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Custom Accounting Policy Overview

Cortney OfstadCortney Ofstad Expensify Success Coach - Admin Posts: 85 Expensify Team

Looking to Integrate with the following Accounting Solutions?

  • Dynamics (All Versions)
  • SAP 
  • Sage (All Versions) 
  • Oracle 
  • MYOB 

Please follow the instructions below on how to import your chart of accounts below! 

Looking for live admin training? Please register for one of our free webinars here

What is a policy?

A policy is where you can set company rules, import coding from your accounting solution, and invite your employees. In the policy you will also be able to customize your company's approval workflow.

You can set up multiple policies at no additional cost if you need to segregate users for reasons such as different home currencies, or if you have a group of employees that have varying coding requirements versus another group of users. Think of a policy as a way to group employees.

Overview

This tab allows you to name your policy (typically this is the name of the company or a department) and shows you who is the billing owner on your company account.

Expenses

By enabling violations in the expenses tab, you can set the following rules for employees that are submitting reports. Keep in mind that if an employee violates these rules we will notify them when the employee attempts to submit a report and we will flag the expenses for required auditing during the approval process. 

Max Expense Age — how old an expense can be on a report

Max Expense Amount — how large a single expense can be

Receipt Required Amount — the minimum threshold for requiring receipt images

Reports 

In the reports tab, you can set the home currency of employees tied to the policy

Scheduled Submit will auto-create reports for employees and submit the report if it's fully compliant with the rules you have set in the policy. at a frequency of your choice. If set to "manually" we will only automatically create a report for employees when new expenses come in (both cash and company card) but the user will be responsible for submitting the report manually.

Categories 

Go to Admin > Policies > [Select policy name] > Categories in order to add categories individually:

On the mobile app, tap the three bar icon and navigate to Settings > Categories. Then click the + icon in the upper right corner:

Adding Categories via a Spreadsheet:

1. Create the spreadsheet of these accounts and save this as a CSV file.

  • One column (column A) should be the user-facing account name (the "category" the user will select on their edit screen. 
  • A second column (column B) can have the GL number associated with the account.

2. Upload this file into the Categories section of the Company Policy (Admin > Policies > [Policy Name] > Categories). Here's an example of how to do this:

Which will then show up in the category drop-down list like shown here, with the text before the colon showing up as the category header (which will not be selectable):

️Tags

Adding tags is easy! Go to Admin > Policies > [Policy Name] > Tags. You can choose to add tags one by one, or upload them in bulk via a spreadsheet.

Renaming the Tag Field

You can change the name of the "tag" field heading to something more descriptive so users know exactly what they are selecting when they edit expenses. Note: if you have your accounting system linked with Expensify, you will not have the ability to rename your tags.

To do this, go to the Admin > Policies > [Policy Name] > Tags and enter in the desired text:

Users will then see this appear in their expense edit screen. (If this is not re-named, the default will remain "Tag".)

People 

Use the People tab to invite new employees to join your company policy. Check out our Approval Workflow options after you have invited your team:

Export Custom Reports

Here you will find guidance on how to create a custom CSV or XLS spreadsheet file for further review and organization outside of Expensify, or for an import into your accounting or HR system. If you're using an accounting system that we don't directly integrate with (such as Oracle or Dynamics), this will be the perfect solution.

Links for creating a Custom Export Template:

In your Expensify account, start by opening an approved report — or select an entire batch of reports from the Reports page. Then click the “Export to” button and choose the pre-configured export file.

Domain Control

️Company Cards

Go to Domain Control > Company Cards > Import Card/Bank to add company cards. Once your cards are added, assign them to employees and set the transaction start date! Check out a short video on this here!

Add A Billing Card

At the completion of your trial, the policy owner will need to add a billing card for your company to continue using Expensify. Navigate to Settings > Account  > Billing to add this information!

Group Policy Payment

You can also always tell whether your Group policy is configured for Collect or Control based on the Mailbox icon (Collect) or the Shield icon (Control).

  • Collect policy is ideal for small groups who only need basic features such as expense approvals, reimbursement, and integration options. Collect policies are $5/active user on the Annual Subscription, or $10/active user on the "pay as you go", Pay-per-use option. (Billing also available in GBP, AUD and NZD)
  • Control policy is the most popular option. For a much deeper level of control and policy configurations, a Control policy offers multi-stage approval workflows, corporate card management, integrations, and more. Control policies are $9/active user on the Annual Subscription, or $18/active user on the "pay as you go", Pay-per-use option. (Billing also available in GBP, AUD and NZD)

All subscriptions are managed from the Settings > Policies > Group page under the Subscriptions dropdown. 

Support

As questions come up, be sure to reach out to our Success Coach team. In order to do this please click on the message icon in the bottom right corner, and then click New Message:

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