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Deep Dive: Best Practices for Creating and Sending Invoices

Victoria O'learyVictoria O'leary Expensify Success Coach - Admin Posts: 79 Expensify Team
edited August 4 in Deep Dive Docs

When setting up your Expensify policy for invoicing, there are options that can be enabled to tailor invoicing to best suit your business needs. So let's take a look at these options and how to use them!

Set up invoicing on your policy

Invoicing settings can be found by navigating to Settings > Policies > Group > [Select Policy] > Invoicing if you are using a group policy, or Settings > Policies > Individual > [Select Policy] > Invoicing if you are using only your personal policy and will look like this:

What are each of these options for and how do you use them? Let's take a look.


By clicking the "Secondary Login" link, you will be redirected to your Account Details page where you will be able to add and verify your mobile number as a Secondary Login:

Once this is added you will be able to send invoices and receive payments through Venmo!

Company Details

Want to personalise your invoices? You've come to the right place! Just click "Upload Your Logo" and select your logo file:

Invoice Notes and Payment Instructions

If there's some default information that applies to most of your Invoices, this is where you'll add it. This might specific payment instructions if you have a preferred payment method or general information. Don't worry, these notes can be overridden if they don't apply to all invoices.

Default Mark Up

If you want to add an additional fee, such as an invoicing fee, for your billable expenses, you can do that right here. The fee will be percentage based and you always have the option to override this within an invoice if you don't want it to apply to all invoices:


If you have specific purchase numbers you want to include in your Invoices, enable this feature and a Purchase Order Number field will appear:

Your Invoice

Now that we've enabled all the above features, let's see how they appear on your Invoice:

You can also make a couple of other adjustments within the Invoice itself:

Sending an Invoice

Once you are ready to send your Invoice, you will see you have the option to add a Memo and a Due Date to make sure the payee has all the information they need to get the payment to you:

Receiving an Invoice

So you've received an Invoice and you're ready to make payment? Easy peasy! If you receive an Invoice that requires payment, we'll let you know through your Expensify Inbox:

You'll also receive an email notification (if the recipient doesn't have an Expensify account, not to worry - we'll email them a PDF of the Invoice and I link so they can access it through Expensify if they like).

The Invoice will appear like this and you will have the option to "Pay" or "Reject":

Paying an Invoice

Payment can be made via Venmo, through Expensify via ACH or outside of Expensify:

Once payment is made, the status of the Invoice will be updated to "Paid" on both the recipient and the senders end.

Exporting your Invoices to an Accounting Integration

At the moment, this is only available through the NetSuite integration, but we'll be rolling this out across our other integrations shortly, so watch this space!

How to: Export Invoices to NetSuite

Related articles:

How to: Create and Send Invoices

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