workspace when they create an Expensify account using their domain email address (e.g., yourname@yourcompany.com). -To enable automatic sign-up to your workspace: -1. Hover over Settings, then click **Workspaces**. +Follow these steps to enable automatic access to your workspace: +1. Hover over **Settings**, then click **Workspaces**. 2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Members** tab on the left. -5. Below your Workspace Joining Link, enable “Pre-approve join requests from validated users at {domain name}.” +5. Below your Workspace Joining Link, enable **Pre-approve join requests from validated users at {domain name}**. -# Invite with a link +--- + +# Create an Invitation Link You can copy your workspace’s unique link and share it with someone you want to invite to your workspace. To find your workspace’s unique link: -1. Hover over Settings, then click **Workspaces**. +1. Hover over **Settings**, then click **Workspaces**. 2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Members** tab on the left. 5. Copy your Workspace Joining Link and send it via Slack, Teams, or any other communication method. -# Send an invitation email +--- + +# Invite via Email -To send an email invitation to your workspace, +To send an email invitation to your workspace: -1. Hover over Settings, then click **Workspaces**. +1. Hover over **Settings**, then click **Workspaces**. 2. Click the **Group** tab on the left. 3. Click the desired workspace name. 4. Click the **Members** tab on the left. 5. Click **Invite**. 6. Enter the phone number or email address of the person you’re inviting. +7. Select a role for the new member (see table below). +8. If your workspace uses Advanced Approvals, select **Approves to**. This determines who the member’s reports must be approved by, if applicable. If no one is selected, then if the member submits a report, anyone with the **Auditor** or **Workspace Admin** role can approve their reports. +9. Add a personal message, if desired. This message will appear in the invitation email or message. +10. Click **Invite**. -{% include info.html %} -If you’re inviting multiple people who will be assigned the same role, you can enter multiple email addresses or phone numbers by separating them with a comma. -{% include end-info.html %} +**Note:** If you’re inviting multiple people who will be assigned the same role, you can enter multiple email addresses or phone numbers by separating them with a comma. -7. Select a role for the new member. The following table shows the permissions available for each role: +## Member Roles + +The following table shows the permissions available for each role: | Employee | Auditor | Workspace Admin | | ----------------------------------------- | ------------------------------------------ | ----------------------------------------- | @@ -58,22 +70,19 @@ If you’re inviting multiple people who will be assigned the same role, you can | | | ✔ Approve all workspace reports | | | | ✔ Edit workspace settings | -8. If your workspace uses Advanced Approvals, select “Approves to.” This determines who the member’s reports must be approved by, if applicable. If “no one” is selected, then if the member submits a report, anyone with the Auditor or Workspace Admin role can approve their reports. -9. Add a personal message, if desired. This message will appear in the invitation email or message. -10. Click **Invite**. - -# Import a group of members +--- -You can add multiple members to your workspace at once by importing a .csv, .txt, .xls, or .xlsx list. +# Import a Group of Members -To add members in bulk, +You can add multiple members to your workspace at once by importing a `.csv`, `.txt`, `.xls`, or `.xlsx` list. -1. Create a spreadsheet with an email and role column header and information for all of the members you want to add to your workspace. You can also include any of the following columns: - - Submits To - - Approves To - - Approval Limit - - Over Limit Forward To -2. Hover over Settings, then click **Workspaces**. +To add members in bulk: +1. Create a spreadsheet with **Email** and **Role** as column headers and fill in the information for all of the members you want to add to your workspace. You can also include any of the following columns: + - **Submits To** + - **Approves To** + - **Approval Limit** + - **Over Limit Forward To** +2. Hover over **Settings**, then click **Workspaces**. 3. Click the **Group** tab on the left. 4. Click the desired workspace name. 5. Click the **Members** tab on the left. @@ -81,6 +90,6 @@ To add members in bulk, 7. Match the columns in your spreadsheet with the Expensify data they correspond to. 8. Click **Import**. -If you are utilizing the Advanced Approval feature, you can specify who each member should submit their expense reports to and who an approver should send approved reports for the next step in the approval process. If someone is the final approver, you can leave this field blank. +**Note:** If you are utilizing the **Advanced Approval** feature, you can specify to who each member should submit their expense reports and who an approver should send approved reports for the next step in the approval process. If someone is the final
