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docs/articles/expensify-classic/expenses/Referral-Program.md
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docs/articles/expensify-classic/expensify-card/Change-Expensify-Card-limit.md
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--- | ||
title: Change Expensify Card limit | ||
description: Increase or decrease the limit for an Expensify Card or for a group | ||
--- | ||
<div id="expensify-classic" markdown="1"> | ||
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You can set Expensify Card limits for each group in your organization, or you can set the limit per card. | ||
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# Set a limit per card | ||
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1. Hover over Settings, then click **Domains**. | ||
2. Click the name of the domain. | ||
3. Next to the card, click **Edit Limit**. | ||
4. Ensure the Custom Smart Limit toggle is enabled to be able to set a specific card limit. Otherwise, the card limit will be determined by the limit set for the group that the employee is in. | ||
5. In the Limit Amount field, enter the desired limit. If set to $0, the card will be disabled for use until the limit is increased. | ||
6. Click **Save**. | ||
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# Set a limit per group | ||
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1. Hover over Settings, then click **Domains**. | ||
2. Click the name of the domain. | ||
3. Click the **Groups** tab on the left. | ||
4. Click the Expensify Card Smart Limit field for the card and enter the desired limit. | ||
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</div> |
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...cles/expensify-classic/expensify-card/Deactivate-or-cancel-an-Expensify-Card.md
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--- | ||
title: Deactivate or cancel an Expensify Card | ||
description: Close an Expensify Card | ||
--- | ||
<div id="expensify-classic" markdown="1"> | ||
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A cardholder or a Domain Admin can cancel an Expensify Card. You may want to cancel a card: | ||
- To cancel an old Expensify Card after upgrading to the new Expensify Visa® Commercial Card | ||
- After a fraudulent or suspicious charge | ||
- After an employee leaves the company | ||
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# Domain Admins | ||
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To cancel an employee's Expensify Card as a Domain Admin, | ||
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1. Hover over Settings, then click **Domains**. | ||
2. Click the name of the domain. | ||
3. Next to the card, click **Terminate**. | ||
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# Cardholders | ||
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To cancel an Expensify Card assigned to you, | ||
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1. Hover over Settings, then click **Account**. | ||
2. Click the **Credit Card Import** tab. | ||
3. Click **Cancel** next to the card. | ||
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</div> |
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docs/articles/new-expensify/connections/Set-up-Xero-connection.md
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--- | ||
title: Set up Xero connection | ||
description: Integrate Xero with Expensify | ||
--- | ||
<div id="new-expensify" markdown="1"> | ||
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{% include info.html %} | ||
To use the Xero connection, you must have a Xero account and an Expensify Collect plan. | ||
{% include end-info.html %} | ||
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To set up your Xero connection, complete the 4 steps below. | ||
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# Step 1: Connect Expensify to Xero | ||
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<ol type="a"> | ||
<li>Click your profile image or icon in the bottom left menu.</li> | ||
<li>Scroll down and click <b>Workspaces</b> in the left menu.</li> | ||
<li>Select the workspace you want to connect to Xero.</li> | ||
<li>Click <b>More features</b> in the left menu.</li> | ||
<li>Scroll down to the Integrate section and enable the Accounting toggle.</li> | ||
<li>Click <b>Accounting</b> in the left menu.</li> | ||
<li>Click <b>Set up</b> to the right of Xero.</li> | ||
<li>Enter your Xero login details to import your settings from Xero to Expensify.</li> | ||
</ol> | ||
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# Step 2: Configure import settings | ||
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The following steps help you determine how data will be imported from Xero to Expensify. | ||
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<ol type="a"> | ||
<li>Under the Accounting settings for your workspace, click <b>Import</b> under the Xero connection.</li> | ||
<li>Select an option for each of the following settings to determine what information will be imported from Xero into Expensify:</li> | ||
<ul> | ||
