How to Use Expensify to Automate Your Expense Reports in 2026?

Quick Start

This guide covers every Expensify feature:

• Getting Started — Create account and basic setup
• How to Use Expense Management Process — Track spending end to end without manual data entry
• How to Use Expense Reports — Group expenses into tidy reports in under a minute
• How to Use Trip Offers — Book flights and hotels that sync back automatically
• How to Use Expensify Card — Get up to 2% cash back and automatic receipt matching
• How to Use Easy Chats — Ask and answer expense questions without leaving the app
• How to Use Receipt Scanning — SmartScan pulls vendor, date, and amount from any photo
• How to Use Bill Pay and Invoicing — Handle money going out and coming in from one place
• How to Use Global Reimbursements — Pay back staff abroad in their own currency
• How to Use Integration with Other Software — Connect QuickBooks, Xero, or NetSuite for real-time reconciliation

Time needed: 5 minutes per feature

Also in this guide: Pro Tips | Common Mistakes | Troubleshooting | Pricing | Alternatives

Why Trust This Guide

I have run my own expenses through Expensify for two years. Every step here comes from real use, not a press kit.

Expensify is one of the best known expense management tools for businesses of any size.

Most users only ever scan receipts and stop there.

This Expensify step-by-step guide shows you how to use every part of the platform.

Short steps, real screenshots, and the shortcuts I actually use.

The YouTube clips below come from my own account, not a vendor demo.

Expensify Tutorial

This How to Use Expensify tutorial walks through the whole platform, from your first login to accounting sync.

Expensify

Stop chasing paper receipts every month end. Expensify scans, codes, and submits expenses for you, then pays people back automatically. Paid plans start at $5 per member, per month.

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Getting Started with Expensify

Expensify requires users to sign up before anything else works.

The whole setup takes about three minutes.

Here is my honest walkthrough of the first session:

Now let’s break down each step.

Step 1: Create Your Account

Visit the Expensify website and click Sign Up.

Enter your email or phone number and set a password.

Choose whether this is an individual or business account.

✓ Checkpoint: Check your inbox for the confirmation link.

Step 2: Access the App or Web Dashboard

Expensify works in any browser, and the mobile app covers iOS and Android.

Log in on whichever device you carry to meetings.

Here’s what this looks like:

✓ Checkpoint: You should see recent transactions and pending reports.

Step 3: Create Your First Workspace

Open Workspaces and click New Workspace.

Add your expense categories and set basic company policies here.

Invite employees so they can join and submit their own claims.

From here you can manage expenses for one person or a whole department.

How to Use Expensify Expense Management Process

Expense Management Process lets you run your whole expense management process in one place instead of five spreadsheets.

Here’s how to use it step by step.

Step 1: Open Your Workspace

Click Workspaces in the left menu.

Pick the workspace that holds your team’s expenses.

Step 2: Set Your Expense Categories

Open Categories and match them to your chart of accounts.

Here’s what this looks like:

✓ Checkpoint: Your categories appear as options on every new expense.

Step 3: Turn On Scheduled Submit

Scheduled Submit compiles and sends reports to your manager automatically.

Clean coding cuts review time, reducing the back-and-forth with finance every month.

How to Use Expensify Expense Reports

Expense Reports lets you bundle loose expenses into clean expense reports your finance team will actually approve.

Here’s how to use it step by step.

Step 1: Create a New Report

Click Reports, then New Report.

Give it a name your manager will recognise later.

Step 2: Add Your Expenses

Select the expenses you want and add them to the report.

Here’s what this looks like:

✓ Checkpoint: Expensify flags policy violations and duplicate entries before you submit.

Step 3: Submit for Review

Hit Submit and the report moves to your approver.

The system checks each line against company policies, ensuring compliance before anyone approves expenses.

How to Use Expensify Trip Offers

Trip Offers lets you book travel and sync every booking straight into your expense reports.

Here’s how to use it step by step.

Step 1: Open the Travel Tab

Select Travel from the main navigation.

Step 2: Search and Compare Offers

Enter your dates and compare the trip offers shown.

Here’s what this looks like:

✓ Checkpoint: Your flight or hotel shows up as a pending expense.

Step 3: Confirm the Booking

Book directly and the itinerary syncs to your account.

How to Use Expensify Expensify Card

Expensify Card lets you earn cash back while receipts attach themselves to each swipe.

Here’s how to use it step by step.

Step 1: Apply From the Cards Menu

Open Cards and request the Expensify Card.

Approval runs on your business bank balance.

Step 2: Assign Cards to Employees

Issue a card and set a monthly limit per person.

Here’s what this looks like:

✓ Checkpoint: Card transactions show in the dashboard within seconds.

Step 3: Review Live Transactions

Each swipe appears instantly with a receipt request attached.

How to Use Expensify Easy Chats

Easy Chats lets you settle expense questions in a chat thread instead of a long email chain.

Here’s how to use it step by step.

Step 1: Open the Chat Panel

Click the chat icon beside any report.

Step 2: Mention the Right Person

Type @ and select your manager or approver.

Here’s what this looks like:

✓ Checkpoint: The thread sits permanently on that report for future reference.

Step 3: Attach Context

Drop the receipt or invoices into the thread as proof.

The same chat functionality works in the mobile app, so answers reach you between meetings.

How to Use Expensify Receipt Scanner

Receipt Scanning lets you turn a photo of a crumpled receipt into a coded expense in seconds.

Here’s how to use it step by step.

Step 1: Snap the Receipt

Open the mobile app and tap the green camera button.

SmartScan technology extracts the vendor, date, and amount for you.

Step 2: Forward Digital Receipts

Email PDF receipts to receipts@expensify.com from your registered address.

Here’s what this looks like:

✓ Checkpoint: The receipt appears as a coded expense with the image attached.

Step 3: Confirm the Details

Check the scanned fields and adjust the category if needed.

How to Use Expensify Bill Pay and Invoicing

Bill Pay and Invoicing lets you pay vendor bills and send client invoices from the same system.

Here’s how to use it step by step.

Step 1: Forward the Vendor Bill

Send the bill to your workspace email address.

Step 2: Route It for Approval

The bill follows the same approval workflows as expenses.

Here’s what this looks like:

✓ Checkpoint: The invoice status updates from sent to paid on its own.

Step 3: Create and Send an Invoice

Open Invoices, add line items, and send it directly to your client.

How to Use Expensify Global Reimbursements

Global Reimbursements lets you reimburse employees in other countries without wiring money manually.

Here’s how to use it step by step.

Step 1: Verify Your Bank Account

Connect and verify the business account you will pay from.

Step 2: Enable Global Reimbursement

Switch it on in workspace settings and pick the countries you need.

Here’s what this looks like:

✓ Checkpoint: The report status changes to Reimbursed with a payment date.

Step 3: Approve and Pay

Approve expenses and click Reimburse to release funds.

Expensify absorbs the currency complexities, so your team never handles a manual wire form.

How to Use Expensify Integration with Other Software

Integration with Other Software lets you sync approved spending into your accounting software without exporting a single file.

Here’s how to use it step by step.

Step 1: Open the Connections Tab

Go to workspace settings and select Accounting.

Step 2: Authorise Your Accounting Tool

Choose QuickBooks, Xero, or NetSuite and log in to authorise access.

Here’s what this looks like:

✓ Checkpoint: A test expense appears in your accounting software within minutes.

Step 3: Map Your Fields

Match Expensify categories to your existing accounts and classes.

One connection is enough to streamline how financial data moves between the two systems.

Expensify Pro Tips and Shortcuts

After two years on the platform, these are the tips I give every new user.

They let you focus on the work instead of the paperwork.

Keyboard Shortcuts

Hidden Features Most People Miss

• GPS mileage tracking: Track mileage from your phone and it calculates reimbursement at current IRS rates.
• Smart Policy Enforcement: Flags spending violations and missing documentation before a report ever reaches your manager.
• Budget alerts: Set budgets per category and get real-time warnings when a department overspends.
• Tailored reports: Filter the dashboard by project, date, or person to identify trends in your financial operations.

The benefits view below is worth checking during setup:

Expensify Common Mistakes to Avoid

Mistake #1: Saving Receipts for Month End

Mistake #2: Inventing Categories on the Fly

Mistake #3: Skipping the Approval Setup

Expensify Troubleshooting

Problem: SmartScan Returns the Wrong Amount

Cause: Faded thermal paper or a folded receipt confuses the scan.

Fix: Flatten the receipt, use good light, and edit the amount manually if accuracy still slips.

Problem: Expenses Are Not Syncing to Accounting Software

Cause: A category exists in Expensify that has no matching account in QuickBooks or Xero.

Fix: Open the connections tab and remap the unmatched categories, then re-run the sync.

Problem: Reimbursement Is Stuck as Pending

Cause: The business bank account has not finished verification.

Fix: Confirm the micro-deposits in your bank, then release the payment again.

📌 Note: If none of these fix your issue, contact Expensify support.

What is Expensify?

Expensify is an expense management platform that automates how businesses track and reimburse spending.

Think of it like a finance assistant that reads every receipt for you.

Watch this quick overview:

It includes these key features:

• Expense Management Process: Handles capture, coding, and approval in one connected workflow.
• Expense Reports: Compiles multiple expenses into one submission with violation flags built in.
• Trip Offers: Books travel inside the platform and pulls itineraries into expenses.
• Expensify Card: A Visa Commercial Card with cash back and real-time coding.
• Easy Chats: Built-in chat attached to every report, expense, and workspace.
• Receipt Scanning: SmartScan technology reads receipts and codes them automatically.
• Bill Pay and Invoicing: Vendor bill payment plus client invoicing with tracked status.
• Global Reimbursements: Direct reimbursement to international bank accounts.
• Integration with Other Software: Two-way sync with QuickBooks, Xero, NetSuite, and more.

Security matters here too. Expensify keeps enterprise-grade protection and supports two-factor authentication on every account.

For a full review, see our Expensify review.

Expensify Pricing

Here’s what Expensify costs in 2026:

Paid plans are simple, starting at $5 per member, per month.

Free trial: Yes. You can test the paid features before paying anything.

Money-back guarantee: No formal guarantee, but plans are billed monthly and cancellable.

💰 Best Value: Collect at $5/member/month — it covers the daily process for most small businesses.

Pair it with the Expensify Card and cash back can cut your bill by up to 50%.

Expensify vs Alternatives

How does Expensify compare? Here’s the competitive landscape:

Quick picks:

• Best overall: Expensify — fastest path from receipt to reimbursement.
• Best budget: Wave — free invoicing and books for solo operators.
• Best for beginners: QuickBooks — familiar interface and endless tutorials.
• Best for enterprise: NetSuite — full ERP depth across finance and projects.

🎯 Expensify Alternatives

Looking for Expensify alternatives? Here are the top options:

• 🚀 Puzzle IO: Automated accounting built for venture-backed startups that want real-time books.
• 💰 Dext: Strong document capture for bookkeepers handling many client files at once.
• 🎨 Xero: Full double-entry accounting with bank feeds and a large app marketplace.
• ⚡ Synder: Syncs Stripe, Shopify, and PayPal sales into your accounting software.
• 🔒 Easy Month End: Keeps your month-end close organised with structured task tracking.
• 🧠 Docyt: AI bookkeeping aimed at multi-location businesses with heavy transaction volume.
• 👶 Sage: Long-standing accounting suite with a free individual tier to start on.
• 🏢 Zoho Books: Solid accounting that fits neatly beside the rest of the Zoho suite.
• 🔧 Wave: Free invoicing and accounting for freelancers watching every dollar.
• 🌟 Hubdoc: Pulls statements and bills from suppliers automatically each month.
• ⭐ QuickBooks: The default accounting choice for a huge share of US small businesses.
• 🎯 AutoEntry: Cheap, accurate extraction of invoices and receipts for accountants.
• 💼 FreshBooks: Invoicing and time tracking aimed squarely at service businesses.
• 📊 NetSuite: Full enterprise ERP covering finance, inventory, and reporting at scale.

For the full list, see our Expensify alternatives guide.

⚔️ Expensify Compared

Here’s how Expensify stacks up against each competitor:

• Expensify vs Puzzle IO: Puzzle IO handles the ledger itself. Expensify wins on receipts, cards, and reimbursement.
• Expensify vs Dext: Dext is a capture tool. Expensify adds cards, approval workflows, and payments on top.
• Expensify vs Xero: Xero keeps the books. Expensify feeds it clean expense data, so most teams run both.
• Expensify vs Synder: Synder is built for sales data. Expensify is built for employee spending.
• Expensify vs Easy Month End: Easy Month End manages the close. Expensify manages the expenses feeding into it.
• Expensify vs Docyt: Docyt costs far more per month. Expensify is cheaper for pure expense management.
• Expensify vs Sage: Sage runs your accounts. Expensify handles the receipts and mileage Sage never sees.
• Expensify vs Zoho Books: Zoho Books bundles more modules. Expensify beats it on mobile receipt scanning.
• Expensify vs Wave: Wave is free but basic. Expensify adds cards, policies, and approval routing.
• Expensify vs Hubdoc: Hubdoc only collects documents. Expensify also reimburses and enforces company policies.
• Expensify vs QuickBooks: QuickBooks is accounting software. Expensify is an expense management platform that syncs into it.
• Expensify vs AutoEntry: AutoEntry extracts data only. Expensify covers the full submit-and-reimburse process.
• Expensify vs FreshBooks: FreshBooks is better at billing clients. Expensify is better at controlling staff spending.
• Expensify vs NetSuite: NetSuite is a whole ERP. Expensify plugs into it as the expense layer.

Start Using Expensify Now

You learned how to use every major Expensify feature:

• ✅ Expense Management Process
• ✅ Expense Reports
• ✅ Trip Offers
• ✅ Expensify Card
• ✅ Easy Chats
• ✅ Receipt Scanning
• ✅ Bill Pay and Invoicing
• ✅ Global Reimbursements
• ✅ Integration with Other Software

Next step: Pick one feature and try it now.

Most people start with Receipt Scanning.

It takes less than five minutes and removes the worst part of the job.

Frequently Asked Questions

How do I submit expenses using Expensify?

Add your expenses to a report, then click Submit. The report routes to your approver automatically. Scheduled Submit can do this for you every week.

Is Expensify easy to learn?

Yes. Most users scan their first receipt within minutes. Approval workflows and integrations take a little longer, but the core process is simple.

What is the easiest way to keep track of receipts?

Snap each receipt with the mobile app straight after paying. SmartScan technology reads the details, so nothing depends on you remembering later.

How do I get started with Expensify?

Visit the site and click Sign Up. Enter your email or phone number, choose individual or business, then create your first workspace.

How do I use Expensify?

Scan receipts, group them into expense reports, and submit for approval. Connect your accounting software so approved spending syncs automatically.