Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, you can configure various settings to suit your needs.

You can manage expense rules and distance rates at the workspace level. The following expense-level settings are customizable:

Violations: Flags employee expenses that fall outside of workspace preferences.
Preferences: Configure reimbursable and billable settings for submitted expenses.
Distance: Set reimbursable mileage rates for yourself or employees.
Time: Define an hourly billable rate for time-based expenses.

Expenses

A Workspace Admin can customize the following rules at the expense level:

Max Expense Age (Days)
Max Expense Amount
Receipt Required Amount

If an expense is submitted outside these parameters, Expensify automatically flags it as a violation and alerts both the expense creator and reviewer for correction.

More details on violations can be found here.

Reimbursable Expenses

A cash expense refers to any manually created expense or receipt uploaded for SmartScan—it does not indicate payment with physical cash. The most common alternative is credit card expenses, which are imported from a connected card or bank.

There are four options for cash expenses:

Reimbursable by default – Cash expenses are reimbursable but can be marked as non-reimbursable.
Non-reimbursable by default – Cash expenses are non-reimbursable but can be marked as reimbursable.
Forced always reimbursable – All cash expenses are reimbursable without the option to change.
Forced always non-reimbursable – All cash expenses are non-reimbursable without the option to change.

Billable Expenses

Billable expenses refer to costs that must be rebilled to a client or vendor. To configure billable expense settings:

Go to Settings > Workspace > [Workspace Name] > Rules > Preferences
Choose the best setting:
- Disabled – Expenses cannot be marked as billable.
- Default to billable – Expenses are billable by default but can be marked as non-billable.
- Default to non-billable – Expenses are non-billable by default but can be marked as billable.

If your Group Workspace integrates with Xero, QuickBooks Online, NetSuite, or Sage Intacct, you can export billable expenses for invoicing. Configure this under the Coding tab in the connection settings.

eReceipts

Expensify generates eReceipts, which are digital replacements for receipts of $75 or less for credit card transactions.

Enabled – Expensify will generate eReceipts for all US-based card transactions up to $75.
Disabled – No eReceipts will be generated.

Note: Expensify does not generate eReceipts for lodging expenses.

Secure Receipt Images

You can control receipt visibility under Public Receipt Visibility:

Enabled – Receipts are publicly viewable via URL, even by non-Expensify users.
Disabled – Only logged-in Expensify users with access can view receipts.

Distance Rates

To configure distance-based expenses:

Head to Settings > Workspace > [Workspace Name] > Distance Rates.
Select whether you want to track miles or kilometers.
Set the default category for distance expenses.
Click Add a Mileage Rate to define custom rates.
Set the reimbursable amount per mile or kilometer.

Note: If a mileage rate is toggled off, users cannot select it when creating new distance expenses. If only one rate is available, it remains active by default.

Track Tax on Mileage Expenses

If tracking tax in Expensify, you can enable tax tracking for distance expenses under Settings > Workspace > [Workspace Name] > Taxes.

Once tax is enabled, you will see a Track Tax toggle in the Distance section. When enabled, you must enter:

Tax Reclaimable On (what portion of the expense is taxable)
Tax Rate (percentage of tax applied)

Note: Expensify does not automatically track cumulative mileage. To track per-employee mileage, consider creating a mileage report using custom export formulas.

Time Expenses

Track time-based expenses for billing clients or processing employee stipends.

To enable time tracking:

Navigate to the Settings > Workspace > [Workspace Name] > Time.
Click the toggle to enable time-based expenses.
Set a default hourly rate.

Users can then log time-based expenses via the Expenses page.

Concierge Receipt Audit

Concierge Receipt Audit provides real-time compliance checks on receipts submitted by employees. It detects potential issues before expense reports are submitted for approval, ensuring accuracy and reducing manual oversight.

Benefits of Concierge Receipt Audit:

Flags risky expenses automatically, reducing manual review time.
Provides detailed audit notes on every report.
Included at no extra cost with the Control Plan.
Offers a structured review process with clear next steps.

Note: Reports with audit alerts require a Review & Accept action before approval.

FAQ

Why do I see eReceipts for expenses greater than $75?

Expensify generates eReceipts for Expensify Card purchases of any amount in the following categories:

Airlines
Commuter expenses
Gas
Groceries
Mail
Meals
Car rental
Taxis
Utilities

Why didn’t my mileage rate update to the latest IRS rate?

Expensify does not automatically update mileage rates based on IRS guidance. A Workspace Admin must manually update or create a new rate to reflect changes. This allows global customers to control rate adjustments and communicate changes internally.

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Expense Settings