Advice and answers from the Expensify Team

Note: If you use company cards and need to set up a direct Visa, MasterCard, or Amex feed, you will need to contact help@expensify.com before contacting your bank.

With this feature enabled, Domain Admins can centrally manage and assign each company card to their respective holder.  Employees' company card expenses will download into their personal account, and admins will see these transactions as soon as they are on a report. 

Central company card administration is only available on the Corporate policy. Admins also must have Domain Control enabled. 

There are a number of different ways you can manage your company cards. If you are unsure which you have, email help@expensify.com with the URL you use to connect to your bank--we'd be glad to help!

  • Individual management of Corporate Cards: Personal and corporate cards can be added by individual Expensify users at Personal Settings  > Credit Cards. Please note that for corporate cards, individual cardholders must be issued login credentials by the master account holder (accomplished within your banking site) before the card is added in Expensify. This option does not offer the use of reconciliation.
  • Centralized management of Corporate Cards: Go to the Admin page > Domain Control > Company Cards > select your corporate card provider > input the login credentials for the ‘master account’ and we will pull in all of the cards under the ‘master account’. This option does offer the use of reconciliation. Please see the "Importing Corporate Cards in Domain Control" section. 
  • Centralized management of Commercial Cards: Commercial card feeds are managed by the company and imported directly from Visa, MasterCard or Amex. Note: You must contact help@expensify.com to notify us that you wish to set up a commercial feed. Employees cannot import transactions by choosing a bank/card at Personal Settings > Credit Cards. Instead, employees are assigned commercial cards by their company’s Expensify domain administrator. Please read the "Importing Commercial Cards in Domain Control" section below for more information on how to determine if your company uses a commercial card or not. 

Importing Corporate Cards in Domain Control

After upgrading to Corporate, you will need to enable Domain Control. Once this is all set up, you can seamlessly manage your organization’s cards from Admin tab in Expensify by going to Admin > Domain Control > Company Cards. For centrally managed corporate cards, simply select your bank provider and enter the credentials for the 'master account'. 

Importing Commercial Cards in Domain Control

If your company uses commercial cards - which are available from Visa in the VCF format, or from MasterCard in the CDF/SmartData format - you will need to contact help@expensify.com so we can assist.  


Assigning and Managing your Company and Commercial Cards

Once the company card has been connected in Domain Control, the Domain Admin will then have the option to assign each company card to the respective card holder. Simply, select the email address of your employee associated with their respective card number and click the “Assign” button.

On the right-hand side of the credit card drop-down you will see a field for the transaction start date. This is the date that will mark the first date in which you'd like to start importing the card's transactions. Any transactions that were posted prior to this date will not be imported into Expensify. This field is optional. If you do not make a selection, it will default to the earliest available transactions from the card.  

Please note that if no transactions have posted on this card since you connected it to Expensify, then these card numbers will not appear in the dropdown menu. 

If you're using NetSuite, Xero or QuickBooks Online, you can also use the settings cog to the right of the card to connect the card to a credit card account in NetSuite or QuickBooks Online. Find out more in our help page on exporting company card transactions below.

If a company card holder leaves the company, simply "unassign" the card. You will then be able to reassign it if needed. Click "Refresh Account List" if there are any new company cards under this account. 


Company Cards Expenses in Employees' accounts

After a company card has been assigned to an employee’s account, the company card expenses will populate daily under the assigned employee's Expenses feed (just as reimbursable expenses would). All Company Card transactions will have a credit card symbol with a lock over them (rather than a cash symbol, for cash expenses).  Please keep in mind that employees cannot delete company card transactions.  

When importing commercial card transactions under Amex (GL1025) feeds, we will filter out and not show the payment received transactions for paying off your Amex cards.


Exporting Corporate Card Transactions to Specific Credit/Debit accounts in your accounting system

Our QuickBooks Online, Xero, Intacct, and NetSuite integrations include the ability to export your company card transactions from Expensify directly to the specific company cards in QuickBooks Online, Xero, Intacct, or NetSuite. Here, we’ll go over how you can connect the company cards to accounts and perform an export.

