diff --git a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md index b2377ea007493..e44f9e3b2dd94 100644 --- a/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md +++ b/docs/articles/expensify-classic/connections/xero/Connect-To-Xero.md @@ -20,7 +20,7 @@ To connect Xero with Expensify, you must: Follow these steps to set up the Xero integration: -1. Click **Settings** in the bottom left menu. +1. Click **Settings** in the left-side navigation menu. 2. Navigate to **Workspaces > [Workspace Name] > Accounting**. 3. Click **Connect to Xero**. 4. Click **Create a New Xero Connection**. diff --git a/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md b/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md index 85a3d39fdd7c7..5ff99b683adf5 100644 --- a/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md +++ b/docs/articles/expensify-classic/getting-started/Create-a-Company-Workspace.md @@ -104,7 +104,7 @@ You can flag rule violations for: 4. Set custom report names for consistency. 5. Set the workspace **default currency** under **Settings > Workspace > [Workspace Name] > Overview > Default currency**. 6. Go to **Settings > Workspace > [Workspace Name] > Workflows** to configure: - - **Delayed submission** – Auto-submit based on a set schedule. + - **Delay submission** – Auto-submit based on a set schedule. 7. Go to **Settings > Workspace > [Workspace Name] > Report fields** to customize reports or invoices. 8. Click the **Travel** tab to define flight class or hotel preferences. 9. Use the **Per diem** tab to import location-specific expense rules. diff --git a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md index 765895b2883ef..2de72c835a466 100644 --- a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md +++ b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md @@ -80,11 +80,11 @@ Set workspace-wide compliance policies under **Settings > Workspace > [Workspace --- -# Step 7: Enable Delayed Submission +# Step 7: Enable Delay Submission -Automate expense submissions with **Delayed Submission**: -1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Delayed submission**. -2. Enable **Delayed submission*** and set the frequency to **Daily**. +Automate expense submissions with **Delay Submission**: +1. Go to **Settings > Workspace > [Workspace Name] > Workflows > Delay submission**. +2. Enable **Delay submission*** and set the frequency to **Daily**. --- diff --git a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-US-Based-Bootstrapped-Startups.md b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-US-Based-Bootstrapped-Startups.md index 32c03e5dfc25d..d3486669b16e1 100644 --- a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-US-Based-Bootstrapped-Startups.md +++ b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-US-Based-Bootstrapped-Startups.md @@ -3,6 +3,7 @@ title: Expensify Playbook for US-Based Bootstrapped Startups description: Learn best practices for using Expensify as a bootstrapped startup with fewer than five employees. keywords: [Expensify, startup, bootstrapped, expense tracking, reimbursement, workspace] --- +
This playbook outlines best practices for bootstrapped startups with fewer than five employees to use Expensify efficiently. The goal is to focus on product development while seamlessly capturing business-related receipts for future reimbursement. @@ -13,27 +14,26 @@ This playbook outlines best practices for bootstrapped startups with fewer than # Who You Are As a bootstrapped startup, you work with a small, trusted team and are focused on developing your concept. You may be self-funding or have limited support from friends and family. While the company isn’t profitable yet, you’re tracking expenses now to reimburse yourself later when you secure investment or generate revenue. +--- + # Setting Up Expensify Step-by-Step This guide is based on best practices from processing expenses for thousands of companies. Use it as a starting point, knowing you can customize Expensify to fit your business needs. -## Step 1: Create an Expensify Account -If you don’t have an account yet, sign up at [new.expensify.com](https://new.expensify.com) using your business email. +--- -## Step 2: Create a Workspace -Expensify offers three plans (Individual, Collect and Control). We outline the features of both plans in our [pricing article](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing), but for your needs, we recommend the Collect workspace for the following situations: +# Step 1: Create a Workspace +Expensify offers three plans (Individual, Collect, and Control). We outline the features of both plans in our [pricing article](https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing), but for your needs, we recommend the Collect workspace for the following situations: -- You are looking to capture receipts, but you don’t need an advanced approval workflow. Instead you can have a single approver for all expenses. -- You are a small, highly collaborative group and project-oriented Chat functionality can help you stay organized. -- When your business produces enough cash that you can pay yourself, you might want to reimburse yourself for the expenses you’ve captured. +- You want to capture receipts, but you don’t need an advanced approval workflow. Instead, you can have a single approver for all expenses. +- You are a small, highly collaborative group, and project-oriented Chat functionality can help you stay organized. +- When your business produces enough cash that you can pay yourself, you might want to reimburse yourself for the expenses you’ve incurred. Expensify provides you with direct access to lightning-fast 24/7 support via Concierge. Within *[new.expensify.com](https://new.expensify.com/concierge)*, you can start a direct message (DM) with Concierge to discuss which plan might be better for your business. -## Step 3: Invite Your Team +# Step 2: Invite Your Team As a bootstrapped startup, you communicate with your team all day. Similarly, if you are a co-founder, you will have multiple people who will need to capture receipts for your project. -1. Click your profile photo or icon in the bottom left menu -2. Click on your workspace -3. From the workspace view, click **Members** on the left +1. From the left-side navigation menu, click **Settings > Workspaces > [Workspace