diff --git a/docs/articles/expensify-classic/workspaces/Navigate-multiple-workspaces.md b/docs/articles/expensify-classic/workspaces/Navigate-multiple-workspaces.md index e89298cc0da9c..ad9ec61d14ce2 100644 --- a/docs/articles/expensify-classic/workspaces/Navigate-multiple-workspaces.md +++ b/docs/articles/expensify-classic/workspaces/Navigate-multiple-workspaces.md @@ -1,21 +1,42 @@ --- title: Navigate multiple workspaces description: Using more than one Expensify workspace +keywords: [Expensify Classic, default workspace] ---
-If you have have multiple workspaces (whether its an individual workspace and a group workspace or multiple group workspaces), you’ll want to -- Set a default workspace (Some domains have your default automatically set. In this case, you cannot change your default workspace). -- Select your workspace before creating an expense or report to ensure it’s posted to the correct workspace. +If you have multiple workspaces—whether an individual workspace and a group workspace or multiple group workspaces—you’ll want to: +- Set a default workspace. (*Note: Some domains automatically set your default workspace, and in these cases, you cannot change it.*) +- Select your workspace before creating an expense or report to ensure it’s posted to the correct workspace. -# Set default workspace +--- + +# Set Default Workspace + +Setting a default workspace ensures that new expenses and reports are automatically assigned to the correct workspace, reducing the chance of submitting expenses under the wrong account. This is especially useful if you frequently switch between multiple workspaces. + +1. Hover over **Settings** and click **Workspaces**. +2. Click the **Group** tab on the left. +3. To the right of the desired workspace, click **Make Default**, or click the settings icon and select **Make Default**. + +## Submit a Report on a Different Workspace + +**If you need to submit a report on a workspace other than your default workspace:** +1. Select **New Report** > **Details** +2. Choose a workspace from the Workspace dropdown menu. +3. Continue to add expenses. + +--- + +## Change the Workspace for an Open Report -1. Hover over Settings, then click **Workspaces**. -2. Click the **Group** tab on the left. -3. To the right of the desired workspace, click **Make Default** or click the settings icon and select **Make Default**. +If you frequently switch between multiple workspaces, always double-check that the correct workspace is selected before creating a new expense or report. -# Select workspace for expenses & reports +**You can check this by:** +1. Opening the Expense Report +2. Clicking **Details**. +3. Viewing the Workspace -Click your profile image and select the workspace from the list at the bottom of the menu. If you have multiple workspaces that you use frequently, always double check that the correct workspace is selected before you create a new expense or report. +**Note:** If you need to update the workspace that an expense report is on, click the Workspace dropdown list and choose the correct workspace.
diff --git a/docs/articles/expensify-classic/workspaces/Remove-Members.md b/docs/articles/expensify-classic/workspaces/Remove-Members.md index a79d75edc77d6..bb6fa589cadf2 100644 --- a/docs/articles/expensify-classic/workspaces/Remove-Members.md +++ b/docs/articles/expensify-classic/workspaces/Remove-Members.md @@ -1,33 +1,54 @@ --- title: Remove a Workspace Member -description: How to remove a member from a Workspace in Expensify +description: How to remove a member from a Workspace in Expensify. +keywords: [Expensify Classic, remove member, workspace] --- +
Removing a member from a workspace prevents them from submitting reports to or accessing the workspace. Please note that it does not delete their account or deactivate their Expensify Card. -## Remove a Workspace Member -Important: Make sure the employee has submitted all reports, and the reports have been approved and reimbursed, and are in the final approval state. -1. Go to Settings > Workspaces > Group > [Workspace Name] > Members > Workspace Members -2. Select the member you'd like to remove and click the **Remove** button at the top of the Members table -3. If this member was an approver, update the approval workflow so that reports are no longer routed to them +--- + +# Remove a Workspace Member + +**Important:** Make sure the employee has submitted all reports, the reports have been approved and reimbursed, and they are in the final approval state. + +1. Go to **Settings > Workspaces > [Workspace Name] > Members**. +2. Select the member you'd like to remove and click the **Remove** button at the top of the Members table. +3. If this member was an approver, update the approval workflow: + - Go to **Settings > Workspaces > [Workspace Name] > Members > Approval Mode**. + - Change the "**Submit reports to**" field