Merge pull request #45630 from Expensify/maddylewis-patch-9

Update and rename Expenses.md to Expense-Settings.md

docs/articles/expensify-classic/workspaces/Expenses.md → docs/articles/expensify-classic/workspaces/Expense-Settings.md

@@ -2,19 +2,29 @@
 title: Expensify Workspace Expense Settings
 description: Expense Settings
 ---
-# Overview
+Expensify offers multiple ways to customize how expenses are created and managed at the workspace level. Whether you’re using an individual workspace or managing expenses in a group workspace, there are various expense settings you can customize.
 
-Expensify offers multiple ways to customize how expenses are created in your workspace. In this doc, you’ll learn how to set up expense basics, distance expenses, and time expenses. 
+# Set up the expense settings on a workspace
 
-Whether you’re flying solo with your Individual workspace or submitting with a team on your Group workspace, we have settings to support how you use Expensify.
+You can manage the expense settings on a workspace under **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Expenses**. From here you can customize the following expense-level settings:
+- **Violations**: When enabled, employee expenses that fall outside of workspace preferences are flagged as violations.
+- **Preferences**: Configure the reimbursable and billable settings for the expenses submitted to the corresponding workspace. 
+- **Distance**: This is where you can set the reimbursable mileage rates for yourself or your employees.
+- **Time**: Set an hourly billable rate so members of the workspace can create time expenses for reimbursement. 
 
-# How to manage expense settings in your workspace
+## Violations
+A workspace admin can customize the following parameters at the expense level:
+- **Max Expense Age (Days)**
+- **Max Expense Amount**
+- **Receipt Required Amount**
 
-Let’s cover the expense basics first! In the following sections, we’ll go through each part of managing expense settings in your workspace.
+If an expense is submitted that falls outside of those parameters, Expensify will automatically detect it as a violation and alert both the expense creator and reviewer that it needs to be corrected.
 
-## Controlling cash expenses
+More information on violations can be found [**here**](https://help.expensify.com/articles/expensify-classic/workspaces/Enable-and-set-up-expense-violations). 
 
-A cash expense is any expense created manually or by uploading a receipt for SmartScan; a cash expense does not mean the expense was paid for with cash. The other type of expense you’ll most commonly see is credit card expenses, which means the expenses imported from a credit card or bank connection.
+## Preferences
+
+A cash expense is any expense created manually or by uploading a receipt for SmartScan; it does not mean the expense was paid for with cash. The other type of expense you’ll most commonly see is credit card expenses, which are expenses imported from a credit card or bank connection.
 
 There are four options for cash expenses:
 
@@ -23,7 +33,7 @@ There are four options for cash expenses:
 - **Forced always reimbursable** - All cash expenses are forced to be reimbursable; they cannot be marked as non-reimbursable.
 - **Forced always non-reimbursable** - All cash expenses are forced to be non-reimbursable; they cannot be marked as reimbursable.
 
-## Setting up billable expenses
+### Billable expenses
 
 Billable expenses refer to expenses you or your employees incur that need to be re-billed to a specific client or vendor.
 
@@ -37,7 +47,7 @@ Under Expense Basics, you can choose the setting that is best for you.
 
 If your Group workspace is connected to Xero, QuickBooks Online, NetSuite, or Sage Intacct, you can export billable expenses to be invoiced to customers. To set this up, go to the Coding tab in the connection configuration settings.
 
-## Using eReceipts
+### eReceipts
 
 eReceipts are full digital replacements of their paper equivalents for purchases of $75 or less. 
 
@@ -46,65 +56,57 @@ Click the toggle to your preferred configuration.
 - **Enabled** - All imported credit card expenses in US dollars of $75 or less will have eReceipts in the receipt image.
 - **Disabled** - No expenses will generate an eReceipt.
 
-Note: _We will not generate an eReceipt for lodging expenses._ 
+Note: Expensify will not generate an eReceipt for lodging expenses.
 
