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Adding expenses to different Policies

sid_vermasid_verma Posts: 2Expensify Customer

I have to capture expenses for 3 different business units (BU). I have setup each business unit as a separate policy. At the end of each week, Expensify is setup to automatically close the report and upload to Quickbooks Online.

The way it currently works, depending on which BU the expense is for, on my phone, i go to Account > Settings > Policies... and select the correct one. I then take a photo of the receipt after which SmartScan does its magic.

What I am hoping to achieve is to make this even simpler.

Is there a way in which, I open the app, take a photo of the expense/receipt... and then in additional information... i use the drop down menu to select the relevant policy. This would make my life so much easier!!!!

(Unless ofcourse there is a better way to capture these expenses that get uploaded to the correct BU automatically)


  • Sheena TrepanierSheena Trepanier Expensify Success Coach Posts: 1,992Expensify Success Coach - Admin Expensify Success Coach

    Hi @sid_verma, thanks for posting and providing really wonderful context for everyone.

    There isn't a way to choose the policy after taking a picture of a receipt, but a close second would be to select the report the expense goes on.

    That would work like this:

    1. You create a report for each policy (BU),
    2. You snap a photo of a receipt and click "Add details",
    3. Then "More options",
    4. In the Report dropdown, you select the report that corresponds with the policy (BU) the expense is for.

    If you use the above method, you can snap photos in batches, doing the receipts for one policy (BU) at a time. The report you select with the first receipt will be the "sticky" report future receipts will automatically be put on. This way, you only need to set the report for the first receipt in a batch, which should save you considerable time compared to changing the policy for each expense.


  • sid_vermasid_verma Posts: 2Expensify Customer

    Thanks for your response.

    Each of my policies are setup in such a way that they sync with different QuickBooks Online Companies weekly. By doing what you are suggesting, how will it ensure that that doesn’t change.

    I also find that batch photo taking prone to inefficiency as I’d rather that the photo as and when the receipt / expense occurs.


  • Sheena TrepanierSheena Trepanier Expensify Success Coach Posts: 1,992Expensify Success Coach - Admin Expensify Success Coach

    Hi @sid_verma, as long as the report is tied to the correct policy and coded with the categories and tags that match that policy, it will export to QuickBooks Online successfully. Switching the report on the expense when uploading shouldn't interfere with your integration.

    You can still upload receipts and change the report on each instead of batch uploading, that's no problem. Whichever you prefer should be the workflow you go with.

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