Name] > Members** 4. Click **Invite member** 5. Use the search field to find the individual by name, email, or phone number. Note: You can select multiple people 6. Click **Next** @@ -42,13 +42,17 @@ As a bootstrapped startup, you communicate with your team all day. Similarly, if Inviting your team grants them unlimited receipt capture via SmartScan and access to Expensify’s free chat tool for seamless collaboration. -## Step 4: Link Your Business Bank Account (Optional) +--- + +# Step 3: Link Your Business Bank Account (Optional) + +If you are located in the US, you can unlock many great features by linking your US-based business bank account. For example, you can use the [Expensify Visa® Commercial Card](https://help.expensify.com/articles/new-expensify/expensify-card/Set-up-the-Expensify-Card) to streamline expense management and receive additional discounts and company perks. -If you are located in the US, you can unlock many great features by linking your US-based business bank account such as using the [Expensify Visa® Commercial Card](https://help.expensify.com/articles/new-expensify/expensify-card/Set-up-the-Expensify-Card) to streamline expense management and receive additional discounts and company perks. +To set up a business bank account, follow the steps in this [help article](https://help.expensify.com/articles/new-expensify/expenses-&-payments/Connect-a-Business-Bank-Account). -To setup a business bank account, follow the steps in this [help article](https://help.expensify.com/articles/new-expensify/expenses-&-payments/Connect-a-Business-Bank-Account). +--- -## Step 5: Get the Expensify Visa® Commercial Card +# Step 4: Get the Expensify Visa® Commercial Card After linking your business bank account, you’re eligible for the Expensify Card. The card offers: - **1% cash back** on all US purchases (2% if spending exceeds $250K/month). @@ -67,24 +71,12 @@ To enable the Expensify Card: A virtual card is available for immediate use, and a physical card will arrive in 1-3 business days. The Expensify Card is accepted anywhere Visa is. -## Step 6: View and Pay Bills -If you have vendors or services essential to growing your project, you can pay bills directly through Expensify after linking your bank account. - -Expensify provides you with a *_yourdomain.com@expensify.com_* email address. Have vendors send bills to this address for automatic organization. - -To view and pay bills: - -1. Click your profile photo or icon in the bottom left menu -2. Select *Workspaces*. -3. Click your workspace. -4. Select **Bills**. - -Click **View all bills** under the *Manage your bills* section to see an organized list of pending bills, which you can pay via ACH directly from Expensify. +--- # You’re All Set! Congratulations! Your Expensify setup is complete. If you need assistance: -- Message Concierge anytime at [new.expensify.com/concierge](https://new.expensify.com/concierge). +- Message Concierge support anytime! - Email concierge@expensify.com. - Upgrade to a Collect or Control Workspace to be assigned a dedicated Setup Specialist. diff --git a/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md b/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md index a4dd1c355086b..35fd12929b69f 100644 --- a/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md +++ b/docs/articles/expensify-classic/reports/Automatically-submit-employee-reports.md @@ -14,7 +14,7 @@ By setting a submission schedule for your workspace, expenses are automatically When an employee creates an expense, it's automatically added to a report. If no report exists, a new one is created. Reports are then submitted according to the schedule you choose—daily, weekly, monthly, twice per month, by trip, or manually. -**Note:** If you're using **Delayed Submissions** and an expense has a violation, it won't be submitted until the violation is fixed. That expense is removed from the current report and added to a new open report. +**Note:** If you're using **Delay Submissions** and an expense has a violation, it won't be submitted until the violation is fixed. That expense is removed from the current report and added to a new open report. --- diff --git a/docs/articles/expensify-classic/travel/Approve-travel-expenses.md b/docs/articles/expensify-classic/travel/Approve-travel-expenses.md index ccfe5340001fb..340bd92be3edc 100644 --- a/docs/articles/expensify-classic/travel/Approve-travel-expenses.md +++ b/docs/articles/expensify-classic/travel/Approve-travel-expenses.md @@ -1,53 +1,80 @@ --- -title: Approve travel expenses -description: Determine how travel expenses are approved +title: Set and Approve Travel Expenses +description: Learn how travel approvals work and how to configure Soft, Hard, or Passive approval methods for Expensify Travel. +keywords: [Expensify Classic, travel approvals, travel booking policy, soft approval, hard approval, passive approval, Expensify Travel, travel expense settings] --- +
+ Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel. Trip itineraries are maintained with complete booking information, ensuring accurate trip details are always available regardless of how individual expenses are handled. - -- **Soft Approval**: Bookings are automatically approved as long as a manager does not decline them within 24 hours. However, this also means that if a manager does not decline the expenses, the arrangements will be booked even if they are out of policy. If a booking is declined, it is refunded based on the voiding/refund terms of the service provider. -- **Hard Approval**: Bookings are automatically canceled/voided and refunded if a manager does not approve them within 24 hours. -- **Passive Approval**: Managers are informed of out-of-policy travel, but there is no action to be taken. -# Set Approval Method +--- + +# Travel Approval Methods + +You can choose one of three approval types for each booking type (flights, hotels, cars, rail): + +- **Soft approval**: Bookings are auto-approved unless declined within 24 hours. If no action is taken, the booking is confirmed—even if it's out of policy. +- **Hard approval**: Bookings are only confirmed if approved within 24 hours. If no action is taken, the booking is automatically canceled and refunded. +- **Passive approval**: Managers are notified of out-of-policy travel but no action is required. -1. Click the **Travel** tab. +--- + +# How to Set Travel Approval Rules + +1. In the left-hand menu, select **Travel**. 