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)?
Not at this time.
Currently, a bill needs to be sent to [yourdomain.com]@expensify.cash directly from the vendor's email (not a generic accounting system email address)
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.
[email protected] will request his vendor bills be sent to email@example.com. Please note that you need to include the .com/.gov/.io/etc. in your domain name!
Who is the primary contact for the bills?
It's the email address listed at Settings > Domains > [Domain Name] > Domain Admins > Primary Contact.
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.
We will pay your vendor via a physical check mailed to his/her business address. There isn't a need for your vendor to connect a personal bank account to Expensify at this time - since payment via ACH is not available at this time.
Can I add bills to my account or does a bill need to come from a supplier?
Not at this time.
Currently, a bill needs to be sent to [yourdomain.com]@expensify.cash. But we can see how it would be helpful - we're discussing this at the moment!
If you'd like this feature, feel free to send us a chat message and let us know!
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 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 a 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.
We currently support payment by Check which relies on the Business Bank account connected to your Expensify account.
Because of this, Bill Pay is currently only available for US companies.
Please reach out to concierge if you would like to use Bill Pay for international vendors/suppliers - we want to hear from you!
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?
We will mail a physical check to your vendor for the amount of the bill. In order for us to do this, you'll need to have a business bank account connected to your Expensify account - to draw the funds for the check.
The physical check will be mailed directly to a vendor address you provide.
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.
Can the check I mailed to a vendor be cancelled?
Not at this time, we don't have an option to cancel a physical check mailed to your vendor. Because of this, please ensure the vendor mailing address you provide is current.
Will you cover any late fees for the bill arriving after it was due?
No, we won't cover any delayed payments. We can provide you with estimated delivery of the bill so you can reach out to your vendor to notify them of the arrival date.
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).