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New Expensify provides a powerful and flexible expense management system that simplifies the process of creating, tracking, and submitting expenses. Whether you’re scanning receipts, tracking mileage, or managing per diem expenses, New Expensify has you covered.

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Key Features

New Expensify supports multiple expense types and workflows to fit your organization’s needs:

SmartScan

Automatically extract expense details from receipt images using AI-powered scanning

Distance Tracking

Track mileage with GPS, manual entry, or odometer readings

Per Diem

Manage daily allowance expenses with configurable rates

Split Expenses

Share expenses among multiple people or groups

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Expense Types

New Expensify supports several types of expenses:

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Manual Expenses

Manually enter expense details including amount, merchant, date, and category. This is ideal for expenses without receipts or when you need to quickly log an expense.

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Receipt-Based Expenses

Capture or upload receipts that are automatically processed by SmartScan to extract expense details. Supported formats include:
  • Images (JPEG, PNG, etc.)
  • PDF documents
  • Multiple receipts in a single submission

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Distance Expenses

Track travel expenses with multiple distance tracking methods:
  • GPS Tracking: Real-time GPS tracking for accurate mileage
  • Manual Entry: Enter start and end locations
  • Odometer: Record odometer readings
  • Map-Based: Select waypoints on an interactive map

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Per Diem Expenses

Automatically calculate daily allowances based on:
  • Destination/location
  • Meal types (breakfast, lunch, dinner)
  • Custom rates configured by workspace admins

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Expense Workflow

The typical expense workflow in New Expensify:

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1. Create Expense

Expenses can be created from multiple entry points:
  • Global create button (+ icon)
  • Chat quick actions
  • Floating receipt button
  • Direct upload via drag-and-drop
The expense creation flow adapts based on your workspace settings and permissions.

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2. Add Details

Depending on the expense type, you’ll provide:
  • Amount: The expense amount in your preferred currency
  • Merchant: Where the expense was incurred
  • Date: When the expense occurred
  • Category: Expense classification
  • Description: Additional context or notes
  • Tags: Custom organizational tags
  • Attendees: For meal or entertainment expenses
  • Billable: Mark if expense should be billed to a client

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3. Review and Submit

Before submitting, review all expense details in the confirmation screen. The system validates:
  • Required fields are completed
  • Policy compliance rules
  • Duplicate detection
  • Receipt requirements

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4. Track Status

Monitor your expense through its lifecycle:
  • Draft: Expense is being created
  • Submitted: Waiting for approval
  • Approved: Ready for reimbursement
  • Reimbursed: Payment processed
  • Rejected: Returned with feedback

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Multi-Scan Feature

For users handling multiple receipts, the multi-scan feature allows:
  • Capture multiple receipts in one session
  • Batch processing of receipts
  • Review and edit before final submission
// Multi-scan is enabled for mobile users
const [isMultiScanEnabled, setIsMultiScanEnabled] = useState(false);

// Tab-based navigation for different expense types
const tabTitles = {
    [CONST.IOU.TYPE.REQUEST]: translate('iou.createExpense'),
    [CONST.IOU.TYPE.SUBMIT]: translate('iou.createExpense'),
    [CONST.IOU.TYPE.SPLIT]: translate('iou.splitExpense'),
    [CONST.IOU.TYPE.TRACK]: translate('iou.createExpense'),
};

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Expense Categories

Organize expenses using categories configured by your workspace admin. Categories can be:
  • Mandatory or optional
  • Linked to GL codes for accounting systems
  • Restricted by policy rules
  • Tagged with custom attributes

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Currency Support

New Expensify supports:
  • 150+ currencies
  • Automatic currency conversion
  • Multi-currency reports
  • Recently used currency quick access
// Currency selection with recent currencies
const [policyRecentlyUsedCurrencies] = useOnyx(ONYXKEYS.RECENTLY_USED_CURRENCIES);
const [selectedCurrency, setSelectedCurrency] = useState(originalCurrency);

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Tax Handling

For workspaces with tax enabled:
  • Automatic tax calculation based on rates
  • Manual tax override when needed
  • Tax code selection per expense
  • Tax amount validation

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Violations and Compliance

The system automatically detects policy violations:
  • Missing required fields
  • Duplicate expenses
  • Out-of-policy amounts
  • Missing receipts
  • SmartScan failures
  • Category violations
Expenses with violations may require additional information before they can be submitted or approved.

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Offline Support

Create and manage expenses even without internet connectivity:
  • Draft expenses are saved locally
  • Automatic sync when connection is restored
  • Receipt images cached for offline viewing
  • Optimistic updates for better UX

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Integration Features

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Accounting Systems

Expenses can sync with:
  • QuickBooks Online
  • Xero
  • NetSuite
  • Sage Intacct

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Card Programs

Connect corporate cards for:
  • Automatic expense creation from card transactions
  • Real-time matching with receipts
  • Streamlined reconciliation

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Next Steps

Create Your First Expense

Learn how to create and submit expenses

Use SmartScan

Discover how SmartScan automates expense entry

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