to remove them as an approver. ![image of members table in a workspace]({{site.url}}/assets/images/ExpensifyHelp_RemovingMembers.png){:width="100%"} -{% include faq-begin.md %} +--- + +# FAQ ## Will reports from this member on this workspace still be available? -Yes, as long as the reports have been submitted. You can navigate to the Reports page and enter the member's email in the search field to find them. However, Draft reports will be removed from the workspace, so these will no longer be visible to the Workspace Admin. +Yes, as long as the reports have been submitted. You can navigate to the **Reports** page and enter the member's email in the search field to find them. However, **Draft reports** will be removed from the workspace, so these will no longer be visible to the Workspace Admin. ## Can members still access their reports on a workspace after they have been removed? -Yes. Any report that has been approved will now show the workspace as “(not shared)” in their account. If it is a Draft Report they will still be able to edit it and add it to a new workspace. If the report is Approved or Reimbursed they will not be able to edit it further. +Yes. Any report that has been approved will now show the workspace as "(not shared)" in their account. If it is a **Draft Report,** they will still be able to edit it and add it to a new workspace. If the report is **Approved or Reimbursed,** they will not be able to edit it further. ## Who can remove members from a workspace? -Only Workspace Admins. It is not possible for a member to add or remove themselves from a workspace. It is not possible for a Domain Admin who is not also a Workspace Admin to remove a member from a workspace. +Only **Workspace Admins**. Members cannot add or remove themselves from a workspace. **Domain Admins** who are not also Workspace Admins cannot remove a member from a workspace. ## How do I remove a member from a workspace if I am seeing an error message? -If a member is a **preferred exporter, billing owner, report approver** or has **processing reports**, to remove them from the workspace you will first need to: +If a member is a **Preferred Exporter, Billing Owner, Report Approver,** or has **Processing Reports,** follow these steps before removing them: + +- **Preferred Exporter:** + - Go to **Settings > Workspaces > [Workspace Name] > Connections > Configure**. + - Select a different Workspace Admin in the dropdown for **Preferred Exporter**. + +- **Billing Owner:** + - Take over billing on the **Settings > Workspaces > [Workspace Name] > Overview** page. + +- **Processing Reports:** + - Approve or reject the member’s reports on your **Reports** page. + +- **Approval Workflow:** + - Remove them as an approver by going to **Settings > Workspaces > [Workspace Name] > Members > Approval Mode**. + - Change the "**Submit reports to**" field. -* **Preferred Exporter**: Go to Settings > Workspaces > Group > [Workspace Name] > Connections > Configure and select a different Workspace Admin in the dropdown for **Preferred Exporter**. -* **Billing Owner**: Take over billing on the Settings > Workspaces > Group > [Workspace Name] > Overview page. -* **Processing reports**: Approve or reject the member’s reports on your Reports page. -* **Approval Workflow**: Remove them as a workflow approver on your Settings > Workspaces > Group > [Workspace Name] > Members > Approval Mode > page by changing the "**Submit reports to**" field. +
diff --git a/docs/articles/expensify-classic/workspaces/Set-Currency.md b/docs/articles/expensify-classic/workspaces/Set-Currency.md index 4537f510b8b73..a12c3007a5ff4 100644 --- a/docs/articles/expensify-classic/workspaces/Set-Currency.md +++ b/docs/articles/expensify-classic/workspaces/Set-Currency.md @@ -1,60 +1,65 @@ --- title: Setting Up Report Currency -description: Define a currency in your workspace's settings +description: Define a currency in your workspace's settings. +keywords: [Expensify Classic, workspace currency, expense conversion, report output currency] --- +
-# Overview -As a workspace admin, you can choose a default currency for your employees' expense reports, and we’ll automatically convert any expenses into that currency. +As a workspace admin, you can choose a default currency for your employees' expense reports, and Expensify will automatically convert any expenses into that currency. -Here are a few things to remember: -- Currency settings for a workspace apply to all expenses under that workspace. If you need different default currencies for certain employees, creating separate workspaces and configuring the currency settings is best. -- As an admin, the currency settings you establish in the workspace will take precedence over any currency settings individual users may have in their accounts. -- Currency is a workspace-level setting, meaning the currency you set will determine the currency for all expenses submitted on that workspace. +**Key Considerations:** +- The currency setting applies to **all expenses** within a workspace. +- If