<li><b>Xero organization</b>: Select which Xero organization your Expensify workspace is connected to. Each organization can only be connected to one workspace at a time.</li> | ||
<li><b>Chart of Accounts</b>: Your Xero chart of accounts and any accounts marked as “Show In Expense Claims” will be automatically imported into Expensify as Categories. This cannot be amended.</li> | ||
<li><b>Tracking Categories</b>: Choose whether to import your Xero categories for cost centers and regions as tags in Expensify.</li> | ||
<li><b>Re-bill Customers</b>: When enabled, Xero customer contacts are imported into Expensify as tags for expense tracking. After exporting to Xero, tagged billable expenses can be included on a sales invoice to your customer.</li> | ||
<li><b>Taxes</b>: Choose whether to import tax rates and tax defaults from Xero.</li> | ||
</ul> | ||
</ol> | ||
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# Step 3: Configure export settings | ||
The following steps help you determine how data will be exported from Expensify to Xero. | ||
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<ol type="a"> | ||
<li>Under the Accounting settings for your workspace, click <b>Export</b> under the Xero connection.</li> | ||
<li>Review each of the following export settings:</li> | ||
<ul> | ||
<li><b>Preferred Exporter</b>: Choose whether to assign a Workspace Admin as the Preferred Exporter. Once selected, the Preferred Exporter automatically receives reports for export in their account to help automate the exporting process.</li> | ||
</ul> | ||
</ol> | ||
{% include info.html %} | ||
- Other Workspace Admins will still be able to export to Xero. | ||
- If you set different export accounts for individual company cards under your domain settings, then your Preferred Exporter must be a Domain Admin. | ||
{% include end-info.html %} | ||
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<ol type="a"> | ||
<ul> | ||
<li><b>Export Out-of-Pocket Expenses as</b>: All out-of-pocket expenses will be exported as purchase bills. This cannot be amended.</li> | ||
<li><b>Purchase Bill Date</b>: Choose whether to use the date of last expense, export date, or submitted date.</li> | ||
<li><b>Export invoices as</b>: All invoices exported to Xero will be as a sales invoice. This cannot be amended.</li> | ||
<li><b>Export company card expenses as</b>: All company card expenses export to Xero as bank transactions. This cannot be amended.</li> | ||
<li><b>Xero Bank Account</b>: Select which bank account will be used to post bank transactions when non-reimbursable expenses are exported.</li> | ||
</ul> | ||
</ol> | ||
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# Step 4: Configure advanced settings | ||
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The following steps help you determine the advanced settings for your connection, like auto-sync. | ||
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<ol type="a"> | ||
<li>Under the Accounting settings for your workspace, click <b>Advanced</b> under the Xero connection.</li> | ||
<li>Select an option for each of the following settings:</li> | ||
<ul> | ||
<li><b>Auto-sync</b>: Choose whether to enable Xero to automatically communicate changes with Expensify to ensure that the data shared between the two systems is up-to-date. New report approvals/reimbursements will be synced during the next auto-sync period. Once you’ve added a business bank account for ACH reimbursement, any reimbursable expenses will be sent to Xero automatically when the report is reimbursed. For non-reimbursable reports, Expensify automatically queues the report to export to Xero after it has completed the approval workflow in Expensify.</li> | ||
<li><b>Set Purchase Bill Status</b>: Choose the status of your purchase bills:</li> | ||
<ul> | ||
<li>Draft</li> | ||
<li>Awaiting Approval</li> | ||
<li>Awaiting Payment</li> | ||
</ul> | ||
<li><b>Sync Reimbursed Reports</b>: Choose whether to enable report syncing for reimbursed expenses. If enabled, all reports that are marked as Paid in Xero will also show in Expensify as Paid. If enabled, you must also select the Xero account that reimbursements are coming out of, and Expensify will automatically create the payment in Xero.</li> | ||
<li><b>Xero Bill Payment Account</b>: If you enable Sync Reimbursed Reports, you must select the Xero Bill Payment account your reimbursements will come from.</li> | ||
<li><b>Xero Invoice Collections Account</b>: If you are exporting invoices from Expensify, select the invoice collection account that you want invoices to appear under once they are marked as paid.</li> | ||
</ul> | ||
</ol> | ||
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{% include faq-begin.md %} | ||
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**How do I disconnect Xero from Expensify?** | ||
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1. Click your profile image or icon in the bottom left menu. | ||
2. Scroll down and click **Workspaces** in the left menu. | ||
3. Select the workspace you want to disconnect from Xero. | ||
4. Click **Accounting** in the left menu. | ||
