diff --git a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md index d933e66cc2d1..3ad3110bf09b 100644 --- a/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md +++ b/docs/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-Small-To-Medium-Sized-Businesses.md @@ -6,7 +6,7 @@ redirect_from: articles/playbooks/Expensify-Playbook-for-Small-to-Medium-Sized-B # Overview This guide provides practical tips and recommendations for small businesses with 100 to 250 employees to effectively use Expensify to improve spend visibility, facilitate employee reimbursements, and reduce the risk of fraudulent expenses. -- See our [US-based VC-Backed Startups](https://help.expensify.com/articles/playbooks/Expensify-Playbook-for-US-based-VC-Backed-Startups) if you are more concerned with top-line revenue growth +- See our [US-based VC-Backed Startups](https://help.expensify.com/articles/expensify-classic/getting-started/playbooks/Expensify-Playbook-For-US-Based-VC-Backed-Startups) if you are more concerned with top-line revenue growth # Who you are As a small to medium-sized business owner, your main aim is to achieve success and grow your business. To achieve your goals, it is crucial that you make worthwhile investments in both your workforce and your business processes. This means providing your employees with the resources they need to generate revenue effectively, while also adopting measures to guarantee that expenses are compliant. @@ -22,23 +22,23 @@ If you don't already have one, go to *[new.expensify.com](https://new.expensify. > **Robyn Gresham** > Senior Accounting Systems Manager at SunCommon -## Step 2: Create a Control Policy -There are three policy types, but for your small business needs we recommend the *Control Plan* for the following reasons: +## Step 2: Create a Control Workspace +There are three workspace types, but for your small business needs we recommend the *Control Plan* for the following reasons: - *The Control Plan* is designed for organizations with a high volume of employee expense submissions, who also rely on compliance controls - The ease of use and mobile-first design of the Control plan can increase employee adoption and participation, leading to better expense tracking and management. - The plan integrates with a variety of tools, including accounting software and payroll systems, providing a seamless and integrated experience - Accounting integrations include QuickBooks Online, Xero, NetSuite, and Sage Intacct, with indirect support from Microsoft Dynamics and any other accounting solution you work with -We recommend creating one single policy for your US entity. This allows you to centrally manage all employees in one “group” while enforcing compliance controls and syncing with your accounting package accordingly. +We recommend creating one single workspace for your US entity. This allows you to centrally manage all employees in one “group” while enforcing compliance controls and syncing with your accounting package accordingly. -To create your Control Policy: +To create your Control Workspace: -1. Go to *Settings > Policies* -2. Select *Group* and click the button that says *New Policy* +1. Go to *Settings > Workspace* +2. Select *Group* and click the button that says *New Workspace* 3. Click *Select* under Control -The Control Plan also gives you access to a dedicated Setup Specialist. You can find yours by looking at your policy's *#admins* room in *[new.expensify.com](https://new.expensify.com)*, and in your company’s policy settings in the *Overview* tab, where you can chat with them and schedule an onboarding call to walk through any setup questions. The Control Plan bundled with the Expensify Card is only *$9 per user per month* (not taking into account cash back your earn) when you commit annually. That’s a 75% discount off the unbundled price point if you choose to use a different Corporate Card (or no) provider. +The Control Plan also gives you access to a dedicated Setup Specialist. You can find yours by looking at your workspace's *#admins* room in *[new.expensify.com](https://new.expensify.com)*, and in your company’s workspace settings in the *Overview* tab, where you can chat with them and schedule an onboarding call to walk through any setup questions. The Control Plan bundled with the Expensify Card is only *$9 per user per month* (not taking into account cash back your earn) when you commit annually. That’s a 75% discount off the unbundled price point if you choose to use a different Corporate Card (or no) provider. ## Step 3: Connect your accounting system As a small to medium-sized business, it's important to maintain proper spend management to ensure the success and stability of your organization. This requires paying close attention to your expenses, streamlining your financial processes, and making sure that your financial information is accurate, compliant, and transparent. Include best practices such as: @@ -49,17 +49,17 @@ As a small to medium-sized business, it's important to maintain proper spend man You do this by synchronizing Expensify and your accounting package as follows: -1. Click *Settings > Policies* +1. Click *Settings > Workspace* 2. Navigate to the *Connections* tab 3. Select your accounting system 4. Follow the prompts to connect your accounting package