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Deep Dive: Best Practices for Creating and Sending Invoices

Victoria O'learyVictoria O'leary Expensify Success Coach - Admin Posts: 83 Expensify Team
edited September 21 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.


In order to get your invoices paid, you'll have to add your paypal.me link to your Expensify account:

  • Log into your Expensify account by going to www.expensify.com. This is currently not available on the mobile app
  • Navigate to: Setting - Account - Payments
  • Scroll down to Alternative Payment Accounts
  • Add your unique PayPal.me link and select Update

If you are in the United States, you may also want to consider adding your mobile number as a Secondary Login to receive payments via Venmo.

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!

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:

Your Invoice

Now that we've understood the key features of the Invoice, let's see how to best use Invoices within Expensify.

Please note: we've built our Invoices to suit our customers across the globe, so the fields you see on your invoice will change depending on what the currency of the Policy is.

For example, if your Policy currency is NZD, we will show you the GST Number and Supplier Address:

But if your primary Policy currency is CAD, we will show you the Business Number and Supplier Address:

You can change your Policy currency at any time Settings > Policies > Group 

[Policy Name] > Reports > Report Basics, which will change the fields that are shown to you.

Additional Information

If you require additional information which there is no field for, we'd suggest adding this into the Report History and Comments section, which will be visible for both you and the invoice receiver to see in Expensify, and if you send the report via PDF.

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.

Please note: You cannot pay an Invoice to yourself, so you will not see a "Pay" option if you have created the Invoice and sent it to yourself for payment.

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!

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