Is there a way to do batch downloads of receipts?
Our company likes to maintain a backup of all receipts submitted by users to Expensify. Instead of downloading these on a transaction by transaction basis, is there a way admin's can do a batch download of all submitted receipts on a daily/monthly/weekly basis, for example?
Thank you!
Best Answer
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify TeamHi @Kam, I love that you're asking so many questions! There isn't a way to download image files in bulk in Expensify, sorry about that. Another option would be to export the expenses to a spreadsheet, which would contain direct URL links to your receipt images.
Would that work for your team at all?
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This might be going off into a bit of a tangent - apologies, but the reason we're trying to store offline copies of the receipts is to mitigate the risk of Expensify losing receipts or Expensify going "down" altogether - unlikely, I'm sure. We're required to address this risk for our auditors as well as any tax authorities that may be reviewing our supporting documentation down the line.
How long does Expensify maintain the support on your servers for? If we wanted to access it, let's say 20 years from now, would it still be available? Does Expensify have any literature that I could read/provide to satisfy auditor inquiries? Often times, a service provider (such as ADP for payroll, for example) will have a report prepared from their auditors to provide clients verifying internal controls - does Expensify have this available?
I understand that I've been asking a bunch of pretty specific questions in the Community - if there's a more appropriate forum for me to ask, please let me know.
Thank you!
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Hello @Kam, no worries at all! This is all great information to have in the Community so I'm happy you're asking.
Regarding how long we'll keep your receipts, expenses, and reports; the simple answer is forever and ever because we love expenses. The long answer is that we keep them indefinitely or until the account is deleted. It gets a bit more complex if you think about company expenses because those don't disappear when an employee's account is deleted because they were submitted on the policy itself.
If every single account and the company policy were to be deleted, then you could expect expense and report history to be lost entirely. Until that day though, your information will be kept safe and intact.
Regarding documentation, we have our TOS here and our Help Center has a commitment to GDPR here.
If you ever want to ask us any questions that require you to share account or company-specific information, feel free to reach out to [email protected]. Everything else though, I'm happy to help with, in the Community!
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Hi @Sheena Trepanier, we hope Expensify will consider allowing batch downloads of all receipts in an expense report.
We may be required to compile receipts offline for auditors and tax authorities, so we cannot provide them with URL links to the receipts on Expensify. It seems counterproductive to have to go to each transaction or each link to download the receipts.
Thank you.
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Sheena Trepanier Expensify Team, Approved! Accountant, Expensify Student Ambassador Posts: 1,362 Expensify Team
Thank you for sharing your support for the feature @Hailey, we'll definitely update the Community first if this becomes available!
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Hi @Sheena Trepanier, I think our request for batch download of receipts is more relevant now that external auditors or tax authorities cannot access our receipt URLs without an Expensify account. It is not feasible to invite them into our company policy or to require them to open a free account.
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+1 ... you MUST allow batch downloading of all receipts for a year for ANNUAL ACCOUNTS. Realise that links are not enough, noone will go click by click. Receipts that are "trapped" inside Expensify are no good. AND if you can generate links, than its really easy for you to allow mass downloads. Is that a bandwidth issue with Amazon AWS? You can charge users for mass downloads too! I would pay.
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Bumping that this would help for audits.