Check out the links below for more information on how to connect to your accounting solution: -- *[QuickBooks Online](https://community.expensify.com/discussion/4833/how-to-connect-your-policy-to-quickbooks-online)* -- *[Xero](https://community.expensify.com/discussion/5282/how-to-connect-your-policy-to-xero)* -- *[NetSuite](https://community.expensify.com/discussion/5212/how-to-connect-your-policy-to-netsuite-token-based-authentication)* -- *[Sage Intacct](https://community.expensify.com/discussion/4777/how-to-connect-to-sage-intacct-user-based-permissions-expense-reports)* -- *[Other Accounting System](https://community.expensify.com/discussion/5271/how-to-set-up-an-indirect-accounting-integration) +- *[QuickBooks Online](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/QuickBooks-Online#gsc.tab=0)* +- *[Xero](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Xero#gsc.tab=0)* +- *[NetSuite](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/NetSuite#gsc.tab=0)* +- *[Sage Intacct](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Sage-Intacct#gsc.tab=0)* +- *[Other Accounting System](https://help.expensify.com/articles/expensify-classic/integrations/accounting-integrations/Indirect-Accounting-Integrations#gsc.tab=0) *“Employees really appreciate how easy it is to use, and the fact that the reimbursement drops right into their bank account. Since most employees are submitting expenses from their phones, the ease of use of the app is critical.”* @@ -82,15 +82,15 @@ Head over to the *Categories* tab to set compliance controls on your newly impor Tags in Expensify often relate to departments, projects/customers, classes, and so on. And in some cases they are *required* to be selected on every transactions. And in others, something like *departments* is a static field, meaning we could set it as an employee default and not enforce the tag selection with each expense. *Make Tags Required* -In the tags tab in your policy settings, you’ll notice the option to enable the “Required” field. This makes it so any time an employee doesn’t assign a tag to an expense, we’ll flag a violation on it and notify both the employee and the approver. +In the tags tab in your workspace settings, you’ll notice the option to enable the “Required” field. This makes it so any time an employee doesn’t assign a tag to an expense, we’ll flag a violation on it and notify both the employee and the approver. - *Note:* In general, we take prior selection into account, so anytime you select a tag in Expensify, we’ll pre-populate that same field for any subsequent expense. It’s completely interchangeable, and there for convenience. *Set Tags as an Employee Default* -Separately, if your policy is connected to NetSuite or Sage Intacct, you can set departments, for example, as an employee default. All that means is we’ll apply the department (for example) that’s assigned to the employee record in your accounting package and apply that to every exported transaction, eliminating the need for the employee to have to manually select a department for each expense. +Separately, if your workspace is connected to NetSuite or Sage Intacct, you can set departments, for example, as an employee default. All that means is we’ll apply the department (for example) that’s assigned to the employee record in your accounting package and apply that to every exported transaction, eliminating the need for the employee to have to manually select a department for each expense. ## Step 6: Set rules for all expenses regardless of categorization -In the Expenses tab in your group Control policy, you’ll notice a *Violations* section designed to enforce top-level compliance controls that apply to every expense, for every employee in your policy. We recommend the following confiuration: +In the Expenses tab in your group Control workspace, you’ll notice a *Violations* section designed to enforce top-level compliance controls that apply to every expense, for every employee in your workspace. We recommend the following confiuration: *Max Expense Age: 90 days (or leave it blank)* This will enable Expensify to catch employee reimbursement requests that are far too outdated for reimbursement, and present them as a violations. If you’d prefer a different time window, you can edit it accordingly @@ -106,17 +106,17 @@ Receipts are important, and in most cases you prefer an itemized receipt. Howeve At this point, you’ve set enough compliance controls around categorical spend and general expenses for all employees, such that you can put trust in our solution to audit all expenses up front so you don’t have to. Next, let’s dive into how we can comfortably take on more automation, while relying on compliance controls to capture bad behavior (or better yet, instill best practices in our employees). ## Step 7: Set up scheduled submit -For an efficient company, we recommend setting up [Scheduled Submit](https://community.expensify.com/discussion/4476/how-to-enable-scheduled-submit-for-a-group-policy) on a *Daily* frequency: +For an efficient company, we recommend setting up [Scheduled Submit](https://help.expensify.com/articles/expensify-classic/policy-and-domain-settings/reports/Scheduled-Submit#gsc.tab=0) on a *Daily* frequency: -- Click *Settings > Policies* -- From here, select your group collect