Expensify is one of the most widely used expense management platforms — and one of the most confusing for first-time users. The interface makes sense once you understand how reports, expenses, and policies connect, but getting there without a guide involves a lot of trial and error. This walkthrough covers the complete flow from your first login to a submitted expense report.
Step 1: Download the App and Log In
Expensify works in a browser, but the mobile app is significantly better for the most important part: scanning receipts. Download the Expensify app on iOS or Android before you need it — not after the receipts start piling up.
Log in using your work email address. If your company uses Expensify, your account may already be provisioned — try logging in with your work email before creating a new account. If your company uses single sign-on (SSO), you'll log in via your company's identity provider (Google Workspace, Okta, etc.).
Step 2: Connect Your Bank Account for Reimbursement
Before you submit your first report, connect your bank account so reimbursements go somewhere. In the app: tap your profile icon → Payments → Bank Accounts → Add Bank Account. You'll need your routing and account number.
In the web app: click your profile in the top left → Payments → Personal Bank Account → Add Bank Account.
Your company's Expensify policy may control whether you're reimbursed directly or through payroll. If you're unsure, ask your finance or HR team before expecting a direct deposit.
Step 3: Create an Expense Report
An expense report is the container for your expenses. In most company setups, you create one report per period (monthly, per trip, or per event) depending on your company's policy.
Mobile app: Tap the green + button → New Report. Give it a descriptive name ("Home Office Equipment — April 2026" or "NYC Conference — March 2026").
Web app: Click New Report in the top right corner of the Reports tab. Same naming convention.
Your company's policy may automatically assign reports to the correct manager for approval — you typically don't need to configure this yourself.
Step 4: Add Expenses
There are three ways to add expenses to a report:
Method A: Scan a Receipt (Best for Physical Receipts)
Open the Expensify app → tap the green + → Scan Receipt. Point your camera at the receipt and tap capture. Expensify's SmartScan technology reads the amount, merchant, and date automatically. Review and confirm the extracted data, then assign it to your open report.
SmartScan is accurate roughly 90% of the time. Always verify the amount and date — small errors are common. Correct them before submitting.
Method B: Manual Entry (Best for Online Purchases)
For digital receipts (Amazon orders, online course purchases, software subscriptions): tap + → Expense → Manual. Enter the amount, date, merchant, and category. You can attach a PDF receipt from your files or take a photo of your screen showing the order confirmation.
Method C: Email Receipts to receipts@expensify.com
Forward any email receipt to receipts@expensify.com from your work email address. Expensify will auto-import the expense from the email. This is the easiest method for digital receipts — you can forward them directly from your email app without opening Expensify.
Step 5: Categorize and Add Details
Each expense needs a category (your company's finance team uses these to track spending). Expensify will try to auto-categorize based on the merchant, but verify that it's correct before submitting.
Common categories for stipend-related expenses:
- Office Supplies / Equipment — home office gear, peripherals
- Professional Development — courses, books, conferences
- Health & Wellness — fitness equipment, wellness apps
- Internet & Phone — internet stipend, phone bill reimbursement
Some expense reports require a memo or description — add a brief note explaining the business purpose ("Standing desk for home office" or "Coursera certificate for data analytics upskilling").
Step 6: Review and Submit the Report
Before submitting, review your report:
- Every expense has a receipt attached
- Amounts match receipts exactly
- Categories are correct
- Any required memos or descriptions are filled in
When ready: open the report → tap/click Submit. Your manager or approver will receive a notification. Once they approve, Expensify processes the reimbursement.
Step 7: Track Your Report Status
Reports move through statuses:
- Open — you're still adding expenses
- Submitted — waiting for manager approval
- Approved — manager approved, processing reimbursement
- Reimbursed — payment sent to your bank account
Reimbursement typically arrives 1–3 business days after approval, depending on your company's Expensify plan and bank transfer timing.
Tips for Getting It Right
- Submit receipts immediately. Scan receipts the moment you get them — lost receipts mean out-of-pocket expenses. The Expensify mobile app makes this fast enough to do at the register.
- Don't mix categories. Keep personal and business expenses completely separate. Submitting personal expenses for reimbursement is a serious compliance issue.
- Check your company's expense policy. Know what requires pre-approval, what the per-item limits are, and what's explicitly excluded. This saves rejected submissions.
- Submit on a regular cadence. Don't let reports pile up for months — submit monthly to keep cash flow predictable and approvals manageable.
Frequently Asked Questions
What if I lost a receipt?
Expensify has an "eReceipt" feature that auto-generates receipts for expenses under $75 made with a connected company card — no physical receipt needed. For larger expenses with lost receipts, many company policies require a "missing receipt affidavit." Check your company's policy; for small amounts, some companies allow credit card statements as substitute documentation.
My report was rejected. What happens?
The report returns to "Open" status with comments from your approver explaining what needs to change. Correct the flagged expenses (wrong category, missing receipt, exceeds policy limit), then resubmit. Expensify will notify your approver automatically.
How long does reimbursement take?
After approval: typically 1–3 business days for ACH direct deposit. Some companies process reimbursements through payroll, which may take until the next pay cycle. Ask your finance team if you're unsure which method your company uses.
Managing expenses for a wellness or remote work stipend? See our guides on what qualifies as a wellness expense and how stipend reimbursements are taxed.