2. Click **Book or manage travel**. -3. Click the **Program** tab at the top and select **Policies**. -4. Under General, select approval methods for Flights, Hotels, Cars and Rail. +3. Go to the **Program** tab and select **Policies**. +4. Under **General**, choose approval settings for **Flights**, **Hotels**, **Cars**, and **Rail**. ![Screenshot of Expensify Travel policy approval settings](https://help.expensify.com/assets/images/Travel_Policy.png){:width="100%"} -# Approve Travel +--- -![Screenshot of Expensify Travel approval email](https://help.expensify.com/assets/images/travel-soft-approval.png){:width="100%"} +# Approve Travel ## Soft Approval -Once an employee has booked a trip, their approver will receive an email notifying them of the booking with a prompt to decline it if needed. +Once a trip is booked, the approver receives an email with the option to decline the booking: -- To approve the booking, no action is required. -- To decline the booking, click **Decline booking** within 24 hours. Then click **Deny Booking**. +- **To approve**: No action needed. +- **To decline**: Click **Decline booking** within 24 hours, then click **Deny Booking**. + +![Screenshot of Expensify Travel approval email](https://help.expensify.com/assets/images/travel-soft-approval.png){:width="100%"} ## Hard Approval -Once an employee has booked a trip, their approver will receive an email notifying them of the booking with a prompt to accept or decline the booking. +Approvers receive an email with action buttons: -To approve the booking, click **Approve booking**. Then click **Approve**. -To decline the booking, click **Decline booking**. Then click **Deny**. +- **To approve**: Click **Approve booking**, then **Approve**. +- **To decline**: Click **Decline booking**, then **Deny**. + +--- # FAQ -## Are extended approval windows given for trips booked over the weekend or during company holidays? +## How long is the approval window for hard approvals? + +The hard approval timeline follows fixed rules: + +**Hard Approval Timing Rules:** +- Explicit approval is required for the booking to proceed. +- If approved or declined within the void window, action is taken accordingly. +- If no response, the system auto-voids when the window expires. + +**Minimum approval window:** +- 48 hours or the refund window (whichever is shorter). +- If the refund window is longer than 48 hours, ➝ the approval window is 48 hours. +- If travel starts in less than 48 hours, ➝ the approval window ends at travel start time. -No, the approval window will always be 24 hours from when the trip is booked. +## What happens if the approver is out of office? -## How does Expensify Travel handle approvals when the assigned approver is out of office? +Expensify does not support delegated travel approval. We recommend assigning multiple approvers to avoid delays. -It is recommended to have multiple approvers for travel, as there is no delegated approval for out-of-office approvers. +## Can a traveler upload documents during trip approval? -## Can travelers upload a document when submitting a trip for approval? +No. Travelers can’t upload documents during the booking flow, but you can enable a **reason code** field for out-of-policy trips at checkout. Travelers can later attach documents when submitting the expense report in Expensify. -Travelers are unable to add a document when submitting a trip for approval, but the company can add a ‘reason code’ in the Out of Policy rules that the traveler can complete at checkout. The traveler can then add the document to the expense report in Expensify when submitting the report. +
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 351dc765b45dd..b0e5f6508297c 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 @@ -48,13 +48,13 @@ To set up category rules: If users violate these rules, the violations will be displayed in red on the report. -**Note:** If Delayed Submission is enabled on a workspace, expenses with category violations will not be auto-submitted unless a comment is added to the expense. +**Note:** If Delay Submission is enabled on a workspace, expenses with category violations will not be auto-submitted unless a comment is added to the expense. --- # Make Categories Required -This setting ensures that all expenses must be coded with a category. If a category is not selected, the report will receive a violation, which may prevent submission if **Delayed Submission** is enabled. +This setting ensures that all expenses must be coded with a category. If a category is not selected, the report will receive a violation, which may prevent submission if **Delay Submission** is enabled. You can set this up under **Settings > Workspace > [Workspace Name] > Categories**, select **People must categorize expenses**. diff --git a/docs/articles/new-expensify/connect-credit-cards/Direct-feeds.md b/docs/articles/new-expensify/connect-credit-cards/Direct-feeds.md index c956fad1b4085..9425fac16e19d 100644 --- a/docs/articles/new-expensify/connect-credit-cards/Direct-feeds.md +++ b/docs/articles/new-expensify/connect-credit-cards/Direct-feeds.md @@ -115,10 +115,16 @@ If your company uses cards from multiple banks, that’s no problem — just con ## Is there an extra cost? -Nope — there’s no extra charge for using Plaid or direct feeds. +Nope — there's no extra charge for using Plaid or direct feeds. - With the **Collect** plan, you can add one direct or Plaid feed at no cost. -- To connect more than one, you’ll need to upgrade to the **Control** plan. +- To connect more than one, you'll need to upgrade to the **Control** plan. + +## Can I import debit card transactions? + +Yes! Debit card transactions can be imported by linking a checking/current account in any Plaid-supported country. + +This is especially helpful in the EU, where open banking rules often block access to credit card data via aggregators. Debit cards, however, are fully supported under these regulations. ## Which banks support direct feeds? diff --git a/docs/articles/new-expensify/getting-started/Create-a-company-workspace.md b/docs/articles/new-expensify/getting-started/Create-a-company-workspace.md index 287dae623f0d1..c2bb5793a1aaf 100644 --- a/docs/articles/new-expensify/getting-started/Create-a-company-workspace.md +++ b/docs/articles/new-expensify/getting-started/Create-a-company-workspace.md @@ -125,7 +125,7 @@ Approval workflows help automate expense report reviews. - [Expensify Cards](https://help.expensify.com/new-expensify/hubs/expensify-card/) - [Workspace Settings](https://help.expensify.com/new-expensify/hubs/workspaces/) - [Workflows - Payments](https://help.expensify.com/articles/new-expensify/expenses-and-payments/Connect-a-Business-Bank-Account) -- [Workflows - Delayed submission](https://help.expensify.com/articles/new-expensify/workspaces/Set-up-workflows#select-workflows) +- [Workflows - Delay submission](https://help.expensify.com/articles/new-expensify/workspaces/Set-up-workflows#select-workflows) - [Connect Company Cards](https://help.expensify.com/new-expensify/hubs/connect-credit-cards/) **How to enable features:** diff --git a/docs/articles/new-expensify/getting-started/Join-your-company's-workspace.md b/docs/articles/new-expensify/getting-started/Join-your-company's-workspace.md index 3a06ef2472121..40a4ae41fc2f4 100644 --- a/docs/articles/new-expensify/getting-started/Join-your-company's-workspace.md +++ b/docs/articles/new-expensify/getting-started/Join-your-company's-workspace.md @@ -1,206 +1,86 @@ --- -title: Join your company's workspace -description: Get started with Expensify by joining your company's workspace +title: Join Your Company's Workspace +description: Learn how to join your company's workspace, set up your profile, add expenses, and secure your account in New Expensify. +keywords: [New Expensify, join workspace, setup profile, add expense, enable two-factor authentication, SmartScan, Concierge] ---
-Welcome to Expensify! If you received an invitation to join your company’s Expensify workspace, follow the steps below to get started. +Welcome to Expensify! If you've received an invite to join your company's workspace, this guide walks you through setting up your account and getting started. -# 1. Access Expensify on your preferred device or browser +--- -Get started by downloading Expensify mobile or desktop apps and ensure you’re using a supported web browser. Here’s how: +# Step 1: Access Expensify -## Download the Expensify Apps: +Download the Expensify app: -- **Mobile Devices:** Download the Expensify app for [Android](https://play.google.com/store/apps/details?id=com.expensify.chat) or [iOS](https://apps.apple.com/us/app/expensify-cash/id1530278510). -- **Desktop Devices:** Download the Expensify app for [macOS](https://new.expensify.com/NewExpensify.dmg). +- **Mobile:** [Android](https://play.google.com/store/apps/details?id=com.expensify.chat) | [iOS](https://apps.apple.com/us/app/expensify-cash/id1530278510) +- **Desktop:** [macOS](https://new.expensify.com/NewExpensify.dmg) -## Use Expensify on the web: +--- -Expensify is also accessible via the web and supports the following browsers: +# Step 2: Customize Your Account -- [Google Chrome](https://www.google.com/chrome/) -- [Mozilla Firefox](https://www.mozilla.com/firefox) -- [Microsoft Edge](https://www.microsoft.com/edge) -- [Apple Safari](https://www.apple.com/safari) (Apple devices only) -- [Opera](https://www.opera.com/) -- [Microsoft Internet Explorer](https://www.microsoft.com/ie) (Version 11 only) +From the left-side menu, go to **Account > Profile** to update: + - Profile picture + - Display name + - Contact methods + - Status (e.g., out of office) + - Pronouns + - Timezone + - Private details (legal name, DOB, address) -{% include info.html %} -Note: Microsoft no longer provides support or security updates for Internet Explorer versions below 11. To avoid accessibility and security issues, we recommend updating your IE version or switching to a different browser. -{% include end-info.html %} +--- -By using a compatible device or browser, you’ll ensure the best experience with Expensify. +# Step 3: Meet Concierge -# 2. Add your name, photo, and preferences +Concierge is your built-in assistant for: -{% include selector.html values="desktop, mobile" %} +- Reminders to submit expenses +- Notifications about reports or account changes +- Help and live chat support -{% include option.html value="desktop" %} -
    -
  1. Click your profile image or icon in the bottom left menu.
  2. -
  3. Click the Edit pencil icon next to your profile image or icon and select Upload Image to choose a new image from your saved files.
  4. -
  5. Click Profile in the left menu and edit any of the following details as desired:
  6. -
      -
    • Display Name: Enter your first and last name into the fields and click Save. This name will be visible to anyone in your company workspace.
    • -
    • Contact method: Review your primary email address and/or add a secondary email address.
    • -
    • Status: Update your status to let your coworkers know if you are out of the office, in a meeting, or unavailable.
    • -
    • Pronouns: Select your personal pronouns.
    • -
    • Timezone: Select your timezone.
    • -
    • Private details: Add private details that are only visible to you, such as your legal name, date of birth, and/or address. This is useful for booking travel and for payment purposes.
    • -
    -
-{% include end-option.html %} +Find Concierge in your chat inbox to ask questions or get help anytime. -{% include option.html value="mobile" %} -
    -
  1. Tap your profile image or icon in the bottom menu.
  2. -
  3. Tap the Edit pencil icon next to your profile image or icon and select Upload Image to choose a new image from your saved files.
  4. -
  5. Tap Profile in the left menu and edit any of the following details as desired:
  6. -
      -
    • Display Name: Enter your first and last name into the fields and tap Save. This name will be visible to anyone in your company workspace.
    • -
    • Contact method: Review your primary email address and/or add a secondary email address.
    • -
    • Status: Update your status to let your coworkers know if you are out of the office, in a meeting, or unavailable.
    • -
    • Pronouns: Select your personal pronouns.
    • -
    • Timezone: Select your timezone.
    • -
    • Private details: Add private details that are only visible to you, such as your legal name, date of birth, and/or address. This is useful for booking travel and for payment purposes.