policy -- Within your policy settings, select the *Reports* tab +- Click *Settings > Workspace* +- From here, select your group collect workspace +- Within your workspace settings, select the *Reports* tab - You’ll notice *Scheduled Submit* is located directly under *Report Basics* - Choose *Daily* -Between Expensify's SmartScan technology, automatic categorization, and [DoubleCheck](https://community.expensify.com/discussion/5738/deep-dive-how-does-concierge-receipt-audit-work) features, your employees shouldn't need to do anything more than swipe their Expensify Card or take a photo of their receipt. +Between Expensify's SmartScan technology, automatic categorization, and [DoubleCheck](https://help.expensify.com/articles/expensify-classic/manage-employees-and-report-approvals/Approving-Reports) features, your employees shouldn't need to do anything more than swipe their Expensify Card or take a photo of their receipt. -Expenses with violations will stay behind for the employee to fix, while expenses that are “in-policy” will move into an approver’s queue to mitigate any potential for delays. Scheduled Submit will ensure all expenses are submitted automatically for approval. +Expenses with violations will stay behind for the employee to fix, while expenses that are “in-workspace” will move into an approver’s queue to mitigate any potential for delays. Scheduled Submit will ensure all expenses are submitted automatically for approval. ![Scheduled submit](https://help.expensify.com/assets/images/playbook-scheduled-submit.png){:width="100%"} @@ -147,10 +147,10 @@ You only need to do this once: you are fully set up for not only reimbursing exp ## Step 9: Invite employees and set an approval workflow *Select an Approval Mode* -We recommend you select *Advanced Approval* as your Approval Mode to set up a middle-management layer of a approval. If you have a single layer of approval, we recommend selecting [Submit & Approve](https://community.expensify.com/discussion/5643/deep-dive-submit-and-approve). But if *Advanced Approval* if your jam, keep reading! +We recommend you select *Advanced Approval* as your Approval Mode to set up a middle-management layer of approval. If you have a single layer of approval, we recommend selecting [Submit & Approve](https://help.expensify.com/articles/expensify-classic/manage-employees-and-report-approvals/Approval-Workflows#gsc.tab=0). But if *Advanced Approval* is your jam, keep reading! *Import your employees in bulk via CSV* -Given the amount of employees you have, it’s best you import employees in bulk via CSV. You can learn more about using a CSV file to bulk upload employees with *Advanced Approval [here](https://community.expensify.com/discussion/5735/deep-dive-the-ins-and-outs-of-advanced-approval)* +Given the amount of employees you have, it’s best you import employees in bulk via CSV. You can learn more about using a CSV file to bulk upload employees with *Advanced Approval [here](https://help.expensify.com/articles/expensify-classic/manage-employees-and-report-approvals/Approval-Workflows#gsc.tab=0)* ![Bulk import your employees](https://help.expensify.com/assets/images/playbook-impoort-employees.png){:width="100%"} @@ -162,8 +162,8 @@ In this case we recommend setting *Manually approve all expenses over: $0* ## Step 10: Configure Auto-Approval Knowing you have all the control you need to review reports, we recommend configuring auto-approval for *all reports*. Why? Because you’ve already put reports through an entire approval workflow, and manually triggering reimbursement is an unnecessary action at this stage. -1. Navigate to *Settings > Policies > Group > [Policy Name] > Reimbursement* -2. Set your *Manual Reimbursement threshold to $20,0000* +1. Navigate to *Settings > Workspace > Group > [Workspace Name] > Reimbursement* +2. Set your *Manual Reimbursement threshold to $20,000* ## Step 11: Enable Domains and set up your corporate card feed for employees Expensify is optimized to work with corporate cards from all banks – or even better, use our own perfectly integrated *[Expensify Card](https://use.expensify.com/company-credit-card)*. The first step for connecting to any bank you use for corporate cards, and the Expensify Card is to validate your company’s domain in Domain settings. @@ -191,7 +191,7 @@ As mentioned above, we’ll be able to pull in transactions as they post (daily) Expensify provides a corporate card with the following features: - Up to 2% cash back (up to 4% in your first 3 months!) -- [SmartLimits](https://community.expensify.com/discussion/4851/deep-dive-what-are-unapproved-expense-limits#latest) to control what each individual cardholder can spend +- [SmartLimits](https://help.expensify.com/articles/expensify-classic/expensify-card/Card-Settings) to control what each individual cardholder can spend - A stable, unbreakable real-time connection (third-party bank feeds can run into connectivity issues) - Receipt compliance - informing notifications (eg. add a receipt!) for users *as soon as the card is swiped* - A 50% discount on the price of all Expensify plans @@ -202,8 +202,8 @@ The Expensify Card is recommended as the most efficient way to manage your compa Here’s how to enable it: -1. There are *two ways* you can [apply for the Expensify