Deep Dive: Determining the settings that work best for your needs

Stevie LaFortune
Stevie LaFortune Expensify Team, Expensify Student Ambassador Posts: 240 Expensify Team
edited June 2021 in Deep Dive Docs

There's a bit to consider when setting up your Expensify account for successful reporting.

  1. What type of expenses do you have - Reimbursable or not? Billable or not?
  2. How are the purchases made - Company Card, Personal Card, Cash?
    1. All transactions that are not imported directly with a credit card are considered a cash transaction. This includes per diem, mileage, and time expenses.
    2. Credit Cards that are added under a user’s personal setting are also defaulted to import as reimbursable, which can be updated by the user in their personal settings.
  3. Will your users have transactions in multiple currencies - what currency should the reports be in? 
  4. Will you be reimbursing employees - with our ACH feature or outside of Expensify?
  5. How often should reports be submitted - Daily, Weekly, Monthly?
  6. How often will you reimburse - Daily, Weekly, Monthly?
  7. What will your report approval workflow look like?
  8. Will you export to an accounting system - Do we have an integration connection to your accounting software or will it be Indirect?
  9. Do you have an Accountant that will be managing your account?


Consider Company Cards:

One of the biggest considerations is if your company doesn't currently have company cards, should they?? It definitely might be worth the effort now, saving you a ton of time going forward!

A benefit to company cards is not having to front the funds for company expenses, and domain admins will have full control and insight into all cards and transactions.

Check out our Expensify Card, Best Practices as well as the Approved! Banks for more details.

Domain Control:

Alright, now that you've decided if company cards are something you're interested in or not, will you also need access to Domain Group settings? This will help you decide if the Collect or Control plan is right for you.

Control Plan:

Check out Deep Dive: Understanding policy types

The Collect plan is for those that want to automate receipt collection or reimbursement to simplify accounting and bookkeeping.

If only one person will need to approve expenses and you don't have company cards - the Collect plan will probably do the trick. Also, consider if you are connecting with an accounting system; QuickBooks Desktop, Xero, and QuickBooks Online are all available with the Collect policy.

The Control plan is designed for companies that need expense reporting, stricter card management, multiple people approving reports, and reimbursements.

This is a more robust plan than the Collect plan, included additional features are -

  • GL account codes and advanced accounting export
  • Flagging for expenses that violate your expense policy or category rules
  • Multi-level approval workflow
  • Advanced security and control

Related articles:

Have a question or want to know more? Start a discussion here!