This article covers:
- What is the Submit plan?
- Getting started
- Using Submit plan features
- Getting reports Approved and Reimbursed
- Optimal Submit plan setup
- Troubleshooting and FAQ
What is the Submit plan?
The Submit plan is the go-to solution for solo users who want to use Expensify to submit expenses to someone else. Selecting the Submit plan will configure your Individual policy to facilitate the creation and submission of expense reports to folks both with and without Expensify accounts.
You might want to use the Submit plan if you're:
- Self employed and need to submit expenses to an accountant
- An employee in an organization that does expense reports by hand or uses old fashioned methods like Excel, but you're looking for a smarter and better way to do things
The Submit plan is designed to help folks track and submit their expenses with ease, all without requiring a full organization onboard with Expensify.
To move forward with the Submit plan, you'll want to select the "Submit Receipts" option from the Expensify Inbox. The Inbox is where you'll first configure your Individual policy to match up with your needs:
*If you've already selected a different plan, keep in mind that you can always change your mind. To do so, select "Show Hidden Tasks" at the bottom of the Inbox, and then look for the task shown above to select a new option.
You can also select the Submit option from the policy settings. Navigate to Settings > Policies > Individual > [Policy Name] > Plan to select "Submit":
Once you've selected the Submit plan, the Inbox will be your guide to configuring your Individual policy. Complete the tasks you see as they come up, and you'll be left with a solid starting point.
Using Submit plan features
Once you've selected the Submit option, it's time to start utilizing the features available to you. Let's go through the core functionality:
SmartScan and receipt storage
SmartScan is the key to tracking receipts in Expensify. As soon as you get a receipt, take a photo via the mobile app and toss the receipt in the garbage. SmartScan will automatically read the merchant, date, and amount on the receipt and create an expense in your account, and then store it indefinitely so it can be viewed at any time.
If you receive a receipt in your email, simply forward it over to firstname.lastname@example.org from an email account associated with your Expensify account, and we'll take care of the rest.
You'll receive 5 free SmartScans per month just for creating an Expensify account. However, if you'd like to gain access to unlimited SmartScans, you'll want to pick up the $4.99 Monthly Subscription.
Expense report submission
Unlike with the Track plan, the Submit plan allows you to set up a submission target for your expense reports. The submission target is the default recipient of your reports, and can be an existing Expensify user or someone who doesn't use Expensify at all. To adjust your submission target, navigate to Settings > Policies > Individual > [Policy Name] > Reports:
After you've SmartScanned some expense and set a submission target, you're ready to create and submit an expense report. Once the submission is completed, the designed report recipient will receive an email with next steps on how to view your report.
If the recipient already has an Expensify account, they can jump in right away and few the report inside the app. Otherwise, non-Expensify users will receive a PDF copy of the report attached to the email so it can be processed.
Submitting expenses doesn't have to be a manual process. If you tend to submit expenses on a recurring timeline, consider enabling Scheduled Submit to do the work for you. Scheduled Submit has two main functions:
- Automatically adds new expenses to the most recent Open report, or creates a new report for new expenses if no Open report exists.
- Automatically submits reports based on your selected timing
You can set up or adjust Scheduled Submit by navigating to Settings > Policies > Individual > [Policy Name] > Reports.
The Submit plan also allows users in the US to be reimbursed for their reimbursable expenses directly in Expensify, instead of waiting for your reimbursement to come via payroll.
First up, you'll need to add a deposit account so your manager can reimburse your reports directly to your bank account. Then, your designated recipient will need to add a withdrawal account (this requires an Expensify account) and go through the verification process.
Once both accounts are set up, your submitted reports can be reimbursed inside Expensify for free, as outlined here!
Getting reports Approved and Reimbursed
Once you've set-up your Deposit account from Settings > Your Account > Reimbursement and you've submitted your first report for Approval, the person you chose to submit your report to will be informed via email/SMS (depending on how you submitted the report):
Once they click through, they'll be taken through to the report itself where they can:
- Export to Accounting
- Reimburse (Via Direct Deposit, Paypal or manually)
It's as easy as adding the company bank account from their Settings > Your Account > Reimbursement settings and then hitting that Reimburse via Direct Deposit option and your money will be on it's way!
If they want to adopt Expensify for your company too, it's as simple as hitting "Approve" or "Export to Accounting" too!
Optimal Submit plan setup
There's no such thing as a perfect configuration, but here's a list of important items that you might want to double-check to ensure your Expensify account is optimal for an individual submitter:
- You only have an Individual policy.
Navigate to Settings > Policies > Individual, where you'll have a single Individual policy that you set up via the Inbox. In most cases, if you look under the Group tab, you likely won't see any other policies listed. Group policies are for typically for folks who belong to organizations using Expensify as a whole.
- You've set up categories and tags to code expenses
The Submit plan comes with a set of default categories that should match with IRS Schedule C expense categories, but you can add additional categories at any time by following the steps here.
If you need even more granular coding, consider setting up some tags for another breakdown layer. This is especially important for employees who need to make sure their expenses are tagged with various coding options to match up with their organization's internal process.
- You've got a submission target set in your policy settings
One of the key features of the Submit plan is making sure your policy is set up to submit to your preferred recipient. You can manage your designed submission target via Settings > Policies > Individual > [Policy Name] > Reports.
- You have Scheduled Submit activated
Scheduled Submit is a key automation feature that really takes the sting out of manually gathering expenses into reports and submitting them one-by-one. Just pick a timing that matches your needs and let us do the rest.
- You've got an active Monthly Subscription
5 free SmartScans is a great starting point, but most folks will find that manual entry just ain't worth it. Signing up for the Monthly Subscription is the best way to turn paper receipts into virtual expenses with no typing required.
Troubleshooting and FAQ
I accidentally created a Group policy or selected the wrong plan at first, but I just want to use the Submit plan. How do I go back and make the right choice?
Not to worry! If you selected a Group plan by mistake (Collect or Control) and configured a Group policy, you can follow the steps here to downgrade back to a free account, which involves removing any unnecessary Group policies.
Also, keep in mind that you can always change course and select the "Submit Receipts" option via the Inbox by selecting "Show Hidden Tasks".
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