Expensify
Expensify reads receipt photos, categorises expenses with its Concierge AI, builds and submits reports on a schedule, and pays employees back once reports are approved.
Not tested by JuicyAgents · Reviewed 2026-10-15
- Can replace
- Spreadsheet expense claims, Manual receipt entry in QuickBooks Online or Xero
- Integrations
- QuickBooks OnlineXeroNetSuite
OVERVIEW
About Expensify
Expensify is an expense app for employees, small teams and finance admins. People snap a receipt, forward it by email or text it in, and SmartScan reads the merchant, date and amount. Its Concierge AI categorises expenses, flags policy problems and can add them to reports and submit them on a schedule. Approvers then review the reports, and approved claims can be paid to employees' bank accounts through Expensify.
Set up categories, rules and approvers before inviting the team, then check a month of real receipts. Admins can switch on automatic approval of compliant reports and automatic payment of approved reports under a set amount, so choose those limits with care. Expensify connects to accounting systems such as QuickBooks Online and Xero, and to NetSuite on the Control plan. It replaces much of the receipt chasing and report building, but not your accounting system or the person who signs off spending. Annual subscriptions fix a minimum seat count until renewal.
What the workflow does
- SmartScan receipt capture: Reads receipts from the mobile app, email forwarding, text message or upload and fills in the merchant, date and amount.
- Concierge AI categorisation: Categorises expenses, flags policy violations and applies the rules an admin sets.
- Scheduled report submission: Adds expenses to reports and submits them instantly, daily, weekly, monthly or by trip, or leaves submission to the employee.
- Approval workflows: Routes reports to set approvers, with optional over-limit approvers, auto-approval of compliant reports and random audits.
- Reimbursement: Pays approved reports from a connected business bank account, with an option to auto-pay approved reports under a set amount.
- Accounting export: Connects to QuickBooks Online and Xero on Collect; NetSuite and Sage Intacct need the Control plan.
FROM INPUT TO RESULT
How the workflow works
You provide
- Receipt photos, emails or uploads.
- Expense categories, tags and policy rules.
- Approvers and approval limits.
- A business bank account if reimbursements are paid through Expensify.
You get
- Receipts captured and read without manual typing.
- Expense reports built and submitted on a regular schedule.
- Approved claims reimbursed and exported to the accounting system.
- Policy problems flagged for an approver to check.
- 1
Set categories, rules, approvers and the submission schedule, and connect the accounting system.
- 2
Have a few employees submit a month of real receipts with manual approval and payment.
- 3
Check scanning and category accuracy, then decide whether to use auto-approval or auto-pay limits.
WHAT IT OFFERS
Key features
SmartScan receipt capture
Reads receipts from the mobile app, email forwarding, text message or upload and fills in the merchant, date and amount.
Concierge AI categorisation
Categorises expenses, flags policy violations and applies the rules an admin sets.
Scheduled report submission
Adds expenses to reports and submits them instantly, daily, weekly, monthly or by trip, or leaves submission to the employee.
Approval workflows
Routes reports to set approvers, with optional over-limit approvers, auto-approval of compliant reports and random audits.
Reimbursement
Pays approved reports from a connected business bank account, with an option to auto-pay approved reports under a set amount.
Accounting export
Connects to QuickBooks Online and Xero on Collect; NetSuite and Sage Intacct need the Control plan.
IS IT A GOOD FIT?
Who it’s for
A good fit for
- Small teams that reimburse staff for out-of-pocket spending.
- Employees and freelancers who need to send receipts to an approver, using the free Submit workspace.
- Finance admins on QuickBooks Online or Xero who want expenses coded before export.
Not the best fit for
- Businesses whose main need is supplier bills and invoices rather than employee spending.
- Teams unwilling to set and review approval and automatic payment limits.
Strengths
- Receipt capture, categorisation and approvals are often described as easy.
- Long-time users report fast reimbursements and years of reliable use.
Limitations
- Recent reviews report that updates broke bulk upload and receipt scanning, with slow fixes from support.
- Some users find the subscription expensive for basic receipt scanning.
- Trustpilot notes no recent history of inviting reviews, so its sample may not be representative; 10% of reviews there are one-star.
CONNECTED TOOLS
Integrations
Listed tools for this workflow. Confirm current support and setup with the provider.
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