New: Company Card Reconciliation Dashboard

Jenna Hay

Our customers have told us over and over that reconciling company cards sucks. That the monthly process of confirming all expenses on your company card statement have been downloaded, reported, coded, submitted, approved and exported can be a real pain in the you know what. Which is why we're incredibly excited to announce the release of our Company Card Reconciliation Dashboard.

Go to Settings > Domain Control > [domain name] > Company Cards tab, choose the feed you want to work with and click the Reconciliation tab, enter your statement start and end dates and we'll display:

• Imported, Approved and Unapproved totals for the whole card feed
• Approved and Unapproved Totals for each card

From here you can:

• Confirm all expenses on the company card statement are in Expensify
• Identify employees with outstanding expenses (i.e. those that are Unreported or on Open or Processing reports)
• Click on any of the amounts on the Dashboard to view the corresponding expenses on the Expenses page:

In addition, Domain Admins can now view Unreported company card expenses and Auto Report them (onto an existing Open report in the employee's account if there is one or create a new one if there isn't):

With this tool, Domain Admins now have the ability to view, report, code / attach receipts, submit and approve company card expenses giving them complete visibility and control over all company card expenses.

Learn how to complete your reconciliations using the Dashboard

And check out our new best practice guide for managing company cards in Expensify

We look forward to hearing your feedback!

Daveweez

This is great!

But I wish other "admins" could see this besides the Domain Admin. Allow us to add "Read-only Admins" so that associates can view this without needing to be "Full Admins"

Jenna Hay

Thanks @Daveweez this is great feedback, it's definitely something we'll keep in mind for future iterations of this feature. Look forward to hearing how else you think we can make this tool more handy for users.

tylerzoll

This is awesome! Thanks so much for this feature!

Daveweez

Linking to this one:
https://community.expensify.com/discussion/299/read-only-admin

Julia

Hallelujah!!!!
This was sorely needed.
THANK YOU!
Just the ability to nudge an unreported expense onto a report is going to save me several hours every month (and save my end users a lot of frustration).
Can't wait to figure out other ways to use this new dashboard.

Round of applause from one of your most outspoken and toughest to please customers!

Lizhong

Round of applause for everyone. This is amazingly helpful and makes reconciliation so much faster!

Julia

One quick thing I noticed, and not sure if it affects other users too.

It seems that there's a filter to sort by 'last updated' date, but it's not working Same with 'Trans Start Date' (although I don't use that one like the 'last updated' one)

Is this a known issue or is anyone else having this?

Julia

Oh and one more thing- If I could add a 'wishlist' request?
I would love to see a column for both 'Open/Unsubmitted', 'Unapproved', and maybe even a 'Total'.

Reconciling/chasing down expense reports is typically a two step process.
First, I wrangle all my employees who haven't submitted their expenses to their managers for review.
Next, I target the managers who have expense reports they need to review/approve.

Having these additional columns would be awesome for my workflow (which I imagine to be very similar to many admins) as I would be able to better isolate exactly where the items are bottle necking- employee submitting, or manager approving.

Sheena Trepanier

@Julia - thanks for sharing, as always! I can recreate the issue with being unable to sort Transaction date and Last update date. I'm creating an escalation for that now and will keep you updated as I learn more.

Julia

Thanks so much @Sheena Trepanier

Sheena Trepanier

Hi again @Julia -

Just circling back to this. Have you used the date range fields to view the spend for a specific period? Some of the items on your wishlist are already available when you're analyzing the spend within a specific date range and I wanted to bring them to your attention just in case they help you out. (Below)

You should be able to see totals for the entire connection and for each individual card. Clicking the totals allows you to dive deeper into the expenses; locating what state they are in, if they awaiting submission or approval, and who is currently in control of the next action on the report.

Does this help at all?

tylerzoll

@Sheena Trepanier, this is really nice to be able to do that. I didn't realize this from the original help documentation that came out for this feature. I also realized that pretty much the same information can be filtered from the expenses tab. If you select the card program, then adjust the filters from there, it works. I'm really going to use this lots.

Sheena Trepanier

Awesome @tylerzoll, I'm glad this will be helpful for you as well. As you use it more and more please keep us in mind for your thoughts or any quirks you run into.

Julia

@Sheena Trepanier Yes I used the date range fields. Problem is that simply from a volume perspective, it is way too much work for me to click into each of the 'unreported' totals and see the various expense states. (For last month, I still have about 30 users with unapproved expenses)
It's far easier to run a reconciliation report from the loading dock and then create pivots with the report status, emails and total.
Even still, it takes about 5 minutes to run that report/compile the pivot.

