No more manual cost handling with filling in spreadsheets and doing paperwork, back-and-forth emailing with HR and Finances to settle out-of-pocket expenses (like travel costs or lunch receipts), and reimbursements. Instead, automate your entire expense management process with Scoro’s Expensify integration.
Rather than manually adding each receipt to Scoro as an expense document, Scoro’s Expensify integration pulls them into Scoro for you. All expenses sent to Scoro are automatically linked to the relevant project, making project-related expense handling and cost management simple.
This article shows how to integrate Expensify with Scoro and configure the integration settings.
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1. Connecting Expensify to Scoro
Note!
- A site administrator must set up the Expensify integration.
- Each entity in Scoro can be connected with one Expensify policy. Scoro can only be connected with the Expensify group policy.
To connect your Expensify account to Scoro:
- Go to Settings > Site settings > Integrations and switch on the Expensify integration.
- Click the button Connect to Expensify.
- Insert your Expensify API credentials that can be found here and click Next.
Note! The user secret can be obtained once from that link, and if it is lost, a new user secret needs to be generated. That also means that the credentials need to be updated in Scoro. For that, it is wise to hold on to your user secret in case of a disconnect. - Select the desired policy from the list. Only the policies that the connecting user is an admin of are shown on the list.
- Click Connect to finish setting up the integration.
2. Configuring the integration settings
2.1. Data synchronization
After connecting Scoro to Expensify, the next step is to configure how the various types of information are shared between the two systems. Enable the toggle for the kinds of data you want to include in the synchronization:
Expenses
Note! The Expenses sync cannot be disabled.
- Direction – expenses can only be synced from Expensify to Scoro.
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Start and end dates – determine the date range of the expenses that are synced. When switched on, only the expenses between the designated date range will be synced.
- The start date cannot be earlier than the date of the initial connection with that policy.
- For historic data migration, please contact our support team.
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Statuses – All “Approved” and “Reimbursed” expenses are synced to Scoro by default, but you can also choose to sync “Submitted” expenses.
Note!
- Expensify has different approval workflows. Scoro currently syncs over expenses that use the Submit and Approve workflow (that includes the statuses Approved, Reimbursed, and Submitted) and Advanced Approval workflow.
- However, the Submit and Close workflow isn't supported because the final status of the expense with this workflow is Closed, but we do not sync over expenses with a Closed status.
Projects
Note! Personal projects are not synced to Expensify.
You can enable or disable the project sync from Scoro to Expensify. Scoro projects can be synced to Expensify as a tag group named “Scoro Projects“.
- Direction – Projects can be synced only from Scoro to Expensify.
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Start date – It is possible to determine the date range of the expenses that are synced. When switched on, only the projects with the Expensify “Date” later than the “Start date” in Scoro are synced.
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Statuses – define which projects are synced to Expensify by their statuses. You can customize project statuses under Settings > Site settings > Statuses.
Products
You can choose whether you want to sync products from Expensify to Scoro.
- Products are matched between Expensify and Scoro by the product name.
- Expensify categories can be synced to Scoro as products/services.
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Direction – Products can be synced only from Expensify to Scoro.
Files
Enable the Files toggle to sync receipts along with your expenses from Expensify to Scoro. The receipts are added as attachments to the expense in Scoro.
You can easily attach the synced receipts as files to invoices created from your expenses, helping you save time and effort by having all your financial documents in one place.
Note!
- Expensify allows only one receipt per expense on an expense report.
- To change a receipt that's already synced to Scoro, you'll need to unapprove the expense report, change the receipt, and repeat the approval process to sync the updated receipt.
2.2. Advanced settings
The advanced settings section allows you to configure the integration even further to match your business needs:
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Sync frequency – define whether the sync is manual or automatic:
- Choose Manual if you prefer to sync the data manually by clicking the Synchronize now button in the integration settings.
- For an automatic sync, choose whether you want to sync the data hourly, daily, weekly, or monthly.
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Send error notifications to – specify the email address to which Scoro will send error notifications in case something happens during data synchronization.
- You can enter only one email address in this field, so we recommend entering your site's administrator's email here.
- You can also see a list of all unresolved errors under the Logs tab in the integration settings.
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Syncing expenses without a matching user – users are matched between Expensify and Scoro based on their email address. Use this toggle to specify whether you also want to sync expenses without a matching user in Scoro:
- When enabled, you have to specify which user to link the expense to.
- When disabled, the expenses without a matching user are not synced.
- Only sync expenses linked to a project – enable this toggle if you want to sync to Scoro only expenses that have the “Scoro project” tag filled out.
- Require project tag in Expensify – enable this toggle if you want to require a Scoro project tag group to create an expense.
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Use advanced project filtering – enable this toggle if you want to use project bookmarks to determine which projects are synced to Expensify.
- When enabled, select the bookmark you want to use from the Sync all projects from bookmark dropdown field.
- When using this setting, the synchronization based on the project start date and status is switched off.
- User-related permissions are not taken into account when syncing projects to Expensify.
- Personal projects are not synced to Expensify even if they are linked to a bookmark.
- The User filter is ignored when syncing projects to Expensify.
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Create a new product if no matching product is found in Scoro – product matching between Scoro and Expensify is done based on the product name. This toggle lets you control how you want to handle cases when there’s no matching product in Scoro:
- If this toggle is disabled and a category is added to the expense in Expensify, the system will try to find a matching product/service in Scoro. When it does, the product is automatically added to the expense line. When no matching product is found, the name of the category is added as the expense description, and no new product is created to Scoro.
- If this toggle is enabled and a category is added to the expense in Expensify, the system will try to find a matching product/service in Scoro. When it does, the product is automatically added to the expense line. When the matching product is not found, the name of the category is added as a new product to Scoro.
3. Field mapping between Scoro and Expensify
| Expensify | Scoro | Additional information |
|---|---|---|
| Merchant | Issuer* or comment |
When a match is found with the merchant name, the issuer is added to the expense in Scoro. When no match is found, the merchant name is added as “Comment” in Scoro.
|
| Distance | Quantity | For “Distance” type expenses |
| Rate | Price | For “Distance” type expenses |
| Hours | Quantity | For “Time” type expenses |
| Per hour | Price | For “Time” type expenses |
| Date | Date of issue | |
| Tax rate | Tax | The match between Scoro and Expensify taxes is made with tax percentages and tax codes. The sync is only successful when both of these match. |
| Tax amount | Tax amount |
Scoro will always calculate the tax amount using the tax percentage.
Note! When the tax amount is manually modified in Scoro, the expense cannot be saved to Scoro. |
| Total | Total | |
| Currency | Currency |
Note! When no matching active currency is found, an error occurs and the expense is not synced. |
| Reimbursable | This expense is reimbursable to the author | |
| Billable | This expense is chargeable to the client | |
| Category | Products* or Comment |
When the product sync is ON and a match is found, the category is linked to the product. The same also when the “Create a new product if no matching product is found in Scoro“ setting is enabled.
Otherwise, the category is added to the comments. |
| Attendees | - | Not synced |
| Scoro Projects | Project | If the project sync is enabled, the selected tag is matched to the Scoro project. |
| Other tags | - | Not synced |
| Description | Comment | |
| Report owner | Author | Check the “Sync expenses that don't have a matching user“ setting. |
| Report id + Expense number | Expense No. | |
| Report name | Comment |
4. Taxes
When using taxes in Expensify, please match the tax rate percentages and codes in both systems manually. If the tax rates and codes don’t have an exact match, the expense is not synced.
5. Currencies
Make sure that you have activated/added all the needed currencies in Scoro. If no active matching currency is found in Scoro, the expense is not synced.