    • -
    -
-{% include end-option.html %} +--- -{% include end-selector.html %} +# Step 4: Add an expense -![The profile page to change options like display name]({{site.url}}/assets/images/ExpensifyHelp_R2_Profile_1.png){:width="100%"} - -# 3. Meet Concierge +You can upload a receipt with **SmartScan** or enter the details manually. -Concierge is your personal assistant that walks you through setting up your account and also provides: -- Reminders to do things like submit your expenses. -- Alerts when more information is needed on an expense report. -- Updates on new and improved account features. +## SmartScan a receipt -You can get support any time by locating your chat with Concierge in your chat inbox. You can ask questions and receive direct support in this thread. +1. Click the **+** icon in the left menu > **Create expense** +2. Select **Scan** +3. Upload, snap a photo of, or drag in your receipt +4. Search for your workspace or team member +5. Add a description, category, tags, or tax as needed +6. Click **Submit** -# 4. Learn how to add an expense +💡 **Tip:** You can also forward receipts to [receipts@expensify.com](mailto:receipts@expensify.com) from your primary or secondary email address to auto-create expenses. -You can create an expense by SmartScanning a receipt to automatically capture the receipt details, or you can enter the expense manually. +## Manually add an expense -## SmartScan a receipt +1. Click the **+** icon > **Submit expense** +2. Select **Manual** +3. Enter the amount and click **Next** +4. Select the workspace or person +5. Add the merchant and optional details like description, category, or tags +6. Click **Submit** -{% include selector.html values="desktop, mobile" %} - -{% include option.html value="desktop" %} -
    -
  1. Click the + icon in the bottom left menu and select Create Expense.
  2. -
  3. Click Scan.
  4. -
  5. Drag and drop the receipt into Expensify, or click Choose File to select it from your saved files. Note: The SmartScan process will auto-populate the merchant, date, and amount.
  6. -
  7. Use the search field to find the desired workspace or an individual’s name, email, or phone number.
  8. -
  9. Add a description, category, tags, or tax as desired, or as required by your workspace.
  10. -
  11. (Optional) Enable the expense as billable if it should be billed to a client.
  12. -
  13. Click Submit Expense.
  14. -
-{% include end-option.html %} - -{% include option.html value="mobile" %} -
    -
  1. Tap the + icon at the bottom of the screen and select Create Expense.
  2. -
  3. Tap Scan.
  4. -
  5. Tap the green button to take a photo of a receipt, or tap the Image icon to the left of it to upload a receipt from your phone. Note: The SmartScan process will auto-populate the merchant, date, and amount.
  6. -
  7. Use the search field to find the desired workspace or an individual’s name, email, or phone number.
  8. -
  9. Add a description, category, tags, or tax as desired, or as required by your workspace.
  10. -
  11. (Optional) Enable the expense as billable if it should be billed to a client.
  12. -
  13. Tap Submit.
  14. -
-{% include end-option.html %} - -{% include end-selector.html %} - -{% include info.html %} -You can also forward receipts to receipts@expensify.com using an email address that is your primary or secondary email address. SmartScan will automatically pull all of the details from the receipt and add it to your expenses. -{% include end-info.html %} +--- -## Manually add an expense +# Step 5: Enable two-factor authentication + +Add an extra layer of security to protect your account. + +1. Go to **Account > Security** +2. Select **Two-factor authentication** +3. Save your recovery codes (Download or Copy) +4. Click **Next** +5. Use your authenticator app to scan the QR code or enter the setup key +6. Enter the 6-digit code and click **Verify** -{% include selector.html values="desktop, mobile" %} - -{% include option.html value="desktop" %} -
    -
  1. Click the + icon in the bottom left menu and select Submit Expense.
  2. -
  3. Click Manual.
  4. -
  5. Enter the amount on the receipt and click Next. Note: Click the currency symbol to select a different currency.
  6. -
  7. Use the search field to find the desired workspace or an individual’s name, email, or phone number.
  8. -
  9. (Optional) Add a description.
  10. -
  11. Add a merchant.
  12. -
  13. Click Show more to add additional fields (like a category) as desired, or as required by your workspace.
  14. -
  15. Click Submit.
  16. -
-{% include end-option.html %} - -{% include option.html value="mobile" %} -
    -
  1. Tap the + icon at the bottom of the screen and select Submit Expense.
  2. -
  3. Tap Manual.
  4. -
  5. Enter the amount on the receipt and tap Next. Note: Tap the currency symbol to select a different currency.
  6. -
  7. Use the search field to find the desired workspace or an individual’s name, email, or phone number.
  8. -
  9. (Optional) Add a description.
  10. -
  11. Add a merchant.
  12. -
  13. Tap Show more to add additional fields (like a category) as desired, or as required by your workspace.
  14. -
  15. Tap Submit.
  16. -
-{% include end-option.html %} - -{% include end-selector.html %} - -# 5. Secure your account - -Add an extra layer of security to help keep your financial data safe and secure by enabling two-factor authentication. This will require you to enter a code generated by your preferred authenticator app (like Google Authenticator or Microsoft Authenticator) when you log in. - -To enable two-factor authentication, - -{% include selector.html values="desktop, mobile" %} - -{% include option.html value="desktop" %} -
    -
  1. Click your profile image or icon in the bottom left menu.
  2. -
  3. Click Security.
  4. -
  5. Click Two-factor authentication.
  6. -
  7. Save a copy of your backup codes. This step is critical! You will lose access to your account if you cannot use your authenticator app and do not have your recovery codes.
  8. -
      -
    • Click Download to save a copy of your backup codes to your computer.
    • -
    • Click Copy to paste the codes into a document or other secure location.
    • -
    -
  9. Click Next.
  10. -
  11. Download or open your authenticator app and connect it to Expensify by either:
  12. -
      -
    • Scanning the QR code
    • -
    • Entering the code into your authenticator app
    • -
    -
  13. Enter the 6-digit code from your authenticator app into Expensify and click Verify.
  14. -
-{% include end-option.html %} - -{% include option.html value="mobile" %} -
    -
  1. Tap your profile image or icon at the bottom of the screen.
  2. -
  3. Tap Security.
  4. -
  5. Tap Two-factor authentication.
  6. -
  7. Save a copy of your backup codes. This step is critical! You will lose access to your account if you cannot use your authenticator app and do not have your recovery codes.
