Set Up Expensify Integration

Expensify can integrate with Rillet to automatically create credit card charges and reimbursements in your accounting records.

Create Categories in Expensify

Go to Settings > Workspaces, then select the policy.
Go to Categories.
Create or modify categories as needed.

Categories act as GL Accounts in Expensify.

Create Fields in Expensify

Go to Settings > Workspaces, then select the related policy.
Go to Reports > Add New Field.
Enter a field name.
Select Type as Dropdown (required for compatibility with Rillet).

Note:

● Text and Date fields are not synced into Rillet.

● Fields can only be created once Expensify is disconnected from previous ERP integrations.

Connect Expensify in Rillet

There are two ways to access the Expensify integration:

Launchpad: Access the Expensify integration through the Browse Integration section from the Launchpad.
Organization Settings:
1. Click your company logo in the lower-left corner of the screen.
2. Go to Organization Settings > Integrations.
Under Accounts Payable, select Expensify > Not Connected.
Enter the integration keys and setup details:
- User ID: Unique identifier for your Expensify account (found in the Integration Server page).
- User Secret: Authentication key used with the User ID.
- Start From: Date from which expenses should begin syncing into Rillet.
- Charges Liability Account: Account where credit card charges are temporarily recorded (e.g., Expensify Clearing or Credit Card Payable).
- Reimbursement Payable Account: Account used to track unpaid reimbursements owed to employees.
- Reimbursement Date: Date reference for reimbursement (e.g., expense date).
When finished, select Connect to complete the setup.
Once connected, begin with the General step and fill in the following fields: ● Sync data from: Select the date when expenses should begin syncing into Rillet. ● Charges Liability Account: Typically an Expensify Clearing Account or a Credit Card Payable Account. Charges remain here until matched with credit card bank feeds. ● Reimbursement Liability Account: Typically an Employee Reimbursement Payable Account to track unpaid reimbursements.
Select Next Step to continue.
(Optional) Map departments from Expensify to departments in Rillet. ● Expensify Policies and Fields (left): Values pulled from Expensify. ● Rillet Field Mapping (right): Select a corresponding Rillet field for each Expensify value.
Note: This mapping must be completed for each policy because policies have separate field sets.
Select Next Step to proceed.
Map categories from Expensify to Rillet GL accounts. ● Expensify Categories (left): Categories pulled from Expensify. ● Rillet GL Accounts (right): Select a default account per policy, and override only for accounts that should differ.
Select Next Step to proceed.
(Optional) Map additional fields. ● Use this step to map custom Expensify fields (e.g., project codes, event expenses, tags). ● If you don’t want to use this option, leave it blank.
After completing all mappings, click Finish Setup.