Day 1 with Expensify (Admins and Accountants)
The below steps will walk you through how to set up a new Collect or Control policy for your company if you are just beginning with a new Expensify account.
Looking for a live overview of the Policy Admin role, company policy management and administration? Please register for our free Admin Onboarding Webinar here! To dive right in and set up a free trial of Expensify, head here and refer to the steps below.
Wait, but I already have an account. I just need to create a new policy for our team/company!
If you already have an existing company and simply need to add an additional policy to your company or organization, you will want to log into the billing owner's account, go to Settings > Policies, and click the "New Policy" button to create an additional policy. Alternatively, you can choose to duplicate a policy if you wish to create one with similar settings.
Ready to create your first policy? Here are the steps to get started!
- Create your first policy with Concierge
- Connect your accounting system
- Add a withdrawal account
- Save time with automatic report processing with Concierge
- Remember that Inbox
- Learn about SmartScan and [email protected]
- Guide your employees to Day 1 for Submitters to get started
️Create your first policy with Concierge
Upon creating an account, you will see the below screen from your Inbox that will lead you through your Group policy setup. (Not sure which Group policy you need? Check out our pricing page which will show a comparison of all our policy features!)
You'll want to select Collect or Control if you are a manager or accountant. This will make you the Policy Billing Owner of a Group policy and Concierge will walk you through the setup for your company/group. You'll also be able to invite employees that will report on this policy. (Don't worry, you can invite more employees later!)
Are you just submitting your receipts to someone else? You'll want to choose the Submit Receipts option to configure your line-manager/accountant in your Settings > Policies > [Individual Policy Name] > Reports > Report Basics settings.
Connect your accounting system
We offer direct integrations with the following:
- QuickBooks Online
- QuickBooks Desktop
- NetSuite SSO
- NetSuite TBA
- Sage Intacct
- FinancialForce (FFA and PSA/SRP)
If you don't see your accounting package listed, we also offer custom accounting templates so you can export exactly what you need from Expensify.
Note: If you only selected a Collect plan, you'll need to upgrade in order to connect to every option available!
Add a withdrawal account
If you're a US customer, you'll love our ACH reimbursement. Pay employees back in as little as one business day with rapid reimbursement! Outside the US? You'll just mark those reports as "reimbursed" when they're paid externally.
️Save time with Automatic report processing with Concierge
Hold it — let Concierge do all the work for you. With Concierge, the reporting process can be totally automated. We can report, submit, approve, and/or reimburse on your behalf to save you and your employees time!
️Remember that Inbox
When you log in, this is where you will go to see your "to-do" list from Concierge for any reports that require action. Need to approve a report? Forgot to reimburse an employee? We've got it all nice and tidy in a handy list here.
Your Inbox tasks are also available to you on your mobile device. You can go through policy set up tasks or complete your "to-do" list from the palm of your hands.
Some F️inal Suggestions!
Guide your employees to Day 1 for Submitters so they can get started using Expensify!
For a live overview of the Policy Admin role, policy management and administration, register for our free Admin Onboarding Webinar!
If you can't wait for a live webinar, you can watch a previously recorded session here.
Have a question or want to know more? Start a discussion here!