different employees need different default currencies, create **separate workspaces** for them. +- Admin-set workspace currency **overrides** individual user settings. -# Select the currency on a workspace - -## As an admin on a group workspace - -1. Sign into your Expensify web account -2. Go to **Settings > Workspaces > Group > _[Workspace Name]_> Reports > Report Basics** -3. Adjust the **Report Output Currency** - -## On an individual workspace - -1. Sign into your Expensify web account -2. Go to **Settings > Workspaces > Individual >_[Workspace Name]_> Reports > Report Basics** -3. Adjust the **Report Output Currency** +--- -Please note the currency setting on an individual workspace is overridden when you submit a report on a group workspace. +# Select or Update the Currency for a Workspace -## Conversion Rates +## As an Admin on a Company Workspace +You must be a Workspace Admin to update the currency settings for a company workspace. -Using data from Open Exchange Rates, Expensify converts expenses from one currency to another using the average rate on the day the expense occurred. The conversion rate can vary depending on when the expense occurred since it is determined after the market closes on that specific date. +1. Sign into your Expensify web account. +2. Go to **Settings > Workspaces > Group > _[Workspace Name]_ > Reports**. +3. Adjust the **Report Output Currency**. -If the markets aren’t open on the day the expense takes place (i.e., on a Saturday), Expensify will use the daily average rate from the last available market day before the purchase took place. +## On an Individual Workspace -When an expense is logged for a future date, possibly to anticipate a purchase that has yet to occur, we'll use the most recent available data. This means the report's value may change up to the day of that expense. +1. Sign into your Expensify web account. +2. Go to **Settings > Workspaces > Individual > _[Workspace Name]_ > Reports**. +3. Adjust the **Report Output Currency**. -## Managing expenses for employees in several different countries +**Note:** The currency setting on an individual workspace is overridden when a report is submitted on a company workspace. -If you have employees scattered across the globe who submit expense reports in various currencies, the best way to manage those expenses is to create separate group workspaces for each location or region where your employees are based. +--- -Then, set the default currency for that workspace to match the currency in which the employees are reimbursed. +# Currency Conversion Rates +- Expensify uses **Open Exchange Rates** to convert expenses. +- Expenses are converted using the **daily average rate** on the date of purchase. +- If the markets are closed (e.g., weekends), the most recent available rate is used. +- Future-dated expenses will reflect the latest available exchange rate until the transaction occurs. -For example, if you have employees in the US, France, Japan, and India, you’d want to create four separate workspaces, add the employees to each, and then set the corresponding currency for each workspace. +--- -{% include faq-begin.md %} +# Managing Multiple Currencies Across Locations +If your employees submit reports in various currencies, the best approach is to: -## I have expenses in several different currencies. How will this show up on a report? +- **Create separate workspaces** for different regions or currencies. +- Set each workspace’s default currency to match the **reimbursement currency**. -If you're traveling to foreign countries during a reporting period and making purchases in various currencies, each expense is imported with the currency of the purchase. +**Example:** If you have employees in the US, France, Japan, and India: +- Create **four separate workspaces**. +- Assign employees to their respective workspaces. +- Set the workspace currency to **USD, EUR, JPY, and INR**, respectively. -On your expense report, Expensify will automatically convert each expense to the default currency set for the group workspace. +--- -## How does the currency of an expense impact the conversion rate? +# FAQ -Expenses entered in a foreign currency are automatically converted to the default currency on your workspace. The conversion uses the day’s average trading rate pulled from [Open Exchange Rates](https://openexchangerates.org/). +## I have expenses in multiple currencies. How will they appear on a report? +Each expense is recorded in its original currency. Expensify automatically converts it to the **workspace’s default currency** in the final report. -If you want to bypass the exchange rate conversion, you can manually enter an expense in your default currency instead. +## How does currency affect the conversion rate? +Foreign currency expenses are converted using the **daily average trading rate** from [Open Exchange Rates](https://openexchangerates.org/). If needed, you can manually enter expenses in your default currency to bypass automatic conversion. -{% include faq-end.md %} +