  8. -
      -
    • Tap Download to save a copy of your backup codes to your device
    • -
    • Tap Copy to paste the codes into a document or other secure location.
    • -
    -
  9. Tap Next.
  10. -
  11. Download or open your authenticator app and connect it to Expensify by either:
  12. -
      -
    • Scanning the QR code
    • -
    • Entering the code into your authenticator app
    • -
    -
  13. Enter the 6-digit code from your authenticator app into Expensify and tap Verify.
  14. -
- -{% include end-option.html %} - -{% include end-selector.html %} +⚠️ **Important:** Keep your backup codes in a safe place! Without them, you could lose access to your account if you can't use your authenticator app.
diff --git a/docs/articles/new-expensify/reports-and-expenses/Approve-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Approve-Expenses.md index 88d6363344e34..861c37090bab6 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Approve-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Approve-Expenses.md @@ -27,7 +27,7 @@ When an expense is submitted on a workspace with an approval workflow configured **To set up an approval workflow:** -1. In the left-hand menu, go to **Workspaces > [Workspace Name] > Approvals**. +1. In the left-hand menu, go to **Workspaces > [Workspace Name] > Workflows**. 2. Create a custom workflow to route expenses to the appropriate approvers. --- diff --git a/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md index fa0565550570d..72e5769e69ba7 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Delete-Expenses.md @@ -20,7 +20,7 @@ Do you need to remove an expense in New Expensify? The steps differ depending on You can delete any out-of-pocket expense that hasn’t been submitted yet: -1. From the left-hand menu, head to **Reports > Expense Reports**. +1. From the left-hand menu, head to **Reports > Reports**. 2. Open the report containing the expense. 3. Select the checkbox next to the expense you want to delete. 4. Choose **Delete** from the drop-down menu. diff --git a/docs/articles/new-expensify/reports-and-expenses/Track-Expenses.md b/docs/articles/new-expensify/reports-and-expenses/Track-Expenses.md index bef60fcf71fa1..976d144dd2542 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Track-Expenses.md +++ b/docs/articles/new-expensify/reports-and-expenses/Track-Expenses.md @@ -27,7 +27,7 @@ Use this guide to create expenses that stay in your account for later reference. - **Enter manually** 4. Fill in the required details based on your selection. 5. Click **Next**. -6. Select **Just track it (don’t submit it)**. +6. Choose yourself under Personal. 7. Update or edit fields based on your Workspace configuration. 8. Click **Create expense**. diff --git a/docs/articles/new-expensify/reports-and-expenses/Suggested-Search.md b/docs/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Reports-Page.md similarity index 65% rename from docs/articles/new-expensify/reports-and-expenses/Suggested-Search.md rename to docs/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Reports-Page.md index 01f4b74efdad3..6389ce9708f4d 100644 --- a/docs/articles/new-expensify/reports-and-expenses/Suggested-Search.md +++ b/docs/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Reports-Page.md @@ -1,33 +1,31 @@ --- - -title: Suggested-Search.md -description: Learn how Suggested Search simplifies submitting, approving, or paying expense reports in New Expensify. -keywords: [Suggested Search, Submit, Approve, Pay, New Expensify, To-do, LHN, batch processing, filters, expense report actions] - +title: Using Search on the Reports Page +description: Learn how role-based search simplifies submitting, approving, or paying expense reports in New Expensify. +keywords: [New Expensify, search, Submit, Approve, Pay, To-do, LHN, batch processing, filters, expense report actions] --- +
-Suggested Search helps you quickly take action on expense reports you need to submit, approve, or pay, all tailored to your role in a workspace. +Using the search function on the reports page helps you quickly take action on reports you need to submit, approve, or pay, all tailored to your role in a workspace. --- -# Suggested Search in New Expensify +# Search on the Reports Page -**Navigation: Left-hand Menu > Reports > Expense Reports > Suggested Search**. +**Navigation: In the left-hand menu, select Reports > Expense Reports > To-do**. -Suggested Search surfaces key report actions in your **Reports** page so you can: +The **To-do** section surfaces key report actions so you can: - Submit expenses waiting on you - Approve reports that need your review - Pay approved reports ready for reimbursement - -These shortcuts are personalized based on your role and workspace configuration, helping you process reports in batches without an advanced search. +These shortcuts are personalized based on your role and workspace configuration, helping you process reports in batches without manually building advanced searches. --- -# How to Use Suggested Search +# How to Use Search Shortcuts -Suggested Search options appear under the **To-do** section in the **left-hand menu**, alongside an **Explore** section for general browsing. +Search options appear under the **To-do** section in the left-hand menu. Depending on your role, you’ll see shortcuts like: - **Submit** – Reports you’ve drafted and need to submit. @@ -40,7 +38,7 @@ Depending on your role, you’ll see shortcuts like: ## All members - Can access **Reports**, **Expenses**, and **Chats (Inbox tab)** from the **Explore** section. -- If no reports exist, Suggested Search will prompt you to create one. +- If no reports exist, the To-do section will prompt you to create one. ## Employees (Submitters) - See **Submit** when they have unsubmitted reports. @@ -68,11 +66,11 @@ Depending on your role, you’ll see shortcuts like: ## What if I don't see the Submit, Approve, or Pay options? -Suggested searches only appear when: +These search shortcuts only appear when: - You have reports that require those actions. - You have the correct workspace permissions (e.g., Admin, Approver). -## Can I use Suggested Search across multiple workspaces? +## Can I use these searches across multiple workspaces? Not yet. The **Workspace filter** is currently single-select. Multi-workspace support is planned for a future update. diff --git a/docs/articles/new-expensify/travel/Approve-travel-expenses.md b/docs/articles/new-expensify/travel/Approve-travel-expenses.md index d147fa6a032f7..66430758695d7 100644 --- a/docs/articles/new-expensify/travel/Approve-travel-expenses.md +++ b/docs/articles/new-expensify/travel/Approve-travel-expenses.md @@ -1,53 +1,80 @@ --- -title: Approve travel expenses -description: Determine how travel expenses are approved +title: Set and Approve Travel Expenses +description: Learn how travel approvals work and how to configure Soft, Hard, or Passive approval methods for Expensify Travel. +keywords: [New Expensify, travel approvals, travel booking policy, soft approval, hard approval, passive approval, Expensify Travel, travel expense settings] --- +
