Here are the key terms you need to know:
In Expensify, an account is simply the email you use to log in. An account does not reference the overall setup of a company, but rather everything associated with a single user. As an accountant, you will manage all of your clients through one account.
Concierge helps you automate the entire expense reporting process. It can create expenses, submit completed reports, and guide you through the approval and reimbursement process. It can also detect duplicate receipts, ensure accurate exchange rates, and confirm the accuracy of each transaction.
The more you interact with Concierge, the better Expensify understands your goals. In other words, the less you like expense reports, the more you'll like Concierge. Feel free to reach out to firstname.lastname@example.org for help anytime!
Inbox is where you'll create and configure your Expensify account and policies, then complete any report-related tasks that require your attention. Need to approve a report? Forgot to reimburse an employee? Inbox has it all in one place, in a nice and tidy to-do list.
A policy in Expensify is the backbone of any company setup. A policy is where you will:
- Create expense-level rules (max amount, $ threshold for receipts, etc.)
- Set a reporting frequency and home currency
- Manage integrations (accounting, HR, travel, etc.)
- Invite employees
- Define an approval workflow
- Configure reimbursements
Every client in Expensify must have at least one policy. While rare, there are scenarios where more than one policy per client come into play. Some examples: Needing specific setups for multiple entities, departments in a large company having different settings (for instance, sales is the only group that can select non-employee attendees), or differing expense policies for partners and staff in a single organization.
This is an additional layer of controls for policies. There are multiple features within Domain Control, including:
- User management and admin-level account deletion
- Group policy restrictions
- Company credit card management
- Single Sign-On management
The major use case of Domain Control is company credit card management. Domain Control lets you import and assign company cards to individual users, and allows for full reconciliation across cardholders. Even with Domains Control enabled, you should still add new users at the policy level.
A category in Expensify is used to allocate expenses to the appropriate expense account. Categories are typically synonymous with your Chart of Accounts in the system you're using for the general ledger.
Tags are additional coding dimensions beyond a client’s Chart of Accounts, such as customers, locations, projects, and cost centers. When using one of Expensify’s direct accounting integrations, tags are populated based on the dimensions found in your accounting package.
Every partner is given a code that's used to track activity and apply a discount across their clients using Expensify. This code should match your Expensify login email (for example, if your email is email@example.com, your Expensify code will be firstname.lastname@example.org). This code is applied in the Billing section (Settings > Your Account > Billing) of both your account and the accounts of any clients paying Expensify directly.