5. Click the three dot menu icon to the right of Xero and select **Disconnect**. | ||
6. Click **Disconnect** to confirm. | ||
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You will no longer see the imported options from Xero. | ||
{% include faq-end.md %} | ||
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</div> |
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docs/articles/new-expensify/expenses/Approve-and-pay-expenses.md
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--- | ||
title: Approve and Pay Expenses | ||
description: Approve, hold, or pay expenses submitted to you | ||
--- | ||
<div id="new-expensify" markdown="1"> | ||
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When expenses are sent to you for approval, you have the option to: | ||
- Approve and pay the expenses. | ||
- Hold the expenses if payment needs to be delayed or if the expenses require additional information before they can be approved. | ||
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{% include info.html %} | ||
If your workspace does not require expense approvals, or if the expense is sent to you by a friend, you will not need to approve the expense and instead can immediately pay the expense when you are ready. | ||
{% include end-info.html %} | ||
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# Approve expenses | ||
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When someone sends an expense or a group of expenses to you for approval, you’ll receive the expense in Expensify Chat for the related workspace. Chats with new updates appear with a green dot to the right of the chat message. Concierge also sends you an email notification for the new expense. | ||
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To approve an expense, | ||
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1. Open the Expensify Chat thread for the expense. | ||
2. Click the expense or group of expenses. | ||
3. Review the expense details to ensure they are correct. Look at each receipt, the amount, the description, and any additional details. | ||
4. Determine the next steps. | ||
- **Approve**: When you’re satisfied with the expense, click **Approve**. | ||
- **Handle holds**: If any of the expenses are on hold, you can choose to either approve only the expenses that are not on hold or approve the full amount, including any held expenses. | ||
- **Request changes**: You can add a comment to the expense’s chat thread in your Expensify Chat inbox to request changes to the expense details. | ||
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{% include info.html %} | ||
Admins can modify an expense, if needed. | ||
{% include end-info.html %} | ||
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You’re now ready to pay the expense. | ||
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# Hold an expense | ||
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If you need to delay a payment or if you need more information on the expense before it can be approved, you can hold the expense. | ||
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To hold an expense, | ||
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1. Open the Expensify Chat thread for the expense. | ||
2. Click the expense or group of expenses. | ||
3. Click the three dot menu at the top right of the expense and select **Hold**. | ||
4. Enter a reason for the delay. | ||
5. Review the Hold Overview page and click **Got It**. | ||
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When you’re ready, you can choose to: | ||
- **Remove the hold**: Complete the steps above and select **Unhold**. | ||
- **Approve the expense**: Complete the steps above for “Approve expenses.” | ||
Once the expense has been approved, you can now pay the expense. | ||
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{% include info.html %} | ||
Held expenses will not be available for payment until they have been approved. | ||
{% include end-info.html %} | ||
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# Pay expenses | ||
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Once you’ve approved an expense—or if the expense does not require approval—you’ll be able to pay it. | ||
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{% include info.html %} | ||
To pay expenses within Expensify, you’ll need to set up your Expensify Wallet. | ||
{% include end-info.html %} | ||
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To pay an expense, | ||
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1. Open the Expensify Chat thread for the expense. | ||
2. Click the expense or group of expenses. | ||
3. Select a payment option. | ||
- Click **Pay** to pay the full expense within Expensify. If the expenses contain one that has been held, the pay amount will only include the expenses that have not been held. Then you’ll select your payment method. | ||
- Click **Pay Elsewhere** to indicate that a payment has been sent using a method outside of Expensify, such as cash or a check. This will label the expense as Paid. | ||
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</div> |
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