+ Travel expenses follow the same approval workflow as other expenses. Admins can configure travel expenses to be approved as soft approval, hard approval or passive approval. The approval method for in-policy and out-of-policy bookings can be managed under the **Policies** section in the **Program** menu for Expensify Travel. Trip itineraries are maintained with complete booking information, ensuring accurate trip details are always available regardless of how individual expenses are handled. - -- **Soft Approval**: Bookings are automatically approved as long as a manager does not decline them within 24 hours. However, this also means that if a manager does not decline the expenses, the arrangements will be booked even if they are out of policy. If a booking is declined, it is refunded based on the voiding/refund terms of the service provider. -- **Hard Approval**: Bookings are automatically canceled/voided and refunded if a manager does not approve them within 24 hours. -- **Passive Approval**: Managers are informed of out-of-policy travel, but there is no action to be taken. -# Set Approval Method +--- + +# Travel Approval Methods + +You can choose one of three approval types for each booking type (flights, hotels, cars, rail): + +- **Soft approval**: Bookings are auto-approved unless declined within 24 hours. If no action is taken, the booking is confirmed—even if it's out of policy. +- **Hard approval**: Bookings are only confirmed if approved within 24 hours. If no action is taken, the booking is automatically canceled and refunded. +- **Passive approval**: Managers are notified of out-of-policy travel but no action is required. -1. Click the + icon in the bottom left menu and select **Book travel**. -2. Click **Book or manage travel**. -3. Click the **Program** tab at the top and select **Policies**. -4. Under General, select approval methods for Flights, Hotels, Cars and Rail. +--- + +# How to Set Travel Approval Rules + +1. In the left-hand menu, select **Travel**. +2. Click **Book or manage travel**. +3. Go to the **Program** tab and select **Policies**. +4. Under **General**, choose approval settings for **Flights**, **Hotels**, **Cars**, and **Rail**. ![Screenshot of Expensify Travel policy approval settings](https://help.expensify.com/assets/images/Travel_Policy.png){:width="100%"} -# Approve Travel +--- -![Screenshot of Expensify Travel approval email](https://help.expensify.com/assets/images/travel-soft-approval.png){:width="100%"} +# Approve Travel ## Soft Approval -Once an employee has booked a trip, their approver will receive an email notifying them of the booking with a prompt to decline it if needed. +Once a trip is booked, the approver receives an email with the option to decline the booking: -- To approve the booking, no action is required. -- To decline the booking, click **Decline booking** within 24 hours. Then click **Deny Booking**. +- **To approve**: No action needed. +- **To decline**: Click **Decline booking** within 24 hours, then click **Deny Booking**. + +![Screenshot of Expensify Travel approval email](https://help.expensify.com/assets/images/travel-soft-approval.png){:width="100%"} ## Hard Approval -Once an employee has booked a trip, their approver will receive an email notifying them of the booking with a prompt to accept or decline the booking. +Approvers receive an email with action buttons: -To approve the booking, click **Approve booking**. Then click **Approve**. -To decline the booking, click **Decline booking**. Then click **Deny**. +- **To approve**: Click **Approve booking**, then **Approve**. +- **To decline**: Click **Decline booking**, then **Deny**. + +--- # FAQ -## Are extended approval windows given for trips booked over the weekend or during company holidays? +## How long is the approval window for hard approvals? + +The hard approval timeline follows fixed rules: + +**Hard Approval Timing Rules:** +- Explicit approval is required for the booking to proceed. +- If approved or declined within the void window, action is taken accordingly. +- If no response, the system auto-voids when the window expires. + +**Minimum approval window:** +- 48 hours or the refund window (whichever is shorter). +- If the refund window is longer than 48 hours, ➝ the approval window is 48 hours. +- If travel starts in less than 48 hours, ➝ the approval window ends at travel start time. -No, the approval window will always be 24 hours from when the trip is booked. +## What happens if the approver is out of office? -## How does Expensify Travel handle approvals when the assigned approver is out of office? +Expensify does not support delegated travel approval. We recommend assigning multiple approvers to avoid delays. -It is recommended to have multiple approvers for travel, as there is no delegated approval for out-of-office approvers. +## Can a traveler upload documents during trip approval? -## Can travelers upload a document when submitting a trip for approval? +No. Travelers can’t upload documents during the booking flow, but you can enable a **reason code** field for out-of-policy trips at checkout. Travelers can later attach documents when submitting the expense report in Expensify. -Travelers are unable to add a document when submitting a trip for approval, but the company can add a ‘reason code’ in the Out of Policy rules that the traveler can complete at checkout. The traveler can then add the document to the expense report in Expensify when submitting the report. +
