Deep Dive: The Free Plan & Workspaces

Cheryl Walsh
Cheryl Walsh Expensify Success Coach - Admin, Expensify Team, Expensify Student Ambassador Posts: 107 Expensify Team
edited October 2023 in Deep Dive Docs

ONE APP, ALL FREE.

New for 2021! We are offering small business owners everything they need to run their business, with ZERO fees!

Here is what you get for FREE!

Whenever your needs grow you can upgrade to our paid plan - for as low as $9/employee/mo -- to get many advanced features, including:

  • Accounting sync to automatically categorize expenses directly into your chart of accounts, and then export them nightly to your accounting package of choice
  • Advanced approvals for multi-level routing workflows
  • SmartLimits to automatically reduce card limits based on outstanding expense reports
  • 2% cashback on every category on months where card program spend is over $250K
  • Third-party corporate card or travel feeds, in case you'd prefer not to use ours
  • HR, recruiting, payroll, CRM, PSA, and other integrations for advanced coding and automatic employee provisioning
  • SAML/SSO and other domain-level security controls

You can find out more about our plans and pricing here

SETTING UP A FREE PLAN:

The FREE plan is available to businesses, companies, and groups that want to track and submit expenses, send invoices, pay bills and more! The FREE plan is set up by an Admin of an organization or business.

To get a FREE plan, all you have to do is create a new Group Policy, navigate to your Expensify inbox and look for the Fully automated expense management message, then click Get Started!

Alternatively, just click the Call! button to get through to our Guides who will help you!

Required For Set-Up:

If you want to use the Expensify Card and set up ACH reimbursement, then all you will need is a US business checking account! If you're not in the US, don't worry! You can still use the Free Plan!

There are a few steps we need to take to verify your business bank account before you can access your workspace. You will need to set aside some time and have your ID ready.

For Admins:

Navigating your workspace editor!

Once you've set up a Free Plan, you will be directed to your Workspace Editor which is a one-stop shop to manage your settings, reimburse receipts, manage cards, and more!

General Settings: Change the workspace name & currency!

Issue Corporate Cards: Here you can issue, manage and reconcile Expensify Cards

Reimburse Receipts: You can Reimburse closed reports provided you have your Business Bank Account Connected.

Pay bills: View & Pay Bills

Send Invoices: Send & View all Invoices

Book Travel: Book Travel through Concierge Travel

Manage members: Invite & Remove users

Connect Bank Account: View business bank account.

Paying an Expense Report:

  • Once a user creates an expense it will automatically be shared with you in a Processing report.
  • Pay expenses directly through Expensify by choosing ‘Reimburse > via Direct Deposit (ACH)` in a report on www.expensify.com or by choosing ‘Pay with Expensify’ in a payment request on new.expensify.com.
  • Notify your user that you’ll pay them manually outside of Expensify by choosing ‘Reimburse > I’ll do it manually’ in a report on www.expensify.com or choosing ‘Pay Elsewhere’ in a payment request on new.expensify.com.
  • Reports with only non-reimbursable expenses on them have the option to ‘Mark as Closed’ in the report on www.expensify.com or ‘Mark as Done’ in the payment request on new.expensify.com.

Changing Submitted Expenses:

  • Request an edit an expense or remove an expense before you pay, you can let your user know by making a comment in the Report History section of their Processing report or chatting with them on new.expensify.com.

See below for information on how to use features available in your Workspace

For Employees:

Creating an Expense:

  • You can create an expense either by swiping the Expensify card or just smartscan a receipt!
  • Once you create an expense it will be automatically added to a report and shared with your admin.
  • You can edit or delete any expense that hasn’t been paid or closed by your admin.

Getting paid for Expenses:

  • Automatic submission is already set up, so your admin can pay you back immediately once you create an expense.
  • Your admin will get a notification when you send them a new expense, but you can also remind them to pay you by making a comment in the Report History section of your Processing report or chatting with them on new.expensify.com.

*** If you are a current Expensify customer on an existing paid subscription, you cannot switch to a FREE plan.


NEXT UP:

Getting Started with the Expensify Card

Using the Expensify Card 

Using features available in your Workspace:

Expensify Card Perks 

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