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Definition of Expensify Terms

Leslie RodriguezLeslie Rodriguez Expensify Customer, Expensify Team Posts: 43 Expensify Team

Review of Important Terms in Expensify

Account

Your account houses all of your information associated with Expensify. You access your Expensify account by logging in with your email and password at expensify.com. You’ll manage all of your clients through one Expensify account.

Categories

A category in Expensify is used to allocate expenses to the appropriate expense account. Categories are typically synonymous with the Chart of Accounts in the system you’re using for the general ledger.

Concierge

Concierge helps you and your clients automate the entire expense reporting process. It can create expenses, submit completed reports, and guide you through the approval and reimbursement process. It can also detect duplicate receipts, ensure accurate exchange rates, and confirm the accuracy of each transaction. The more you and your clients interact with Concierge, the better Expensify understands your goals. In other words, the less you like expense reports, the more you’ll like Concierge. Feel free to reach out to [email protected] for help anytime!

Domains 

The Domains tab in Expensify is where you assign and manage Company Cards. If you need to control access or configure restrictions for users whose email ends in that domain, you have the option to verify the domain. However, verifying a domain is not required for assigning company cards.

Features available after claiming a domain:

  • Company card management

Features available after verifying a domain:

  • Consolidated domain billing (one billing owner for all of your client policies)
  • Fine-tuned user restrictions through Domain Groups
  • SAML (SSO)

Inbox

The Inbox is where you’ll create and configure your Expensify account and policies, then complete any report-related tasks that require your attention. Need to approve a client’s expense report? Forgot to reimburse a client’s employee? Inbox will remind you in one place with a nice and tidy to-do list.

Partner code

Every partner is given a code that’s used to track activity and apply a discount across their clients using Expensify. The partner code should match your Expensify login email (for example, if your email is [email protected], your Expensify code will be [email protected]) and be applied in the Payments section (Settings > Account > Payments) of both your account and the accounts of any clients paying Expensify directly.

Policy

A policy in Expensify is the backbone of any client/company setup, and it’s where you’ll: 

  • Create expense-level rules (max amount, $ threshold for receipts, etc.)
  • Set a reporting frequency and home currency
  • Manage integrations (accounting, HR, travel, etc.)
  • Invite a client’s employees
  • Define an approval workflow
  • Configure reimbursements

Every client in Expensify must have at least one policy, as that’s the framework on which reports are submitted, approved, and reimbursed. While rare, there are scenarios when a client may need more than one policy. This comes in handy if a client needs a different set of categories or tags for different departments, or if the client needs a different set of expense rules for an additional entity.

Tags

Tags are additional coding dimensions beyond a client’s Chart of Accounts, such as customers, locations, projects, and cost centers. With Expensify’s direct accounting integrations, tags are populated in Expensify based on the dimensions found in the connected accounting package.

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