diff --git a/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md b/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md index cc796f2bf2208..b074f94697a6a 100644 --- a/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md +++ b/docs/articles/new-expensify/travel/Book-with-Expensify-Travel.md @@ -26,7 +26,7 @@ Contact your Account manager or salesteam@expensify.com to get a demo of travel {% include selector.html values="desktop, mobile" %} {% include option.html value="desktop" %} -1. Click the + icon in the bottom left menu and select **Book travel**. +1. Click the + icon in the left-side navigation menu and select **Book travel**. 2. Click **Book or manage travel**. 3. Agree to the terms and conditions and click **Continue**. 4. Use the icons at the top to select the type of travel arrangement you want to book: flights, hotels, cars, or trains. diff --git a/docs/articles/new-expensify/travel/Configure-travel-policy-and-preferences.md b/docs/articles/new-expensify/travel/Configure-travel-policy-and-preferences.md index 3f6cc25b29324..e615b31143da5 100644 --- a/docs/articles/new-expensify/travel/Configure-travel-policy-and-preferences.md +++ b/docs/articles/new-expensify/travel/Configure-travel-policy-and-preferences.md @@ -11,7 +11,7 @@ Workspace admins can create different travel policies that provide travel rules To create or update a travel policy, -1. Click the + icon in the bottom left menu and select **Book travel**. +1. Click the + icon in the left-side navigation menu and select **Book travel**. 2. Click **Book or manage travel**. 3. Click the **Program** tab at the top and select **Policies**. 4. Under Employee or Non-employee in the left menu, click **Add new** to create a new policy. diff --git a/docs/articles/new-expensify/wallet-and-payments/Pay-Expenses.md b/docs/articles/new-expensify/wallet-and-payments/Pay-Expenses.md index 8bacec27a01b4..9fb5d58f4546c 100644 --- a/docs/articles/new-expensify/wallet-and-payments/Pay-Expenses.md +++ b/docs/articles/new-expensify/wallet-and-payments/Pay-Expenses.md @@ -5,19 +5,19 @@ keywords: [New Expensify, pay expenses, reimburse friends, personal payments, pa ---
-Paying expenses in New Expensify is simple, whether you're reimbursing a teammate or sending money to a friend. Here's how to make payments from a connected bank account or your Expensify Wallet. +Paying expenses is simple, whether you're reimbursing a teammate or sending money to a friend. Here's how to make payments via Expensify. --- # Pay Expenses Submitted to a Workspace -Before you can pay workspace expenses: +Before you can pay workspace expenses: - Connect a [business bank account](https://help.expensify.com/articles/new-expensify/expenses-and-payments/Connect-a-Business-Bank-Account) - The submitter must connect a [personal bank account](https://help.expensify.com/articles/new-expensify/expenses-and-payments/Connect-a-Personal-Bank-Account) ## How to Pay Workspace Expenses -In the left-hand menu, select **Reports > Expense Reports** or follow the notification prompt. +In the left-hand menu, select **Reports > To-do > Pay** or follow the notification prompt. 1. You'll receive an email, in-app notification, or text (if your contact method is a phone number). 2. Click or tap **Pay** to open the expense report in New Expensify. @@ -35,7 +35,7 @@ To send personal payments, you’ll need to [set up your Wallet](https://help.ex ## How to Pay a Personal Expense -In the left-hand menu, select **Reports > Expense Reports** or click on the notification you received. +In the left-hand menu, select **Reports > To-do > Pay** or click on the notification you received. 1. You'll be notified via email, in-app alert, or text when someone submits an expense to you. 2. Click or tap **Pay** to view the details. diff --git a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md index 30a94bb61512d..69ac40cf298ea 100644 --- a/docs/articles/new-expensify/workspaces/Workspace-Workflows.md +++ b/docs/articles/new-expensify/workspaces/Workspace-Workflows.md @@ -62,11 +62,11 @@ To reimburse employees or pay invoices directly from Expensify, connect your bus # FAQ -## If I Have Both Delayed Submission and an Approver Enabled, What Happens? +## If I Have Both Delay Submission and an Approver Enabled, What Happens? When both **Add Approvals** and **Delay Submission** are enabled, expense reports follow this flow: **Open** → **Processing** → **Approved** -If **Delayed Submission** is turned off: +If **Delay Submission** is turned off: - Reports are submitted immediately and follow this flow: **Processing** → **Approved**
diff --git a/docs/redirects.csv b/docs/redirects.csv index af24303651977..99259625821e8 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -867,3 +867,4 @@ https://help.expensify.com/articles/new-expensify/expenses-&-payments/Duplicate- https://help.expensify.com/articles/new-expensify/reports-and-expenses/Export-download-expenses,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Search-and-Download-Expenses https://help.expensify.com/articles/new-expensify/expenses-and-payments/Send-an-invoice.html,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Send-an-Invoice https://help.expensify.com/articles/new-expensify/reports-and-expenses/Split-Expenses,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Split-Personal-Expenses +https://help.expensify.com/articles/new-expensify/reports-and-expenses/Suggested-Search,https://help.expensify.com/articles/new-expensify/reports-and-expenses/Using-Search-on-the-Reports-Page diff --git a/help/expense.md b/help/expense.md index f95dbfe967914..acf0e4a75225d 100644 --- a/help/expense.md +++ b/help/expense.md @@ -673,7 +673,7 @@ Yes, Expensify Expense offers a free plan with basic features, with advanced pla Expensify converts expenses to your preferred currency and supports global reimbursement. ### Workflow Management -#### [Delayed Submission and Approvals] If I have delayed submission and an approver, what should I expect with a report? +#### [Delay Submission and Approvals] If I have delayed submission and an approver, what should I expect with a report? When Add Approver is enabled with Delay Submission, expense reports go from Open > Processing > Approved. If delayed submission is disabled, expense reports go from Processing > Approved. #### Can an employee have more than one approval workflow?