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Expensify Integration

 Integrate with your Expensify account to help manage reimbursements for employees. This utility allows you to import transactions from your Expensify account to the Financials General Ledger. Watch the Expensify Overview Video.


NOTE: Your Expensify account must be a paid Business account. Free plans are not supported.


This Section Includes:

Setup Categories in Expensify

Configure Expensify in Financials

Expensify Settings - Organization

Expensify Settings - Company

Map Expensify Categories to Expense Accounts

Import Expensify Transactions

Setup Categories in Expensify

1.          In Expensify, hover over Settings and select Workspaces.

 

2. Select the Group option.


NOTE: There are two types of workspace, Individual and Group. Only Group is supported.


3.          Select the Workspace name to use from the Group section. This must be a Control type indicated by the shield icon.

 

 

4.          Next, select Categories on the left. This is where you can add/edit/delete expense categories. Later, you will map these expense categories to expense accounts in your chart of accounts.

5.          Enter a description in the Add a Category field and click Add.

 


NOTE: The GL Code column shown above in Expensify is for reference purposes only and is not used to automatically map the category in Shelby Financials to that account. 


 

Configure Expensify in Financials

Perform the following configuration steps before using Import Expensify Transactions.

Expensify Settings - Organization

These are the default API credentials for all companies in the organization.

1.          Log into Expensify.

2.          Go to https://www.expensify.com/tools/integrations/.
Copy the partnerUserID and partnerUserSecret to a safe place, as Expensify will only show these credentials once. You will have the opportunity regenerate if needed.

3.          Log into Financials.

4.          Navigate to Utilities > Organization > Expensify Settings. Copy/paste the partnerUserID and partnerUserSecret from step 2.

5.          Click the  button to save any information that has been added or changed.

Click the Reset link to reset the page back to how it was before any changes were made to it.

Click the Cancel link to leave the page without saving any changes and return to the previous page you were on.

Expensify Settings - Company

This is where you can choose to use the default API credentials from Organization Settings (this is selected by default), or you can enter unique API credentials to a different Expensify account.

1.          Navigate to General Ledger > Modify > Company Information > Expensify Settings.

2.          Choose to use either the Use Organization Settings (default) or Use Custom Settings.

Use Organization Settings (the default API credentials in Utilities > Organization > Expensify Settings)

Use Custom Settings (these override the default API credentials in Utilities > Organization > Expensify Settings, and only apply to the Company selected Utilities > Organization > Expensify > Settings, and apply to the Company selected):

3.          Click the  button to save any information that has been added or changed.

Click the Reset link to reset the page back to how it was before any changes were made to it.

Click the Cancel link to leave the page without saving any changes and return to the previous page you were on.

Map Expensify Categories to Expense Accounts

1.          Navigate to General Ledger > Utilities > Import Expensify.

If no categories are mapped or there are mapping errors, you will be automatically redirected to the “Category Information” page. Otherwise, you will land on the “Import Expensify” page where you can click the “Add Category Information” link.

 

2.          Select Group Workspace.

Select Category.

Select Bank Account

Select Fund (available depending on how your chart of accounts is set-up.) 

Select Dept (available depending on how your chart of accounts is set-up.)

Select an Expense Account #.

3.          Click the Add Mapping button to add the mapping to the grid.

You need to do this for all your Expensify categories.


NOTE: If you need to edit a mapping that is incorrect, select the Group Workspace, Category, Bank Account, and Expense Account #, and then click the Add Mapping button to update it.


Import Expensify Transactions

1.          Navigate to General Ledger > Utilities > Import Expensify.

2.          Provide the following information.

Group Workspace

Begin Date

End Date

Journal Code (e.g., EX to indicate Expensify)

Journal Description

3.          Click Import Expensify.

4.          Review the Preview page. Click Exit the Import Preview to return to the General Ledger home page, click Clear Expensify Transactions Import to clear the transactions listed and return to Import Expensify, or click Import to create the journal in Unposted Journals.


NOTE: Only “Approved” Expensify expenses import from Expensify.