Forward your Travelperk expenses effortlessly to Expensify, a payments super app that helps individuals and businesses around the world simplify the way they manage money!
Your finance teams will get full visibility on total trip expenses. This will ensure easy and accurate reporting across all business spending, saving your teams precious time and money.
What can you do with this integration?
- Forward travel expenses automatically to Expensify.
- Admins can setup the integration and decide:
- Which Payment profiles will forward expenses to Expensify.
- Who will receive them, the booker of the trip or the billing contact person.
- If personal invoice profiles will forward expenses, or not.
- Connect out of pocket expenses with the travel costs booked via TravelPerk for the same trip, all together in Expensify.
- Admins and controllers have full visibility in Expensify of purchases in the Travelperk platform, even before receiving a consolidated invoice.
How does the Expensify integration work?
When booking a trip:
- Based on the integration settings, either the booker or the billing contact person will receive a trip confirmation email with information about the services included (like flights, accommodation, train, car rentals,...) and their cost.
- The Expensify integration will forward another email with all the trip costs (including fees like Premium or Pro) to the receipts@expensify.com email.
- The selected receiver will get a new expense in your Expensify Inbox with all information conveniently pre-filled, to help add it to an Expense report.
Important: Depending on your invoice profile billing cycle (instant, bi-weekly or monthly, you might receive expenses before an invoice has been generated.
What changes are there in this new version?
With the new version (released in May 2022), admins get more control over which expenses are sent over and who receives them on the Expensify side.
🔴 The previous version forwarded all expenses to the booker of the trip.
🟢 Now, admins can decide which payment profiles forward expenses and who receives them, between booker or to the billing contact email address.
This is especially helpful:
⭐ When needing to exclude some payment profiles from the Expensify integration
When you only want to send the expenses of payment profiles associated with credit cards to Expensify.
⭐ When using a shared payment profile associated with a shared email.
You can set the billing contact email to receive expenses of that profile, so bookers won’t receive expenses they don’t care about.
⭐ When using personal payment methods.
You can decide whether to forward expenses made using personal payment methods (those created by users) for reimbursing their cost, or not.
How to enable the Expensify integration
Admins can enable the Expensify integration following these steps:
- Go to Company Settings.
- Click on Integrations.
- Click on "Set Up" in the Expensify integration.
- Go to Settings:
- For each payment profile, indicate who will receive expenses
Please note: If you don’t customize the settings, by default, all expenses will be sent to the booker of the trip for all payment profiles. - Decide if expenses made using a personal payment method will be forwarded to their personal payment profiles, or not.
- Click on Save settings.
- For each payment profile, indicate who will receive expenses
- Click on the "Enable" button.
From this point on, expenses will be forwarded to your company’s Expensify account.
Important: Ensure bookers have the same email address in Travelperk and Expensify, so expenses can be associated automatically.
How to disable the Expensify integration
Admins can disable the Expensify integration following these steps:
- Go to Company Settings.
- Click on Integrations.
- Click on Set Up in the Expensify integration.
- Click on the Disable button.
Note: This action will remove your integration settings and they cannot be recovered. From this point on, no expenses will be forwarded to your company’s Expensify account.
FAQs
I already have the Expensify integration enabled, what do I need to do?
If you don’t do anything, the integration will continue working as before, sending all expenses to the booker. However, you can now customize the way expenses are forwarded to your company’s Expensify account, selecting who will receive the expenses based on the payment profile. You can do so on the Integration page of your TravelPerk account, selecting Expensify, then Settings.
What if I want to exclude a certain payment profile from sending expenses to Expensify?
Customers with multiple payment profiles can go to the settings of their integration and define which profiles will forward expenses to Expensify. When an invoice is not selected, it will be excluded from sending invoices.
What happens if I don’t personalize my settings?
The default setting is to forward all expenses to the booker.
What if our company is using a shared payment method?
You can prevent Bookers from receiving all expenses from shared credit cards by selecting to forward expenses to the billing contact address. They will still be able to use them in Expensify for reporting purposes.
How can I exclude personal travel expenses from being sent to Expensify?
In the settings of your integration, admins indicate if for personal payment profiles, the expenses should be forwarded to their payment profiles, or not.
What if our travelers are using personal corporate cards?
Customers that use personal payment methods and reimburse their cost, can enable sending expenses with personal payment methods.
Why do some people receive "Receipt upload problem" emails from Expensify?
This happens when you enable the Expensify integration and set all bookings to sync with Expensify, but one of your travelers doesn't have an Expensify account. They will receive an email alerting them to the fact that Expensify has received information about a trip that they have booked, but they can’t find a matching account. This can also happen if the traveler does have an Expensify account, but they are using a different email address to the one they have in TravelPerk. The way to resolve these issues is making sure all travelers have an Expensify account and it's associated with the same email address they have in TravelPerk.