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Default Department Assignment

terribterrib Expensify Customer Posts: 4 Expensify Newcomer


I am new to Expensify and was really surprised to see that employee expenses don't automatically default to their assigned department. This seems like a really basic feature that all expense tools have. Seems inefficient to have every employee create their own rule for department default. Would be preferable to allow accounting to dictate this assignment. Major gap in my opinion.

1 votes

Gathering use cases · Last Updated


  • Amanda DeWittAmanda DeWitt Expensify Success Coach - Admin Posts: 58 Expensify Team

    Hey there!

    If you use either Sage Intacct or NetSuite with Expensify, both of these integrations currently support Employee Defaults. This would allow the accounting platform to dictate what is entered based on the employee upon export.

    More information on this can be found here:

    Intacct Employee Defaults

    NetSuite Employee Defaults

    If you are not using either of these integrations, the only way to have expenses default to particular coding, would be for each user to set up their own Expense Rules.

  • mbathelmbathel Expensify Customer Posts: 9 Expensify Newcomer
    I agree it would be great to select a department within Expensify for employees.

    I think the integration only works if we have the employee time and expense module turned on within Intacct. I could be wrong, but I imagine many companies likely do not subscribe to this module within Intacct. 
  • Ben FitzBen Fitz Expensify Team Posts: 104 Expensify Team
    Hey @mbathel

    I'm curious — what would be the reasons for a company deciding against using the Time and Expense module within Intacct? Any information you could share here would be useful — thanks!
  • mbathelmbathel Expensify Customer Posts: 9 Expensify Newcomer
    Hi Ben,

    The Time and Expense module is an add-on that my company did not purchase, so departments do not sync to Expensify for each employee from Intacct.
  • ChrisTHAChrisTHA Expensify Customer Posts: 2 Expensify Newcomer

    Ben, that module is only useful if you are using Intacct’s native project billing features. If you do not need that functionality or so it manually then there is no need for the module.

  • Cortney OfstadCortney Ofstad Expensify Success Coach - Admin Posts: 90 Expensify Team
    edited February 18

    Hi @mbathel and @ChrisTHA!

    Thanks for the additional context! The Time and Expenses module is not a requirement to use the integration, but the employee default option will only with with employee records. The reason for this is vendor records don't have defaults in Intacct.

    In regards to setting up defaults in the People section in Expensify, this is not something offered at this time, as Intacct offers that functionality on their side on employee records. Once the defaults are added in Intacct, they will be applied to expenses/reports upon export from Expensify.

    If you have any other questions or need anything else, please let me know!

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