To receive additional admin training after reviewing the documentation sign up for Expensify's admin training webinar here.

Watch a video on our QuickBooks Online here and test your knowledge with our QuickBooks Online integration quiz here

What is a policy?

A policy is where you will connect Expensify to QuickBooks Online, set company rules, manage coding brought in from QBO, and invite your employees.  In the policy you will also be able to customize your company's approval workflow.

You can set up multiple policies at no additional cost if you need to segregate users for reasons such as different home currencies, or if you have a group of employees that have varying coding requirements versus another group of users. Think of a policy as a way to group employees.

️Overview

This tab allows you to name your policy (typically this is the name of the company or a department) and shows you who is the billing owner on your company account.

️Expenses

By enabling violations in the expenses tab, you can set the following rules for employees that are submitting reports. Keep in mind that if an employee violates these rules we will notify them when the employee attempts to submit a report and we will flag the expenses for required auditing during the approval process. 

Max Expense Age - how old an expense can be on a report

Max Expense Amount - how large a single expense can be

Receipt Required Amount - the minimum threshold for requiring receipt images

️Reports 

In the reports tab, you can set the home currency of employees tied to the policy

Scheduled Submit will auto-create reports for employees and submit the report if it's fully compliant with the rules you have set in the policy. at a frequency of your choice. If set to "manually" we will only automatically create a report for employees when new expenses come in (both cash and company card) but the user will be responsible for submitting the report manually.

️Connections

To connect to Quickbooks, navigate to Admin > [Policy Name] > Connections > QuickBooks Online

Select the Connect to QuickBooks Online radio button and click Connect to QuickBooks

Enter your QuickBooks Online Administrator’s login information and choose the QuickBooks Online Company File you want to connect to Expensify (you can connect one Company File per policy):

After your team has connected to QuickBooks, you should see the QBO Configuration screen. Check out a short video on this here

Want to see how these reports look in QuickBooks? Check out the exporting documentation on QuickBooks here!

️Categories 

QuickBooks Online expense accounts will be automatically imported into Expensify as Categories

  • After connecting, go to Admin > [Policy Name] > Categories to see the accounts imported from QuickBooks Online.
  • Use the enable/disable button to choose which Categories to make available to your employees, and set Category specific rules via the blue settings cog.

️Tags

Additional mappings

Classes and/or Customers/Jobs

If you use Classes and/or Customers/Jobs in QuickBooks Online you can import those into Expensify as Tags or Report Fields:

  • Tags lets you apply a Class and/or Customer/Job to each expense
  • Report Fields lets you apply a Class and/or Customer/Job to all expenses on a report.

After connecting, go to the Tags section of the policy to see the additional mappings imported from QuickBooks Online.

️People 

Use the People tab to invite new employees to join your company policy. Check out our Approval Workflow Guide after you have invited your team.

Domain Control

️Company Cards

Go to Settings > Domain Control > Company Cards > Import Card/Bank to add company cards. Once your cards are added, assign them to employees and set the transaction start date. Check out a short video on this here. Is your domain not verified? Reach out to our team for assistance.

️Add A Billing Card

After you complete a trial of Expensify the policy owner will need to add a billing card to continue the use of Expensify. To add a billing card navigate to Settings > Your Account > Billing to add this information.

Group Policy Payment

You can also always tell whether your Group policy is configured for Collect or Control based on the Mailbox icon (Collect) or the Shield icon (Control).

  • A Collect policy is ideal for small groups who only need basic features such as expense approvals, reimbursement, and integration options. Collect policies are $5/active user on the Annual Subscription, or $10/active user on the "pay as you go", Pay-per-use option. (Billing also available in GBP, AUD and NZD)
  • A Control policy is the most popular option. For a much deeper level of control and policy configurations, a Control policy offers multi-stage approval workflows, corporate card management, integrations, and more. Control policies are $9/active user on the Annual Subscription, or $18/active user on the "pay as you go", Pay-per-use option. (Billing also available in GBP, AUD and NZD)

All subscriptions are managed from the Settings > Policies > Group page under the Subscriptions dropdown. 

Support

As questions come up, be sure use our different help resources, you can find these by clicking your portrait icon.

 Select help and feedback. 

From there take advantage of our customer community, online documentation and in-product chat solution.

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