Card](https://community.expensify.com/discussion/4874/how-to-apply-for-the-expensify-card) - - *Via your Inbox* +1. There are *two ways* you can [apply for the Expensify Card](https://help.expensify.com/articles/expensify-classic/expensify-card/Set-Up-the-Card-for-Your-Company) + - *Via your tasks on the Home page* - *Via Domain Settings* - Go to Settings > Domain > Company Cards > Enable Expensify Card 2. Assign the cards to your employees 3. Set *SmartLimits*: @@ -212,14 +212,14 @@ Here’s how to enable it: Once the Expensify Cards have been assigned, each employee will be prompted to enter their mailing address so they can receive their physical card. In the meantime, a virtual card will be ready to use immediately. -If you have an accounting system we directly integrate with, check out how we take automation a step further with [Continuous Reconciliation](https://community.expensify.com/discussion/7335/faq-what-is-the-expensify-card-auto-reconciliation-process). We’ll create an Expensify Card clearing and liability account for you. Each time settlement occurs, we’ll take the total amount of your purchases and create a journal entry that credits the settlement account and debits the liability account - saving you hours of manual reconciliation work at the end of your statement period. +If you have an accounting system we directly integrate with, check out how we take automation a step further with [Continuous Reconciliation](https://help.expensify.com/articles/expensify-classic/expensify-card/Auto-Reconciliation). We’ll create an Expensify Card clearing and liability account for you. Each time settlement occurs, we’ll take the total amount of your purchases and create a journal entry that credits the settlement account and debits the liability account - saving you hours of manual reconciliation work at the end of your statement period. ## Step 12: Set up Bill Pay and Invoicing As a small business, managing bills and invoices can be a complex and time-consuming task. Whether you receive bills from vendors or need to invoice clients, it's important to have a solution that makes the process simple, efficient, and cost-effective. Here are some of the key benefits of using Expensify for bill payments and invoicing: - Flexible payment options: Expensify allows you to pay your bills via ACH, credit card, or check, so you can choose the option that works best for you (US businesses only). -- Free, No Fees: The bill pay and invoicing features come included with every policy and workspace, so you won't need to pay any additional fees. +- Free, No Fees: The bill pay and invoicing features come included with every workspace and workspace, so you won't need to pay any additional fees. - Integration with your business bank account: With your business bank account verified, you can easily link your finances to receive payment from customers when invoices are paid. Let’s first chat through how Bill Pay works @@ -244,7 +244,7 @@ Reports, invoices, and bills are largely the same, in theory, just with differen 2. Add all of the expenses/transactions tied to the Invoice 3. Enter the recipient’s email address, a memo if needed, and a due date for when it needs to get paid, and click *Send* -You’ll notice it’s a slightly different flow from creating a Bill. Here, you are adding the transactions tied to the Invoice, and establishing a due date for when it needs to get paid. If you need to apply any markups, you can do so from your policy settings under the Invoices tab. Your customers can pay their invoice in Expensify via ACH, or Check, or Credit Card. +You’ll notice it’s a slightly different flow from creating a Bill. Here, you are adding the transactions tied to the Invoice, and establishing a due date for when it needs to get paid. If you need to apply any markups, you can do so from your workspace settings under the Invoices tab. Your customers can pay their invoice in Expensify via ACH, or Check, or Credit Card. ## Step 13: Run monthly, quarterly and annual reporting At this stage, reporting is important and given that Expensify is the primary point of entry for all employee spend, we make reporting visually appealing and wildly customizable. @@ -266,7 +266,7 @@ Our pricing model is unique in the sense that you are in full control of your bi To set your subscription, head to: -1. Settings > Policies +1. Settings > Workspace 2. Select *Group* 3. Scroll down to *Subscription* 4. Select *Annual Subscription* @@ -281,4 +281,4 @@ Now that we’ve gone through all of the steps for setting up your account, let 4. Click *Accept Terms* # You’re all set! -Congrats, you are all set up! If you need any assistance with anything mentioned above or would like to understand other features available in Expensify, reach out to your Setup Specialist directly in *[new.expensify.com](https://new.expensify.com)*. Don’t have one yet? Create a Control Policy, and we’ll automatically assign a dedicated Setup Specialist to you. +Congrats, you are all set up! If you need any assistance with anything mentioned above or would like to understand other features available in Expensify, reach out to your Setup Specialist directly in *[new.expensify.com](https://new.expensify.com)*. Don’t have one yet? Create a Control Workspace, and we’ll automatically assign a dedicated Setup Specialist to you.