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.
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)
- 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 simply 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 main scenario that requires you to set up Domain Control is the need for centrally managed company credit cards. Domain Control allows you to import and assign company credit cards to individual users. Even with this feature enabled, you should still continue adding 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 are using for the general ledger.
Tags are additional coding dimensions, beyond a client’s chart of accounts. Tags are coding dimensions such as customers, locations, projects, and cost centers. When using one of Expensify’s direct integrations, tags are populated based on the dimensions found in your accounting system.
Every partner is given a code that is used to track activity and apply a discount across 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 & Subscriptions section (Settings > Your Account > Billing & Subscriptions) of both your account and the accounts of any clients paying Expensify directly.