SmartScan technology for receipt capture, automatic expense categorization, real-time expense approvals, corporate card reconciliation, direct integration with accounting software, custom reporting for fund expenses, and allocation tracking for portfolio company investments.
Tools tracking operational expenses, travel costs, and allocation of expenses between management company and funds.
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Multi-entity support Ability to track and allocate expenses across multiple legal entities (e.g., management company, multiple funds). |
Expensify tracks and allocates expenses across multiple entities; marketing and documentation reference fund/portfolio tracking. | |
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Expense categorization Automatic or manual classification of expenses into user-defined categories (travel, office supplies, etc.). |
Automatic and manual classification is a supported feature (expense categorization in UI and SmartScan). | |
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Automated receipt capture Upload, scan, or email receipts with OCR to automatically attach them to expense entries. |
SmartScan technology allows uploading, scanning, or emailing receipts with OCR for attachment to entries. | |
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Bulk import Import bank or credit card statements and map transactions to expenses in bulk. |
Bulk import is supported: multiple transactions can be imported via statements and mapped. | |
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Custom allocation rules Ability to automatically split expenses between entities or cost centers based on preset rules. |
Custom allocation rules (split between entities/cost centers) are noted in reporting and allocation tracking features. | |
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Manual allocation override Ability to manually adjust or override automatic allocations per transaction. |
Manual overrides are permitted for individual allocations per expense according to help documentation. | |
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Multi-currency support Capture and reconcile expenses in multiple currencies with automatic conversion. |
Multi-currency expense capture, conversion, and reconciliation well documented. | |
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Sync with accounting systems Direct integration or export to accounting/ERP platforms. |
Direct integration and export into many accounting/ERP systems (QuickBooks, NetSuite, Xero, Sage, etc.). | |
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Custom fields Support for user-selected custom fields on expense entries (deal code, event, etc.). |
Custom fields can be added to expenses (deal codes, events, etc.); referenced in configuration screens. | |
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Tagging Ability to add searchable tags to expenses for better reporting and search. |
Tagging supported for expenses/receipts for improved search and reporting. | |
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Transaction processing speed Average time taken to process an expense entry from upload to approval. |
No information available |
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Multi-level approvals Support for multi-step approval chains based on dollar amounts, departments, or entity. |
Multi-level (multi-step) approval workflows are an out-of-the-box feature in approval policies. | |
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Custom approval routing Configurable workflow according to team structures and policies. |
Custom approval routing by department, role, or amount is supported in workflow customization. | |
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Role-based permissions Permission control for different user types (employee, manager, admin, finance). |
Role-based permissions configurable for admins, managers, finance, etc. | |
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Automated escalation Automatic escalation if an expense isn’t approved within a set timeframe. |
Automatic escalation if approval isn’t completed in time can be triggered (policy setting). | |
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Mobile approvals Ability for approvers to review and approve expenses via a mobile app. |
Mobile app supports approval of expenses with push notification workflow. | |
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Delegated approvals Allow temporary delegation of approval rights during absences. |
Approvals can be delegated temporarily (covered in admin controls and out-of-office settings). | |
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Batch approvals Ability to approve multiple expenses at once. |
Batch approve function: multiple expenses selected and approved at once. | |
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Audit trail Full logging of approvals, changes, and actions for compliance and transparency. |
Full audit trail on approvals/changes/actions available (exportable reports). | |
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Approval notification speed Average time between expense submission and notification sent to approver. |
No information available | |
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Customizable notifications Configurable notification settings (email, SMS, push) for different stages of approval. |
Notifications for submissions/approvals customizable via mobile/email/slack. |
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Accounting software integration Direct two-way sync with leading accounting systems (QuickBooks, NetSuite, Sage, Xero, etc.). |
Integration to major accounting systems (QuickBooks, NetSuite, Xero, Sage, etc.). | |
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Bank & credit card integration Automated import of transactions directly from bank or credit card feeds. |
Direct bank and corporate card integration for automatic transaction imports. | |
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Payroll integration Sync reimbursements or expense payments with payroll providers. |
Payroll integrations via export and through third-party providers (details on expensify.com/integrations). | |
