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Admin Webinar Q&A - 5 December 2018

SoniaSonia Posts: 20 Expensify Success Coach
edited December 5 in Webinars

Today’s recording is here and the guide is here.

Setup Tasks

I am brand new here. Can you suggest the very first few steps to set up my company and user? Should I connect with Quickbooks first? or policies?
A policy is the set of rules, settings, and spending limits for expense reports in your organization. You will need to create a policy to connect to QuickBooks. Take a look at our step-by-step set up guide for admins!

Is there a difference between setting up a personal vs a company policy?
A personal policy works best for individuals who want to track their own expenses. The company policies are great for groups of users who need to submit expenses to a manager. Company policies also include more features than the personal policies, including integrations with accounting packages such as QuickBooks, NetSuite, Intacct and others.

Expenses

Do you have to assign a card to an employee in order for them to be able to submit expenses? Or can they submit expenses they've paid for on their personal cards?
Both options are possible. Users can use Expensify to track, code, and submit company card expenses and expenses made out of pocket. If you're interested in reporting company card expenses, join our company card webinar! Feel free to direct your users to our Day 1 with Expensify for Submitters guide for more information on how to submit their expenses.

I didn't get what is "tag" for? What is the purpose?
Tags and categories are two fields available for coding your expenses. If you integrate an accounting package then fields like Locations, Projects, and Departments can be imported into the Expensify tags.

Managing People

Where do you invite employees to signup?
You can invite users from your Settings > Policies > [Policy Name] > People either directly or by sharing the Policy Joining Link with your users.

If you change the approval workflow, does it update existing expense claims?
Approval workflow updates do not apply retroactively. Any changes will only apply to reports submitted after the change. Reports part way through approval will continue down the previously set approval workflow.

How do you add a second level of approval in Advanced Approval?
Feel free to look at our detailed example here. If you have any trouble setting up a second level of approval, please send us a message at [email protected]!

Billing & Ownership

How are accountants billed/charged?
Accountants frequently create separate policies for their clients and pay for their use. Billing can be found under Settings > Your Account > Billing & Subscriptions. The monthly bill will be split up by policy allowing accountants to easily track and bill clients for Expensify use.

Integrations

Can you show how this integrates with QBO
This webinar does not go into the detail of setting up a QBO connection, but feel free to take a look at this set up guide for more detail!

Can you give an example of using the bill.com interface and what it would be used for?
A detailed guide for setting up a connection with Bill.com can be found here. The porpose of this integration is to allow admins to reimburse users via Bill.com. However, you may find it easier to reimburse directly via Expensify using our ACH direct deposit reimbursement.

Advanced

Can you set multiple default report title? For example, one for expense reimbursement and one for credit card reconciliation?
Only one default title can be set at a time, but if it is not enforced then users can modify it as needed.

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