Integrate with Expensify

Expensify is a software solution that automates the entire receipt and expense management process. Services include:

  • One-Click Receipt Scanning
  • Next-Day Reimbursement
  • Automatic Approval Workflows

Gusto connects to Expensify to automatically import your team from Gusto to Expensify seamlessly. Manage your team in one place and save time setting permissions. Once the integration is in place:

  • Managerial structures in Gusto map directly to Expensify.
  • All full-time, active employees will automatically be asked to set up Expensify accounts as soon as they're hired.
  • The approval workflow in Expensify will be updated based on any changes in Gusto.
  • Employees’ Expensify accounts will be automatically deactivated on their termination date.

New Expensify users will get 50% off their first three months!

Click on the headers below to learn more or visit Expensify's help center for additional information.

Getting started

There’s a few things you’ll want to remember before you begin the integration setup.

  1. You'll need to be an admin in both Gusto and in Expensify.
  2. You must have a Corporate policy in Expensify to integrate with Gusto.
    • If you aren’t already on a Corporate policy then no worries, you'll have the opportunity to upgrade during setup.
  3. Every employee profile in Gusto must have an email address.
    • That’s how each employee will sign into Expensify.
  4. Gusto will add all employees to one Expensify policy.
    • If your company uses multiple Expensify policies, you'll have the option to choose which policy to connect during the setup process.

Integration setup

  1. Sign in to your Expensify account.
  2. Navigate to Admin.
  3. Select the Policy Name.
  4. Click Connections.
  5. Scroll down to HR Integrations > Gusto.
  6. Select the Connect to Gusto radio button.
  7. Click Connect with Gusto.
  8. Use your Gusto admin credentials to sign in and Authorize Expensify to access your Gusto account.
  9. Configure the connection by selecting the approval workflow that works best for your team.
    • Basic Approval:  Each employee will submit expense reports to one final approver. By default, the final approver is the policy's Billing Owner in Expensify.
    • Manager Approval: Expense reports will first be submitted to each employee's direct manager as listed in Gusto, and then forwarded to one final approver. By default, the final approver is the policy's Billing Owner in Expensify.
    • Configure Manually: Use the People table to manually configure how employees submit reports. In this case, you're choosing to not import an employee's manager. You will need to manually set and update the approval workflow for each employee. If your team has a highly complex approval workflow, this option will allow for multi-tiered approval chains. For more information on Advanced Approval, visit Expensify’s help doc.

All existing active employees and any new hires will now automatically sync to Expensify.

Each employee will receive a welcome email at their email address along with a request to validate their account and choose a password. Employees can also download Expensify’s mobile app to their iOS or Android devices.

Resync or reconfigure your Expensify connection

  1. Sign in to your Expensify account.
  2. Click Admin.
  3. Select the Policy Name.
  4. Click Connections.
  5. Scroll down to the Gusto headline.
  6. Click Configure to reconfigure the approval workflow and/or Sync Now to manually sync.

You will see a timestamp that shows the time of the last sync.

View users and update the approval mode for your policy

  1. Sign in to your Expensify account.
  2. Click Admin.
  3. Select the Policy Name.
  4. Click People.

View the Policy users here or edit the approval mode by scrolling to the Approval Workflow section.

FAQs

Q: Do reimbursements sync to Gusto?

A: Not yet. Currently, the integration is a one-way sync from Gusto to Expensify but we’re looking to build out this feature in the future.

Q: What if I require my employees to have a work email address for Expensify but not for Gusto?

A: That’s ok. While the email address in Gusto is what will export to Expensify in the daily sync, users can add multiple secondary logins in their Expensify account.  With their work email address added as a secondary or primary login, Admins can still use Domain Control.

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