Guidance Needed on Expensify Reports for UK Staff

STML

Hello,

My company has a single domain on Expensify, with 2 policies. One policy is for US staff (in USD denomination). The other policy is for UK staff (in GBP denomination). Staff in both countries have Expensify Cards.

I have been trying to sort out the set up issues for the UK staff.

At the moment, their cash expense reports (reimbursable expenses) are exporting to Quickbooks Online correctly, and in GBP (however, I still need to go into QBO to add a USD exchange rate manually).

But I noticed that when their expense report contain Expensify Card transactions (which are not reimbursable expenses), those transactions are excluded from the exported report in QBO, and only the reimbursable expenses are exported. (Their expensify cards continue to be reconciled daily with our US bank account.)

Given the limitations of Expensify and/ or Quickbooks Online, should I:

1) Have the UK staff submit separate reports for cash and Expensify card expenses, while keeping the UK staff in the GBP policy only?

2) Or should I place the UK staff in both USD and UK policies, and have them submit reports separately? That is, use the USD policy for Expensify Card and use the GBP policy for reimbursable expenses?

Or is there another solution?

Thanks in advance!

Nicole Mendonca

Hey @STML - thanks for reaching out!

As a start it would be great to have some Report IDs so we can best troubleshoot. Feel free to share those here, and if we need to get into more nitty gritty details we can take this conversation over to in-app chat, or email ([email protected]).

Thanks!

STML

Hi Nicole!

Do you mean this - 60825455?

Thanks!

Sandra

Sonia Liapounova

@STML Thanks for the report ID! I took a look and it appears that both the reimbursable and the non-reimbursable expenses exported. Could you try going into the report, scrolling down to the Report History & Comments section and clicking on the "View non-reimbursable expenses". This should take you to QuickBooks and display the non-reimbursable expense that was exported from this report.

If you still can't find it, let us know!

STML

Hello,

Thanks for showing me that link. When I click on it, it takes me to the following expense, which is in the Expensify Card Liability Account. That's where all Expensify Card transactions go initially, yes, before they are reconciled?

The non-reimbursable expenses are exported correctly to the Accounts Payable account.

STML

Here is a screenshot of the non-reimbursable expenses, as they appear in QBO.

Nicole Trepanier

@STML Can you clarify the reason you are exporting these as vendor bills rather than credit card expenses? The reconciliation works when you export as credit card expenses, because they will offset the export to the liability account.

STML

Nicole, to be honest, I have no idea what the best set up is for Expensify.

With the exception of the changes which I've made since 1st July 2019 (my start date), everything else was inherited from my predecessor.

STML

And the Expensify card is a recent thing. So, maybe that's why it's exporting the way it is?

Nicole Trepanier

@STML Vendor bills is an okay option but Credit Card export is the cleanest option and works best for reconciliation. I recommend switching to credit cards in your Expensify configuration and testing out an export. It may make your job a little easier if you make the switch.

STML

Hi Nicole

Will using a credit card export solve my initial problem? (I feel we got sidetracked and I am not following the conversation, unfortunately.)

Will using a credit card export apply to expense reports that originate from a GBP denominated policy and that combine reimbursable (cash) and non-reimbursable (Expensify card) expenses?

Finally, how do I switch to a credit card export?

Thanks!

Al Garces

You can edit the configuration settings by navigating to Settings > Policies > [Policy Name] > Connections > QuickBooks Online and click Configure. There you can change the export settings for non-reimbursable expenses to Credit Cards.

You can find more detailed information about exporting to QuickBooks Online here.

This export option is the best for Expensify Card expenses. To address your other question, are you trying to group your employee's expenses into a single report? If yes, enable Scheduled Submit at the Policy level.

STML

I'm not trying to group the employee's expenses into a single report. The employee is submitting reimbursable and non-reimbursable expenses in a single report.

Could someone from the Expensify Team please read this entire chain of messages and propose a clear and precise solution?

I feel that with each message, we are moving further and further away from my original questions/ issues....

Many thanks!

Victoria O'leary

Hi @STML

Since things are getting a little misunderstood along the way, and we're looking at the specifics of your account setup, I think it might be helpful for you to reach out to us at [email protected]. We will be able to help you out with real-time 1-to-1 support there and we should be able to get you back on track in no time!

Cheers!