If you’re a freelancer, sole proprietor, or just want to track personal expenses, this guide walks you through your workspace and how to start tracking expenses. Your workspace starts on a free trial, which begins once you start using it.

Note: After creating your workspace, check your email or Expensify notifications to book a free onboarding session with an Account Executive.

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Meet Concierge

Concierge is your in-app assistant who helps with setup and offers:

• Reminders to submit expenses
• Alerts when more details are needed
• Updates on new features

To chat with Concierge, open your chat inbox anytime for help and guidance.

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How your workspace is created

When you select Track expenses for my business or Organize my personal spending during signup, Expensify creates a workspace for you as you finish onboarding. It’s named [Your Name]’s Workspace and starts on the Collect plan, with categories and reports ready to use — there’s no setup step before your first expense.

To rename it:

1. Use the navigation tabs (on the left on web, and at the bottom on mobile) to go to Workspaces.
2. Click [Workspace Name] > Overview > Workspace name.
3. Enter a new name and click Save.

Note: If you already own a paid workspace, or your domain restricts who can create workspaces, no new workspace is created and you’ll keep using the one you have.

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Add Expenses

You can add expenses using SmartScan or by creating them manually.

How to SmartScan a Receipt

SmartScan reads receipt details like merchant, date, total, and currency automatically.

On mobile:

1. Tap the green camera button and take a photo of the receipt or upload from gallery.
2. Enter the workspace or recipient’s email/phone number.
3. Add details like description, category, tags, and tax.
4. Tap Create expense.

On desktop:

1. Click the green receipt button and drag and drop the receipt or click Choose files to upload.
2. Enter the workspace or recipient’s email/phone number.
3. Add details like description, category, tags, and tax.
4. Click Create expense.

💡 Note: Other ways to SmartScan receipts include:

• Forward your digital receipts to receipts@expensify.com.
• Text a photo of your receipts to 47777 (US numbers only). Just make sure you add your phone number to Expensify.

How to Manually Enter an Expense

On mobile:

1. Tap the green camera button.
2. Select Manual.
3. Confirm or change the workspace or individual the expense is going to.
4. Enter the amount and select the currency.
5. Add the merchant, date, and optional fields like category, tags, or description.
6. Tap Create expense.

On desktop:

1. Click the green add receipt button.
2. Select Manual.
3. Confirm or change the workspace or individual the expense is going to.
4. Enter the amount and select the currency.
5. Add the merchant, date, and optional fields like category, tags, or description.
6. Click Create expense.

Note: Amount and date are required. If you leave either one blank, Expensify shows This field is required on that field and the expense is not created.

Learn more about creating expenses

View expenses in your Expense chat or the Spend page. Export to CSV for tax or accountant use.

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Connect Credit Cards and Bank Accounts

Let Expensify automatically import and match card transactions to SmartScanned receipts.

Connect a Bank Account

1. Go to Workspaces in the navigation tabs (on the left on web, and at the bottom on mobile).
2. Click [Workspace Name] > More features > Enable Workflows.
3. From the left-hand menu, click Workflows.
4. Enable Payments.
5. Click Connect bank account.

🏦 For more details on connecting a bank account, check out this guide: Connect a Business Bank Account.

Connect a Credit Card

💳 For more information on connecting credit cards, check out this article: Manage Personal Cards.

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Add Categories

Categories help you organize and code expenses. To set these up:

1. Go to Workspaces > [Workspace Name].
2. Click Categories in the left menu.
3. To disable a category, click it and toggle it off.
4. To add a new category:
   • Click Add category
   • Enter a name
   • Click Save

If you don’t need to use categories, go to More features and toggle Categories off.

Note: If you’re connected to an accounting system (like QuickBooks), you must edit categories there. You can still disable them in Expensify.

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Set Up Additional Features

You can customize your workspace by enabling additional features. Once enabled, new menu items appear.

Popular options:

• Distance rates
• Accounting integrations
• Workflows
• Tags
• Taxes

To enable a feature:

1. Go to More features in the left-hand menu.
2. Toggle on the feature.
3. Click the new menu item to adjust settings.

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Free Trial

You can track the status of your free trial, including how many days are left, on your Subscription page. We’ll send reminders near the end of your trial. To continue using all features, add a billing card when prompted.