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API access Open APIs for data import/export to custom systems. |
Public and partner API access is available for custom integration. | |
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Single sign-on (SSO) Support for single sign-on via SAML, OAuth, and/or SSO providers (Okta, Google Workspace, etc.). |
Supports SSO via SAML, Google Workspace, Okta, etc. | |
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Calendar & email integration Ability to extract expenses from calendar events, or auto-generate expenses from corporate email receipts. |
Can extract expenses from email receipts (automatic import from Gmail/Outlook); some calendar support. | |
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File export formats Support for exporting data in CSV, XLSX, PDF, and custom templates. |
Data export available in CSV, XLSX, PDF; custom reports can be scheduled and exported. | |
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Integration setup speed Average time required to connect and configure an integration. |
No information available |
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Custom reporting Create, save, and schedule custom reports by team, entity, expense type, etc. |
Custom reporting engine available for creating/saving/scheduling custom reports. | |
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Real-time dashboards Interactive dashboards with real-time data visualization. |
Dashboard features provide real-time data visualization (referenced in product demo). | |
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Budget tracking & variance analysis Track budgets by cost center/entity and analyze variance vs. forecasts. |
Budget tracking and variance analysis features are documented; set budgets with variance tracking. | |
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Fund vs. management company reporting Segregated reporting for expenses allocated to funds vs. management company. |
Reporting can be segregated for funds vs. management company using custom categories/entities. | |
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Historical comparison Compare expense performance over different periods (year-on-year, month-on-month). |
Historical report comparisons available as standard reporting feature. | |
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Audit export reports Produce detailed audit-friendly reports for compliance review. |
Audit/export reporting configurable for compliance reviews. | |
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Automated scheduled delivery Automatically deliver pre-set reports to stakeholders at scheduled intervals. |
Reports can be scheduled for automated delivery to stakeholders. | |
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Report generation speed Average time to generate and export a standard report. |
No information available |
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Mobile app availability Native mobile apps for iOS and Android. |
Native iOS and Android mobile apps are available. | |
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Intuitive user interface Modern, easy-to-use, and thoughtfully designed UI. |
User interface is recognized for intuitive, modern design (see App Store/Play Store reviews and product videos). | |
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Multi-language support Ability to select from a variety of supported languages. |
Expensify supports multi-language interfaces per App store listing and documentation. | |
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Accessibility compliance Compliance with accessibility standards (WCAG, ADA). |
No information available | |
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Guided onboarding Interactive product tours and onboarding flows for new users. |
Interactive onboarding and product tours provided for new users. | |
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Drag-and-drop upload Simple drag-and-drop interface for documents and receipts. |
Drag-and-drop upload interface for receipt/documents is part of web and mobile app. | |
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Customizable layouts User-configurable dashboards and screen layouts. |
Customizable dashboards/screen layouts via widgets/preferences. | |
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User onboarding time Average time required for a new user to become proficient. |
No information available |
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Built-in travel booking Integrated booking engine for travel (flights, hotels, car rental) linked to expense capture. |
Not as far as we are aware.* Travel booking is not natively integrated in Expensify (no built-in travel booking engine). | |
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Travel policy enforcement Automated flagging of non-compliant travel bookings or expenses. |
No information available | |
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Per diem management Calculation and allocation of per-diem rates based on location/days. |
Per diem management (rates by day/location) is supported. | |
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Mileage tracking Automated tracking of personal/business mileage for reimbursement. |
Mileage tracking (manual and GPS entry) is built in; integrates with reimbursement reports. | |
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Travel approval workflow Separate approval flows specifically for travel-related expenses. |
Distinct approval workflows can be configured for travel-specific expenses. | |
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Integration with travel vendors Direct connection to preferred travel providers, aggregators, or travel agencies. |
No information available | |
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Pre-trip authorization Ability to request and document authorization prior to business travel. |
Pre-trip approval forms and flows for business travel are available. | |
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Travel spend analytics In-depth analysis and reporting on travel-related spend and trends. |
Analytics/reporting of travel spend is included in standard and custom reports. | |
