Expensify: Expenses & Invoicing

Expensify's Purpose

Use Expensify to track all Bear Music Fest related expenses, get reimbursed, and submit invoices for billable hours.

Getting Started

  • Use Slack channel #acct-ins-legal to request an invitation to Expensify’s Bear Music Fest Policy.
    • Use #general if you do not have access to the #acct-ins-legal channel.
  • Download the Expensify mobile app & check it out: Getting Started on Expensify.
  • Add a Direct Deposit Account to receive reimbursements.
  • For formatting guidelines, please read our Expensify instructions below.

General Notes:

  • Receipts sent via email will not be processed.
  • Before you submit an invoice, please ensure you have completed the necessary paperwork (See Accounting).
  • Expensify is an independent service not affiliated with Bear Music Fest. Expensify may update/revise their terms of use at anytime. If having trouble using their service, we recommend consulting Expensify's support site or contacting them directly for assistance.
 

Submit an Expense Report

A. Create your first Expense

  • Open your Expensify mobile app.

  • Open the Expenses tab on the bottom left and select the + in the upper right.

  • Select the Type:

    • SmartScan: Upload or take a photo of your receipt and Expensify will autofill the rest.

    • Expense: Manually enter a receipt/expense. Please note that a receipt photo is still required for reimbursement.

    • Distance: Track your car travel & submit for mileage reimbursement.

    • Time: For submitting an invoice (see invoice instructions below).
       

  • Category: Expensify requires that you select a category.

    • If you're not sure, select the first option and once you submit, we will adjust if necessary.
       

  • Comment: Format using your initials and the expense description.

    • Examples: "JS: Rental Car" or "KM: BMF Card / Staff Meal"
       

  • Customers: Select client for re-billing.

    • Leave blank if not applicable or you do not know.
       

  • Billable should be enabled if the invoice is re-billable to a client.

  • Reimbursable should be enabled unless a BMF card/account was used for the transaction.

  • Select the corresponding Report:

    • To create a new Report, select the + in the upper right and refer to section B for instructions.
       

  • Select Save.

B. Create a new Expense Report

Note: Please create separate reports for personal expenses versus transactions using a BMF card/account.

  • Open the Reports tab on the bottom, and select the + in the upper right.

  • Report Name: Please include your name and a title or brief description.

  • Type: Expense Report

  • Policy: Bear Music Fest

  • Select Create in the upper right and repeat section A as applicable.

C. Submit your Report to Bear Music Fest

  • Open the Reports tab on the bottom.

  • Select the applicable Report.

  • Make sure all of the applicable expenses are linked to your report. Select Add Expense (paperclip icon), to re-connect any previously entered expenses.

  • Select Next

  • Enable Attach PDF to receive a PDF by email for your records.

  • Select Submit


Submit an Invoice

A. add An Expense (New line item)

  • Open your Expensify mobile app.

  • Open the Expenses tab on the bottom left and select the + in the upper right.

  • Select Time

  • Edit Total Hours, Hourly Rate, and Date.

  • For Category, select 1099 Contractors

  • Comment: Enter description of work.

  • Customers: Select the client for re-billing.

    • Leave blank if not applicable or you do not know.
       

  • Enable Reimbursable.

  • Billable should be enabled if the invoice is re-billable to a client.

  • Select the corresponding Report:

    • To create a new Report (aka invoice), select the + in the upper right and refer to section B for instructions.
       

  • Select Save.

Note: To add an image, such as a receipt or reference invoice file, re-select this Expense and click the camera icon in the upper right.

B. Enter Report (Invoice) Details

  • For Report Name, please follow the format:

    • INV [YOUR NAME] - REF [INVOICE #] - [DATE]

    • ex. "INV John Smith - Ref 1012 - 170115"
       

  • Type: Invoice

  • Policy: Bear Music Fest

  • Select Create in the upper right.

C. To add another line item to your Report, repeat section A.

Note: Please separate work done for different projects/departments into different line items, aka Expenses.

D. Submit your Report (aka invoice):

  • Open the Reports tab on the bottom.

  • Select the applicable Report.

  • Select Next.

  • Enable Attach PDF to receive a PDF by email for your records.

  • Edit Due Date, Contact Information, and/or Payment Instructions as applicable.

  • Select Send.