-## Securing receipt images
+### Secure receipt images
 
 Whether you’re sharing your receipts with your accountant, having an auditor review exported expenses, or simply wanting to export to keep a hard copy for yourself, receipt visibility will be an essential consideration. 
 
 Under _Public Receipt Visibility_, you can determine who can view receipts on your workspace.
 
 - **Enabled** means receipts are viewable by anyone with the URL. They don't need to be an Expensify user or a workspace member to view receipts.
-- **Disabled** means receipts are viewable by users of Expensify, who would have access to view the receipt in the application. You must be an Expensify user with access to the report a receipt is on and logged into your account to view a receipt image via URL.
+- **Disabled** means receipts are viewable by Expensify users, who would have access to view the receipt in the application. You must be an Expensify user with access to the report a receipt is on and logged into your account to view a receipt image via URL.
 
 
-## Track mileage expenses
+## Distance Expenses
+How to set up distance expenses:
+1. Select whether you want to capture _miles_ or _kilometers_,
+2. Set the default category to be used on distance expenses, 
+3. Click **Add A Mileage Rate** to add as many rates as you need, 
+4. Set the reimbursable amount per mile or kilometer. 
 
-Whether using the Individual or Group workspace, you can create distance rates to capture expenses in miles or kilometers.
+**Note:** If a rate is toggled off it is immediately disabled. This means that users are no longer able to select it when creating a new distance expense. If only one rate is available then that rate will be toggled on by default.
 
-Preliminary setup steps include:
+### Track tax on mileage expenses
+If you’re tracking tax in Expensify you can also track tax on distance expenses. The first step is to enable tax in the workspace. You can do this by going to  **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Tax**.
 
-1. Selecting whether you want to capture _miles_ or _kilometers_,
-2. Setting the default category to be used on distance expenses, 
-3. Click **Add A Mileage Rate** to add as many rates as you need, 
-4. Set the reimbursable amount per mile or kilometer. 
+Once tax is enabled on a workspace level you will see a toggle to _Track Tax_ in the Distance section of the workspace settings. If tax is disabled on the workspace the Track Tax toggle will not display.
 
-Note: _If a rate is toggled off it is immediately disabled. This means that users are no longer able to select it when creating a new distance expense. If only one rate is available then that rate will be toggled on by default._
+When Track Tax is enabled, you will need to enter additional information about the rates you have set. This includes the _Tax Reclaimable on_ and _Tax Rate_ fields. With that information, Expensify will work out the correct tax reclaim for each expense.
 
-## Set an hourly rate
+If you enable tax but don’t select a tax rate or enter a tax reclaimable amount, we will not calculate any tax amount for that rate. If, at any point, you switch the tax rate or enter a different reclaimable portion for an existing distance rate, the mileage rate will need to be re-selected on expenses for the tax amount to update according to the new values.
 
-Using Expensify you can track time-based expenses to bill your clients at an hourly rate or allow employees to claim an hourly stipend. 
+**Note:** Expensify won’t automatically track cumulative mileage. If you need to track cumulative mileage per employee, we recommend building a mileage report using our custom export formulas.
 
-Click the toggle under the _Time_ section to enable the feature and set a default hourly rate. After that, you and your users will be able to create time-based expenses from the [**Expenses**](https://expensify.com/expenses) page of the account.
+## Time Expenses
 
-# Deep dives
+Using Expensify you can track time-based expenses to bill your clients at an hourly rate or allow employees to claim an hourly stipend. 
 
-## What is Concierge Receipt Audit for the Control Plan?
+Click the toggle under the _Time_ section to enable the feature and set a default hourly rate. Then, you and your users can create time-based expenses from the [**Expenses**](https://expensify.com/expenses) page of the account.
 
