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How-to: Import and assign company cards from CSV file

Sheena TrepanierSheena Trepanier Expensify Success Coach - Admin Posts: 1,391 Expensify Team
edited May 20 in How-to Docs

Learn how to import a bank transaction file and assign the expenses to a domain member in Expensify.

Note: Importing and assigning company cards from a spreadsheet requires a Group policy and the Domain Admin role.

If your company card program isn't supported via a direct connection, you still have the opportunity to centrally manage CC expenses! Now, this can be accomplished by uploading the transaction spreadsheet within your Domain.

Admins can follow the steps below to upload a spreadsheet:

  • Download a CSV file from your online bank account. Note: You may need to do some additional formatting in your spreadsheet program before importing it. Formatting tips are at the bottom of this article!
  • Configure your spreadsheet layout settings including account number (the 16 digit credit card number, but you can mask up to 12 characters) and the yyyy-MM-dd date format. Make sure also to include a column with the currency listed.
  • Log into Expensify using your preferred web browser  
  • Head to Settings > Domains > [Domain Name] > Company Cards
  • Click Upload Spreadsheet
  • Pro tip: You can save your layout settings to reuse the next time you upload a spreadsheet from the same bank by selecting “(New Layout)” from the Saved Layouts dropdown.
  • Map your spreadsheet columns to the account, merchant, date, amount, and currency fields. These are pre-set requirements; optional mapping includes category and tag.
  • Double-check your import preview and when it looks good, click Add Expenses to finish the import.
  • Your import takes about one minute to load and you’ll see a small prompt letting you know.

Assigning a CSV of CC expenses to a domain member

Assigning credit cards imported from a spreadsheet to domain members functions the same as assigning imported credit cards. From the same Company Cards page as the previous step, follow the instructions below. 

  1. Select the CSV file you uploaded from the Imported Card dropdown,
  2. Click the Assign New Cards button,
  3. Enter your domain member’s email address,
  4. Select their card and click the Assign button.

The expenses will import into the assigned employee’s account and they will be able to add receipt images, apply needed coding, and report them like other CC transactions. 

Resource files

**File formatting tips**

  • Card number filled to 16 digits with Xs (e.g. 543212XXXXXX12334)
  • Amount column(s) must be in number format (not currency format and no currency symbols)
  • Currency column(s) uses currency code (e.g. USD, GBP, EUR)
  • Date column(s) must use YYYY-MM-DD format.

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