Best Of
Split expenses become disconnected from each other
Scenario: I have a hotel bill that contains room charges and meal charges. I split the expense in my report. The report shows that each expense has been split from the original, but doesn't connect the two together so our accountant can verify that the two add up to the total on the receipt.
Request: Link split expenses together on a report (and I'm sure our accountant would love for them to be a single entry with split categories on export as well!)
Affidavit of lost Receipt
We will be implementing a process to require an affidavit of lost receipt for missing receipts that violate our required receipt policy. It would be great if the affidavit of missing receipt was already built into the expense report process. A receipt could be the actual receipt, the e-receipt created by Expensify, or an affidavit of missing receipt. The affidavit would be flagged so that during manager review of the expense report they would need to acknowledge and approve the affidavit.
Okta Provisioning Integration
Okta provisioning for Expensify would be amazing. Just having deprovisioning leaves a lot to be desired.
Re: Announcing Changes to Receipt URL Permissions
As of today, we've begun the process of reverting the change that required direct access to receipt images in Expensify in order to view them. The rollback process may take a few business days to complete, but it's in the works as we speak. With that said, we'll be sure to update the thread once we restore broad access to receipt URLs.
To be clear, we're still committed to securing receipts. We've been discussing alternative solutions, and we'll be including ideas brought up in this thread in the conversation. With that said, a primary focus of the next solution will be ensuring it works in tandem with common use cases like those brought up here.
Thanks again for your participation here! We'll let you know once we have an update.
Allow Admins to Access Accounts without Having Employees Add as Co-Pilot
It would be helpful to allow Administrators to access and change all accounts without having the employees add them as a 'co-pilot'. There are times when I need to simple change a date or add a penny to the amount and we have to go through the whole process before I can get it to do that and then I have to re-submit it with that one change to have the department heads approve it yet again for one minor mistake. If the admin or another type status was an option to allow a single user full access to all accounts to act as a 'co-pilot' status for all, then these minor changes could be dealt with BEFORE the department heads receive it. Getting 42 employees to add us as co-pilot is difficult.
Thanks for any consideration!
Auto Submit by Calendar Month (to support accounting month-end processes)
I'm not sure if this is a new idea or not, Zoom support suggested I add this here as a way to potentially get it on the roadmap....
This is in regards to the auto-submit feature.
I understand that the auto-submit is setup to make things easier for the users and kind of assumes that all users always enter expenses at the moment they are incurred. Something that would really be cool is to allow an option that is setup to facilitate corporate accounting and expense processes. Here is a super common use case that corporate customers would absolutely love. This seems like a super easy thing to put on the roadmap and would be a huge win for marketing/sales.
As an accounting department, I have to close the books on the 10th of every month (most companies are similar). It is really important that I have all expenses for the previous month submitted by like the 6th of the month. Of course we have a policy for everyone to submit by then, but people get busy and forget. Unfortunately, our users (and I'm guessing this is common) don't always enter every expense at the moment it happens, they often create them after the fact when they have time. So, I can't setup auto-submit for the last day of the month, it would not work. I initially set up auto-submit as "monthly" on the 6th day of the month thinking it would wrap up everything from the previous month and auto-submit on the 6th day of the current month. This would ensure we get all expenses on time and my sales folks would not have to worry about remembering to get everything in on time, especially if they are busy or traveling. It has recently come to my attention that it does not work this way (if you set it for the 6th then it literally submits for the 6th to the 6th). My request is to have a way (a check box or something) that allows the monthly submission to include all expenses (or reports with at least one expense) from the previous month to be auto-submitted, but not necessarily on the last day of the month (like a few days into the new month, like the 6th). It gives the users a few extra days to get caught up and supports common accounting processes. This seems like something that pretty much all companies would want to use.
I hope this makes sense.
Re: Announcing Changes to Receipt URL Permissions
Re: Announcing Changes to Receipt URL Permissions
2. Receipt URLs are exported to a spreadsheet and are included with all of the expense details. A lot of our customers are public universities, so EVERY receipt is required to receive reimbursement for the travel expenses.
3. Our customers require EVERY receipt, and are using them to verify the expenses that are submitted. Sharing a link and having them open it to view the receipt was very convenient.
4. I really hope receipt URLs do not stay secure- what is the need for this? To continue using the system, a way to select expenses and download all selected receipt images to a PDF would be ideal in place of sharing a link. However, I do not follow why the link needed to be changed.
How was this changed effective 11/4 and communicated on 11/13? Today I was prepared to send out spreadsheets with links to 150 or so receipts to customers, but now I cannot do this and I have to get each image manually and create a PDF to satisfy our customer's requirements.
Please consider reversing this secure URL decision until other options are offered by Expensify. Your management of your product is disappointing.
Re: Announcing Changes to Receipt URL Permissions
#1 - Client Finance Teams (can be one person, can be a small team of backend processing team). They check the total invoice on expenses submitted versus the proof of receipts submitting.
#2 - We export them every month into a spreadsheet, filter by tags (which are clients / project), filter by billable, and send that filtered spreadsheet along with our invoices.
#3 - Back to #1 , they check one by one that receipts amount tally with what is softcopy of the receipts. If all is good and non-disputable, they will pay us the full amount.
@Jason_Richards_25 that this doesn’t need to be secured. Can you please explore (with urgency) if you can turn this off, and perhaps let policy admins decide consciously that they want to expose their receipts publicly? By default its turned off for security purposes.
Just so you know the IMPACT to us as a business - now our expenses reimbursements are on hold cause clients cannot see the proof of receipts anymore. And I have about 200-300 expenses (PDFs). So we not getting paid for the expenses and will cause cash flow issue to us.
I don’t have an IT team or temps to do the manual work - but that’s the whole idea to use a simple cloud based application like Expensify.
I also have another thread going and explain why some of the workaround do not work.
(A) - Work with your IT department to grant the client or auditor an email they can use to access Expensify and the receipt images. This account will need a policy invite and the auditor role view receipt URL images.
Reply: Auditor role will then see every single receipt for every single employee I have. I have average of 20-30 clients (some of them competitors). Also clients just needs to see the expenses we incur for them, so they don’t need to be auditor for my policies.
(B) If they already have an Expensify account, you can grant that account the necessary permissions to view receipt images. The account will need a policy invite and the auditor role at minimum to view receipt URL imagesSame as above point (A)
(C) If you don’t want to add them to your policy, you can ask them to create a free account using their email. Then, once this account exists, the report can be shared with them to grant them access to view receipt URL images.Employee submits 1 report a month. In the
report there are company benefits like mobile claims, travel, and then
client(s) specific expenses which we mark reimbursable. One employee works
across clients and internal stuff and it’s ‘tag’ in the receipt itself. End of
the month - I pull a report and filter by tags and send the spreadsheet and
supporting docs for our invoices. So I cannot share reports to the clients.