-Concierge Receipt Audit is a real-time audit and compliance of receipts submitted by employees and workspace users. Concierge checks every receipt for accuracy and compliance, flagging any expenses that seem fishy before expense reports are even submitted for approval. All risky expenses are highlighted for manual review, leaving you with more control over and visibility into expenses. When a report is submitted and there are risky expenses on it, you will be immediately prompted to review the risky expenses and determine the next steps. 
+## Concierge Receipt Audit
 
-**Why you should use Concierge Receipt Audit**
+Concierge Receipt Audit is a real-time audit and compliance of receipts submitted by employees and workspace users. Concierge checks every receipt for accuracy and compliance, flagging any expenses that seem fishy before expense reports are even submitted for approval. All risky expenses are highlighted for manual review, leaving you with more control over and visibility into expenses. When a report is submitted and there are risky expenses on it, you will be immediately prompted to review the risky expenses and determine the next steps. 
 
+**Benefits of Concierge Receipt Audit**
 - To make sure you don't miss any risky expenses that need human oversight.
 - To avoid needing to manually review all your company receipts.
 - It's included at no extra cost with the [Control Plan](https://www.expensify.com/pricing).
 - Instead of paying someone to audit your company expenses or being concerned that your expenses might be audited by a government agency.
-- It's easy to use! Concierge will alert you to the risky expense and present it to you in an easy-to-follow review tutorial.
+- It's easy -- Concierge will alert you to the risky expense and present it to you in an easy-to-follow review tutorial.
 - In addition to the risky expense alerts, Expensify will include a Note with audit details on every report.  
 
-Note: _If a report has audit alerts on it, you'll need to Review the report and Accept the alerts before it can be approved._
-
-## Tracking tax on mileage expenses
-
-If you’re tracking tax in Expensify you can also track tax on distance expenses. The first step is to enable tax in the workspace. You can do this by going to  **Settings** > **Workspaces** > **Individual** or **Group** > [_Workspace Name_] > **Tax**.
-
-Once tax is enabled on a workspace level you will see a toggle to _Track Tax_ in the Distance section of the workspace settings. If tax is disabled on the workspace the Track Tax toggle will not display.
-
-When Track Tax is enabled you will need to enter additional information to the rates you have set, this includes the _Tax Reclaimable on_ and _Tax Rate_ fields. With that information, Expensify will work out the correct tax reclaim for each expense.
-
-If you enable tax but don’t select a tax rate or enter a tax reclaimable amount, we will not calculate any tax amount for that rate. If, at any point, you switch the tax rate or enter a different reclaimable portion for an existing distance rate, the mileage rate will need to be re-selected on expenses for the tax amount to update according to the new values.
-
-Note: _Expensify won’t automatically track cumulative mileage. If you need to track cumulative mileage per employee, we recommend building a mileage report using our custom export formulas._ 
+**Note:** If a report has audit alerts on it, you'll need to Review the report and Accept the alerts before it can be approved.
 
 {% include faq-begin.md %}
 

docs/redirects.csv

@@ -221,4 +221,5 @@ https://help.expensify.com/articles/expensify-classic/workspaces/tax-tracking,ht
 https://help.expensify.com/articles/expensify-classic/copilots-and-delegates/Approval-Workflows,https://help.expensify.com/articles/expensify-classic/reports/Assign-report-approvers-to-specific-employees
 https://help.expensify.com/articles/expensify-classic/settings/Notification-Troubleshooting,https://help.expensify.com/articles/expensify-classic/settings/account-settings/Set-Notifications
 https://help.expensify.com/articles/new-expensify/expenses/Validate-a-Business-Bank-Account,https://help.expensify.com/articles/new-expensify/expenses-&-payments/Validate-a-Business-Bank-Account
+https://help.expensify.com/articles/expensify-classic/workspaces/Expenses,https://help.expensify.com/articles/expensify-classic/workspaces/Expense-Settings
 https://help.expensify.com/articles/expensify-classic/workspaces/Reimbursement,https://help.expensify.com/articles/expensify-classic/workspaces/Configure-Reimbursement-Settings