Just a wishlist item is all. I'm sure it's more manageable for your smaller users, but we've got volume on top of volume so any efficiencies I can eek out are a huge plus.

Sheena Trepanier

Thanks for the extra information @Julia. We'll keep this in mind for future improvements to the functionality.

Have a great weekend!

KatieF

This is a game-changer for me. The only thing I need is to be able to print this in a report. Is that possible?

tylerzoll

@KatieF, I clicked print on the report and it doesn't look too bad. Just to clarify, the report is always available, so you can run any period of time and generate a report whenever you need.

KatieF

@tylerzoll can you get it to print in the same format as an expense report?

tylerzoll

@KatieF, it prints a little different than an expense report, but I don't think it looks too bad.

Andy_P

We were very excited to hear about this recon tool because we have been having a problem with a significant amount of charges not coming through our Amex feed for different card holders each month. It's been taking us an extraordinary amount of time to reconcile which charges have come through the feed and which ones are missing from each card holder's report every month. Can this tool help in any way? Is anyone else having this problem? If so, do you have a solution that doesn't involve spending a ton of time manually reviewing all transactions on each card holder's reports against the statement each month. Thanks.

Jenna Hay

@Andy_P this tool is specifically designed to help you with this problem. I highly recommend checking out our Company Card Reconciliation guide which takes you step-by-step through the process of reconciling your cards in Expensify without having to worry about looking in reports for expenses.

Andy_P

Hi @Jenna Hay, thanks for your reply. For some reason we don't seem to have the Update All Card or Update Individual Cards button as noted in the reconciliation guide to run a download which seems to be the problem. Please see the attached screenshot. Is there some setting we need to change to get this button to appear?

redrocket

This has been really useful for making sure we've captured all expenses. Really simple to use.

Jenna Hay

@Andy_P thanks for pointing out that the help guide wasn't super clear on this. The Update All button only appears when you have a commercial card feed set up. If you do not then you will need to click the blue cog to the right of a card to see the Update button. I have also updated the help page so others are not confused in the future

kbuck092207

I am struggling with this functionality. First, my totals don't always line up. We use AMEX so my only option would be to report to the users what their monthly AMEX bill total came in at, and rely on them to generate an Expensify report that matches that amount, from their imported card expenses. That's going to be TOUGH to get ALL my users to do that, without constant problems!! Second, if I want to generate a report from the Admin side for them, using this card reconciliation dashboard, it will automatically add the card expenses to any open report?? That's CONFUSING. I want to be able to create a separate report, name the report what I'd like, ideally "Joe User AMEX Charges May 2018" and then have them just go in and reconcile that report. Leave the non-reimburseable, card expenses on their OWN report - and let the user create their own reimburseable report that they then submit when they'd like. Please help!

Jenna Hay

@kbuck092207 can you please help us understand why you need a single monthly report that equals each card's statement? Also why do company card expenses need to be on a different report to non-company card expenses?

We've put together a new best practice guide for managing company cards in Expensify where we recommend card expenses be submitted as regularly as possibly (ideally weekly) so your accounting records are as up-to-date as they can be. Then the Reconciliation Dashboard can be used to match your accounting system and bank statements to Expensify at the end of the month.

We follow this process internally and have found it works amazingly for both our accountant and employees so if you don't think it will work for you I'd love to learn more.

jicarpen

I'm with @kbuck092207. I need a report that matches my Amex company card exactly with receipts. When we are audited we are asked to pull the statement with receipts. How am I supposed to do this with many weekly reports that I have to open to see what is in them?

Sheena Trepanier

Hi @jicarpen, thanks for posting! If you're audited and need to pull reports of the expenses in your statement range, you can use the reconciliation dashboard to do that!

To get started, navigate to your Settings > Domain Control > click on [Domain name] > Company Cards tab. Next, set your statement period in the reconciliation dashboard and then Run. After the page loads, click on the grey "Imported total" and your Expenses page will open in a new window displaying all the imported expenses for your statement period. Then, select All expenses and export to a spreadsheet template. You can use our custom one or create your own, whichever works best for you!

The export will contain all the expense information, as well as reporting information if you customize the export template, and even includes a direct URL to view the receipt image. All your expense information will be packaged nicely in a single file that matches your statement period exactly.

I've done a little video of me taking the same steps in my test environment which I'll share below. If you run into any questions, let me know!