Day 1 with Expensify (Admins and Accountants)

Maddy Lewis
Maddy Lewis Expensify Team, Expensify Student Ambassador Posts: 120 Expensify Team
edited July 2021 in Deep Dive Docs
This post will cover getting started with Expensify for Admins and Accountants using a Collect or Control plan.

When you set-up your Expensify account on Day 1 you were prompted to enter either Business or Individual. If you chose Business, you were introduced to a ton of really cool features to set you (or your clients) up for success such as Bill Pay, Invoicing and Expensify Card!

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. 

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
  • Guide your employees to Day 1 for Submitters to get started
Now let's go over these steps in more detail!

Create your first policy with Concierge

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: 

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.

During your free trial period, you'll see 'Watch Demo' 'Call' buttons on some Inbox tasks in the Expensify web app. Please feel free to avail yourself of both. 'Call' will trigger one of our Inbox Guides to phone you and help you get set up!

Some F️inal Suggestions! 

Learn about SmartScan and - Your employees will rely on these handy features for quick receipt management.

Guide your employees to Day 1 for Submitters so they can get started using Expensify!

Watch the webinar: