Harvard-Educated Expensify Experts | FT Fast 500

Expense Management Automated Expensify

Expensify revolutionizes expense tracking with SmartScan receipt capture and automated expense reports. Our Expensify integrations connect this powerful expense data with your accounting system, ERP, HR platform, and travel booking tools. Employees snap receipts, expenses categorize automatically, approvals flow through proper channels, and everything syncs to your books without manual data entry. Perfect for businesses looking to eliminate expense report headaches.

1 sec

Receipt scan

75%

Less processing time

Auto

Categorization

Real-time

Policy enforcement

Automate Your Expensify Integration View Integration Options

Why Integrate Expensify with Your Business Systems?

Receipt Capture Done Right

SmartScan accurately extracts vendor, amount, date, and category from receipt photos. No more manual data entry or lost receipts. Expenses are captured the moment they happen.

Policy Enforcement

Expense policies enforce automatically. Out-of-policy expenses flag immediately, per diems calculate correctly, and approval workflows route properly. No more chasing receipts at month end.

Accounting Integration

Approved expenses sync directly to your accounting system with correct GL coding. No duplicate entry, no coding errors, no reconciliation headaches.

Systems We Connect with Expensify

Xero

QuickBooks

MYOB

NetSuite

Sage

Workday

BambooHR

ADP

Uber

Lyft

Plus 100+ more systems - if you use it, we can integrate it with Expensify

How Expensify Integration Works

Connect Your Systems

We securely connect Expensify with your other business applications using official APIs and best practices.

Map Your Data

Configure how data flows between systems - which fields map where, what triggers sync, and business rules.

Automate Forever

Once configured, data flows automatically 24/7. Monitor with dashboards and alerts for complete peace of mind.

Data Flow Architecture

Here's how data flows between Expensify and your connected systems:

┌─────────────────┐     ┌──────────────────┐     ┌─────────────────┐
│   Mobile App    │     │    Expensify     │     │   Accounting    │
│  Receipt Scan   │────▶│   SmartScan      │────▶│   (Xero/MYOB)   │
└─────────────────┘     └──────────────────┘     └─────────────────┘
        │                        │                        │
        │                        ▼                        │
        │               ┌──────────────────┐              │
        │               │  Policy Engine   │              │
        │               │  • Limits check  │              │
        │               │  • Category map  │              │
        │               │  • GST extract   │              │
        │               └──────────────────┘              │
        │                        │                        │
        ▼                        ▼                        ▼
   ┌─────────┐            ┌─────────────┐          ┌──────────┐
   │ Receipt │            │  Approval   │          │  Bill /  │
   │ Captured│            │  Workflow   │          │ Expense  │
   └─────────┘            └─────────────┘          └──────────┘

Example: Receipt to Xero Bill Flow
══════════════════════════════════
1. Employee photographs receipt using Expensify mobile app
2. SmartScan extracts vendor, amount, date, GST automatically
3. Expense categorizes based on merchant and policy rules
4. System checks against company expense policy limits
5. Expense submits for manager approval (if required)
6. Manager approves via email or Expensify app
7. Approved expense syncs to Xero as bill/expense claim
8. Reimbursement tracks in Xero for payment processing

Common Field Mappings

Source Field	Target Field	Notes
Expensify.Merchant	Xero.Contact.Name	Vendor/supplier name
Expensify.Amount	Xero.BillLineItem.UnitAmount	Expense amount
Expensify.Currency	Xero.Bill.CurrencyCode	Transaction currency
Expensify.Date	Xero.Bill.Date	Transaction date
Expensify.Category	Xero.BillLineItem.AccountCode	GL account mapping
Expensify.TaxAmount	Xero.BillLineItem.TaxAmount	GST amount
Expensify.TaxCode	Xero.BillLineItem.TaxType	GST treatment
Expensify.Employee	Xero.Bill.Reference	Employee reference
Expensify.ReportID	Xero.Bill.InvoiceNumber	Expense report ID
Expensify.ReceiptURL	Xero.Bill.Attachment	Receipt image
Expensify.Description	Xero.BillLineItem.Description	Expense description
Expensify.Tag	Xero.BillLineItem.TrackingCategory	Cost center/project

Example API Response

Sample data structure when syncing from Expensify:

// Expensify - Export Expense Report (API Request)
POST https://integrations.expensify.com/Integration-Server/ExpensifyIntegrations
Content-Type: application/x-www-form-urlencoded

requestJobDescription={
  "type": "file",
  "credentials": {
    "partnerUserID": "clever_ops_api",
    "partnerUserSecret": "****"
  },
  "onReceive": {
    "immediateResponse": ["returnRandomFileName"]
  },
  "inputSettings": {
    "type": "combinedReportData",
    "reportState": "APPROVED",
    "filters": {
      "startDate": "2024-01-01",
      "endDate": "2024-01-31"
    }
  },
  "outputSettings": {
    "fileExtension": "json"
  }
}

// Expensify - Expense Report Response
{
  "reportList": [
    {
      "reportID": "R00123456",
      "reportName": "January 2024 Expenses",
      "submitter": {
        "email": "employee@company.com.au",
        "employeeID": "EMP001"
      },
      "total": 1250.00,
      "currency": "AUD",
      "status": "APPROVED",
      "transactionList": [
        {
          "transactionID": "T001",
          "merchant": "Uber",
          "amount": 45.50,
          "currency": "AUD",
          "created": "2024-01-15",
          "category": "Transport",
          "taxCode": "GST",
          "taxAmount": 4.14,
          "comment": "Client meeting - Sydney CBD",
          "receiptURL": "https://expensify.com/receipts/xxx"
        },
        {
          "transactionID": "T002",
          "merchant": "Office Works",
          "amount": 189.00,
          "currency": "AUD",
          "created": "2024-01-18",
          "category": "Office Supplies",
          "taxCode": "GST",
          "taxAmount": 17.18,
          "comment": "Printer cartridges",
          "receiptURL": "https://expensify.com/receipts/yyy"
        }
      ]
    }
  ]
}

AI & Custom Integration Examples

Beyond system-to-system connections, we build custom AI solutions and interfaces powered by Expensify data.

Intelligent Receipt Categorization

AI analyzes receipt content and merchant data to automatically categorize expenses. Learns from corrections to improve accuracy over time, reducing manual categorization effort.

Fraud Detection

Machine learning identifies suspicious expense patterns - duplicate submissions, unusual amounts, out-of-pattern merchants. Flags potential policy violations before approval.

Policy Violation Prediction

AI predicts which expenses might violate policy based on historical patterns. Warns employees before submission, reducing rejection rates and approval delays.

Spend Analytics

AI analyzes expense data to identify cost-saving opportunities - preferred vendor recommendations, booking timing optimization, category spend trends.

Integration Prerequisites

Before starting your Expensify integration, ensure you have:

Expensify account (Team or Corporate plan for API access)
API partner credentials from Expensify
Accounting system (Xero, MYOB, QuickBooks) with API access
Chart of accounts mapping documentation
Company expense policy documented
Employee list with approval hierarchy

Common Issues & Solutions

SmartScan not extracting GST correctly

Expenses not syncing to accounting

Duplicate expenses appearing

Approval workflow not routing correctly

Category mapping errors

Real Results from Expensify Integration

“Expense reports used to take our team hours each month. Now receipts are scanned instantly, approval happens in the app, and everything syncs to Xero automatically. Our finance team focuses on analysis instead of data entry.”

Professional Services Firm

Consulting, Sydney