FAQ: Everything you need to know about Bills and Expensify
Questions about receiving a bill
Can I forward a bill to myself (or have a bill forwarded from a teammate)?
Yes, you have the option to forward the email of a bill sent to you to [yourdomain.com]@expensify.cash. You can learn more about the options to create a bill here.
What if I want to forward a bill to my @expensify.cash email address, but I want it to be created on behalf of my vendor?
This is also possible! In order to do this, you can enter the vendor's email address in the subject line of the forwarded email. This will create an account for that vendor if one does not exist, and otherwise create the invoice in the vendor's account if the account is active.
What email address should I give my vendors/suppliers to receive bills in Expensify?
You'll want to give your vendors/suppliers the domain at the end of your email address.
Example, if your domain is "example.com" your billing email is "[email protected]", include the .com/.gov/.io/etc
Can I add bills to my account or does a bill need to come from a supplier?
Yes, there are three methods to create a bill in your account.
1) Ask your vendor to email all bills to you in Expensify.
2) Manually create a bill from the Reports page of the web app.
3) Foward a bill you receive to [yourdomain.com]@expensify.cash.
Check out this support article with details about these options.
Who is the primary contact for the bills?
It's the email address listed at Settings > Domains > [Domain Name] > Domain Admins.
Do I need to have a private domain to receive my bills in Expensify?
A private domain is required.
Does my vendor/supplier need an Expensify account?
We will automatically create an Expensify account for your vendor against their email address when they send a bill to you at [yourdomain.com]@expensify.cash.
You can learn more about how to pay your vendor here.
Can a vendor send me a bill for any amount?
Yes - assuming your vendor isn't billing you for a million dollars! 💰
There is no minimum or maximum amount that can be paid in Expensify.
Questions about creating or deleting a Bill
Creating a bill from the Reports page of the web requires an email linked to a private domain and a connected business bank account.
If you don't see the Bill option in the drop-down list and you are using an email linked to a private domain, connect a verified bank account at Settings > Account > Payments.
How can I retract/delete a bill?
As long as the corresponding Invoice has not been approved and/or paid by the recipient, you will see an Undo Submit button on your Bill. Click this button to retract the bill back into the Open state to edit or delete it.
If the corresponding Invoice has been approved then the recipient can Unapprove and then Reject the Invoice which will allow the submitter to delete the Bill.
Questions about paying a Bill
How do I pay a bill?
Click the Pay button in the upper left corner of a bill. Check out this support article with information about paying an invoice and bill.
Can I pay a bill that has a non-reimbursable expense on it?
The answer is no. You can never pay any report type that is non-reimbursable because non-reimbursable = non payable.
Why can't I pay an invoice?
You can pay the bill.
If you have an invoice in your account that looks like this, it's because there is a bill associated with that invoice. Click the button at the top of the invoice to be redirected to the bill. You can Pay the bill.
How is my vendor paid?
Any vendor with a US bank account can be paid with credit/debit card or an ACH bank-to-bank transfer. If your vendor elects to not connect a bank account, Expensify will send a physical check to the vendor. The estimated delivery for the check is 5-7 business days.
More details about this here.
When will I get my payout?
Invoice payouts happen on a weekly basis, but the timing for when you may see a particular deposit will vary depending on whether your customer paid with a credit card or via ACH transfer. In general, ACH transfers may take up to 10 business days.
I received a payout deposit in my bank account but I don’t understand the amount.
The payout you receive is a sum of your week’s paid invoices minus the processing fee associated with credit card payments (2.9% +.30 cents per transaction). Feel free to contact [email protected] if you have any questions on a particular deposit.
When I pay the bill, where does it go?
After a bill is paid, it will be in a Paid state and searchable on the Reports page. It's always an option to export the bill to your connected accounting software.
Will you cover any late fees for the bill arriving after it was due?
No, we won't cover any delayed payments.
Questions about approval workflow/sharing a Bill
The bill must be approved by my finance team before it's paid, what's the approval workflow like for bills?
Great question! The bill will automatically follow the approval workflow for the primary contact who received the bill.
With each approval, it will be available for review from the Inbox. The final approver can click the Pay button at the top of the bill to pay it.
I just noticed the bill I received from my vendor/supplier is incorrect. How do I edit the bill?
Reach out to the vendor.
You'll want to reject the bill in Expensify, reach out to the vendor/supplier and request a revised bill be sent to [yourdomain.com]@expensify.cash.
Once you reject the bill, you can delete the invoice associated with that bill. When the vendor/supplier sends you a new bill, we'll automatically create a new invoice for that bill.
Where is the PDF of the vendor invoice I usually get?
The PDF is available on the invoice associated with the bill.
The invoice is available in the primary domain contact’s Reports Page.
If others would like to view the PDF, you can share the invoice or add the others as a copilot to your account so they can access all future invoices and bills.
How do I share a bill or invoice with others?
Click the Share button on the invoice or bill.
Sharing a bill or invoice with another member of your group policy can be done by clicking the Share icon on the bill or invoice.
Another option is to add a user as a copilot so he/she can access your Expensify account and view the bill and invoices from your Reports page.
Questions about exporting a bill to a connected accounting package
Can I add GL codes to my bill?
The bill can be coded based on the GL codes importing from the connected accounting software (Xero, QuickBooks Online, Sage Intacct, NetSuite, QuickBooks Desktop). The bill can be exported to the connected accounting software (just like any expense report).
Can I export a bill to be paid in QuickBooks Online?
No, you can't. You're required to pay the bill within Expensify; however, once it is paid within our system, you can export the invoice to QuickBooks, where you can mark it as paid on that side to avoid duplicate payments.