Important Notes

Before you get started, you'll need to:

  • have set up company cards in QuickBooks Online, Xero, Intacct, or NetSuite
  • have connected QuickBooks Online, Xero, Intacct, or NetSuite to Expensify and have configured non-reimbursable expenses to export to credit card (for QuickBooks Online) or to export to to Journal Entries or both Expense Reports and Journal Entries (for NetSuite) 
  • have a corporate policy
  • have enabled Domain Control and have imported a company card feed
  • be a Domain Admin to link the cards, and to export these expenses to QuickBooks Online, Xero, or NetSuite

Linking your company cards in Expensify to credit card accounts in QuickBooks Online or NetSuite

  1. First, sync your QuickBooks Online, Xero, or NetSuite connection
  2. Go to Domain Control and into the Company Cards section
  3. Find the card that you want to associate with the credit card account in QuickBooks Online, Xero, or NetSuite
  4. Using the cog on the right-hand side of the page, select the corresponding credit card account. 
  5. Done!

Exporting company card charges from Expensify to credit card accounts in QuickBooks Online, Xero, or NetSuite

Once you’ve linked the cards in Expensify with the credit card account, exporting is as easy as ever. Just select the reports that you want to export, then click ‘Export to’ and ‘QuickBooks Online’, 'Xero', or 'NetSuite'.

Just a reminder: To export non-reimbursable expenses to specific credit card accounts, you’ll need to be a Domain Admin in Expensify. Exporting to QuickBooks Online as a non-Domain Admin will result in the expenses being assigned to the default credit card account, as defined in the expense policy. Exporting to NetSuite as a non-Domain Admin will result in the expenses being assigned to the default account, as defined in the expense policy. Exporting to Xero as a non-Domain Admin will result in the expenses being assigned to the default account, as defined in the expense policy.


Automatic Statement Reporting

You have the ability to auto-create reports for all company card transactions in a given statement period by enabling the Automatic Statement Reporting feature. This function automatically places all expenses in a given period onto a report so your employees don't have to, and emails them a reminder when their expenses are due!


The Loading Dock: Reconciling Company Cards and Travel Summary

Meet your analytic assistant - Loading Dock. See exactly what's going on in your expense reporting world! To get to this amazing section, click Admin > Domain Control > [domain name] > Loading Dock.

Important notes:

  • To gain access to Loading Dock reports you must be on our Corporate plan and have Domain Control enabled; and for access to reconciliation reports you must import your company credit card feed.
  • Reconciliation reports can only be run for cards that have been assigned to an employee's email account via domain control. If the card is available in the dropdown menu on the Company Cards page of Domain Control, but hasn't been assigned, it will not appear in the reconciliation report. You also will not be able to run a reconciliation report for any card that was imported via an employee's personal settings in their own account.
  • Only one domain member can generate one loading dock report at a time.
  • Information on reports will not automatically update if any changes to expenses are made. Rerun the report by clicking the green ‘Rerun’ for the most up to date version of the report. 

Company Card Reconciliation Reports

Reconciliation allows you to run reports of all domain users’ credit card transactions imported from your corporate or commercial card feed. Reconciliation reports are great for seeing any outstanding expenses that still need submitting as well as those that have already been submitted.

When generating a reconciliation report, you will be presented with a few options:

  • From and To: These fields allow you to select the date range (based on posted date) across which you wish to run reconciliation.
  • Report Type: This field allows you to choose whether you want to see all expenses or just unreported expenses in the reconciliation report.All Expenses will show you every expense that has been incurred on a corporate card. This includes both expenses that are on expense reports as well as expenses that have yet to be attached to expense reports.Unreported Expenses only shows expenses that have yet to be attached to expense reports.
  • Click here to download sample reconciliation report.

Columns to pay special attention to in the reconciliation report:

  1. Expense Status: This will be either reported or unreported. This status simply reflects if the expense is on a report or not on a report.
  2. Original Amount: This column will show the original amount of the expense as reported by the bank.
  3. Modified Amount: This column will show the modified amount of the expense, if there is any.
  4. Split: This column will indicate if an expense was split to create smaller/individual expenses.
  5. Report Name: Name of the report that that particular expense line is associated with.
  6. Report Status: Status of the report. Open means that it has yet to be submitted. Processing means that it has been submitted and is awaiting approval. Approved means that it has been final approved. Reimbursed means the report associated with the expense has been reimbursed, but does not specifically apply to the expense itself.

Travel Summary

Want to recap your company travel? We have a report for that! This report will show you the flight, hotel, and other itinerary items for each trip an employee has uploaded to our system. If a report is associated with the trip, you'll see the report name and status just under the booking name.

When generating a travel summary report, you will be presented with date range options:

  • From and To: These fields allow you to select the date range (based on booking date) for your summary.
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