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Policy violation reports Automatic generation of reports highlighting policy breaches. |
Automatic policy violation and breach reports can be created via compliance engine. |
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Audit trail logging Immutable, time-stamped record of all actions taken within the system. |
All actions/events are logged in immutable, time-stamped audit trails accessible for compliance. | |
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SOX compliance features Support for Sarbanes-Oxley (SOX) act compliance workflows. |
SOX compliance supported for workflows and audit. Expensify referenced for SOX clients and controls. | |
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Custom retention policies Ability to set how long expense documents/records are retained. |
Document retention periods are configurable in policy/back-end. | |
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Automated expense matching Automatic cross-referencing of expense reports, card transactions, and receipts. |
Automated matching of card transactions, receipts and expense reports is a key feature (corporate card reconciliation). | |
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Detection of duplicate submissions Automatic flagging of duplicate expense claims. |
Duplicate submission detection and flagging is automatic (SmartScan includes duplicate check). | |
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Exceptions reporting Custom rules for identifying potential compliance breaches. |
Custom exception reporting and compliance rule framework available. | |
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Configurable audit export Ability to quickly export a full audit package with receipts, approvals, and allocations. |
Audit data package export with all proofs/approvals/allocations can be generated. | |
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GDPR compliance Conformance with EU data privacy regulations. |
Expensify states GDPR compliance; privacy policy and EU client deployments confirm this. | |
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SEC reporting support Assistance with preparing reports/regulatory filings for SEC or other regulators. |
No information available |
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End-to-end data encryption Encryption of data at rest and during transmission. |
Data is encrypted at rest and in transit. | |
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Multi-factor authentication Support for MFA on all user accounts. |
Multi-factor authentication supported (TOTP, push, SMS). | |
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Granular access controls Configurable user and group access permissions. |
Granular access permissions for users and groups are configurable (RBAC controls). | |
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Regular penetration testing Third-party conducted security reviews and penetration tests. |
Expensify undergoes third-party penetration testing as stated in security documentation. | |
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Data residency options Ability to select where data is physically stored (data center region/country). |
Data residency selection available for international clients. | |
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Automatic session timeout Automatic logout after a period of inactivity. |
Auto session timeout configurable for inactivity on all platforms. | |
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Audit log retention period Length of time full security audit logs are available for review. |
No information available |
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Cloud-based deployment Hosted in a secure cloud environment accessible from anywhere. |
Cloud SaaS deployment; access anywhere with secure infrastructure. | |
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On-premises deployment option Option for on-premises hosting for enhanced control. |
No information available | |
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Uptime guarantee Service level agreement (SLA) commitment to system uptime. |
Public uptime SLA quoted on status.expensify.com. | |
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System concurrent user capacity Maximum number of users who can access the system simultaneously. |
No information available | |
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Mobile device compatibility Optimized for a wide range of mobile and tablet devices. |
Web and mobile apps optimized for smartphone/tablet use. | |
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Integration sandbox Test environment for integration development and QA. |
No information available |
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24/7 customer support Access to support agents at any time, with multiple channels (chat, phone, email). |
24/7 customer support provided via chat/email; detailed on Expensify support pages. | |
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Dedicated account manager Assignment of a direct point-of-contact for larger clients. |
Dedicated account managers are available for larger business accounts. | |
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Online knowledge base Comprehensive and searchable self-service support resources. |
Comprehensive online knowledge base and help center. | |
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Training resources Online courses, webinars, or in-person training for users. |
Online training resources and webinars provided in Expensify classroom section. | |
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Implementation support Expert assistance during system setup and configuration. |
Implementation support provided as an add-on or for business plans. | |
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Feature request process Ability for users to suggest new features or enhancements. |
Users can submit feature requests through the community and support channels. | |
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Response time (support requests) Average initial response time to support tickets. |
No information available |
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