Expensify Integration

Applies toExpensify

AudienceAll users

Last updatedJanuary 07, 2026

The GoldFinch Expensify Integration automates the process of importing approved expense reports from Expensify directly into Salesforce. This integration streamlines financial workflows by creating Purchase Invoices and General Journals automatically—saving time and reducing data entry errors.

With this integration, you can:

• Automatically download approved and reimbursed expense reports from Expensify
• Convert Reimbursable expenses into Purchase Invoices
• Convert Non-Reimbursable (Credit Card) expenses into General Journals
• Run manual or scheduled imports to keep data in sync

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How It Works

The integration follows this process:

1. GoldFinch retrieves reports from Expensify that have been Approved or Reimbursed.
2. Each downloaded report is flagged as processed so it won’t be re-imported.
3. The system tracks the last synced date to only fetch newly approved reports.
4. For each report:
   • Reimbursable expenses → A Purchase Invoice is created.
   • Non-Reimbursable (e.g., company credit card) expenses → A General Journal is created.

💡 Tip: GoldFinch automatically looks up Accounts by matching the employee’s Expensify email address to a Salesforce Contact and Account.

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Setup Instructions

1. Generate Expensify API Credentials

• Log in to Expensify and navigate to https://www.expensify.com/tools/integrations/.
• Expensify will generate the following credentials:
  • partnerUserID
  • partnerUserSecret

2. Configure GoldFinch External Credentials

• In Salesforce Setup, go to Named Credentials → External Credentials.
• Open GoldFinch Expensify.
  
• Under the Principals section, click Edit next to ExpensifyCreds.
  
• Paste your Expensify Partner User ID and Partner User Secret into the Value fields.
• Click Save to complete setup.
  
• Once the Named Credential is set up, ensure it is enabled under the External Credential Principal Access section of the Permission Set.
  

3. GL Account and Bank Code Mapping

• GoldFinch automatically maps Expensify expense categories to Salesforce GL Accounts.
  • Primary: Expensify Category GL Code → GoldFinch GL Account Name (partial match supported)
  • Fallback: Expensify Category Name → GL Account Name
  • Example: If the Expensify Category GL Code is 9000, it will match to 9000-Misc Expense.
    

4. Bank Code Mapping

• To map Expensify Bank Codes (used for credit card transactions) to GL Accounts, enter the Bank Code in the GL Account’s External Expense Category field.
• Example: If the Expensify Bank Code is vcf, it will map to 7002-MasterCard Credit Card.
  

5. (Optional) Multi-Ledger and Accounting Variables

• Multi-Ledger by Currency: Create a system setting for each currency using the format:
  • Expensify_GLLedger_{CurrencyCode} → e.g., Expensify_GLLedger_USD
• Tags to Accounting Variables: Set Expensify_TagsToAccountingVariables = true to enable mapping tags to accounting variables.
  

6. (Optional) Initial Historical Download

• If you need to import past Expensify data for a specific date range, create these system settings:
  

  System Setting Name	Description	Example Value
  Expensify_InitialDownload	Enable initial download by date range	true
  Expensify_SyncStartDate	Start date (format: yyyy-mm-dd)	2024-01-01
  ExpensifyLastSyncedAt	End date (format: yyyy-mm-dd)	2024-03-31

Using the Integration

Manual Download

• Navigate to App Launcher → Import Purchase Invoice.
• Click Download Expensify Transactions to fetch approved reports.
  
• Review the imported Import Purchase Invoice records.
• Select the ones to process and click Create Purchase Invoice.
  • Reimbursable entries → Create Purchase Invoice
  • Non-Reimbursable entries → Create General Journal

Scheduled Sync (Automatic)

GoldFinch provides an Apex scheduler for automated synchronization.

Class: ExpensifySyncScheduler.cls

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Field Mapping Reference

This table describes how Expensify report and transaction fields map to corresponding GoldFinch fields during the import process.

GoldFinch Field	Expensify Field	Mapping Logic / Notes
Import Purchase Invoice Header
External Source Id	reportId	Unique Expensify report identifier
Transaction Source	—	Constant value: Expensify
Description	report name	Concatenates Report Name + " - " + Report ID
Account Email	—	Used to locate the related Salesforce Account via Contact Email
Invoice Date	transactionDate	If multiple expense dates exist, system uses the last day of the month of the earliest transaction date. If only one date exists, that date becomes the posting date.
Currency	currency	Defaults to report currency from Expensify
Vendor Invoice No	—	Submitter First Name + " Expense - " + Report ID
Status	status	Expensify report status (e.g., Approved, Reimbursed)
Import Purchase Invoice Line
External Source Id	transactionID	Unique Expensify transaction identifier
Category	category	Used to derive the GL Account mapping
Category GL Code	categoryGlCode	Linked to GL Account Name via Category GL Code
GL Account	—	Resolved using GL Account Mapping rules
Merchant	merchant	Expense merchant name
Type	type	Expense type (e.g., expense, time, customUnit for Distance)
Description	—	Concatenates Submitter Name + Merchant + Transaction Date + Report Link + Receipt Link. Truncated to 255 characters if over limit.
Bank	bank	Bank or credit card source (used for Non-Reimbursable mapping)
Transaction Date	created	Expense transaction creation date
Reimbursable	reimbursable	Boolean field determining whether entry posts to Purchase Invoice or General Journal
Tags	tag	Mapped to Accounting Variables if Expensify_TagsToAccountingVariables = true
Unit Cost	—	Calculation logic: • If modifiedAmount present → use that value • If Type = Distance or Time → unitsCount × unitsRate • Otherwise → use amount
Quantity	—	If Type = Distance or Time → use unitsCount Otherwise defaults to 1

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Troubleshooting

⚠️ Warning: Expensify may return improperly formatted JSON data containing unescaped quotation marks ("), which can cause import errors.

To fix this issue:

1. Create or update Expensify_DataCorrectionImport = true.
2. Download the raw report JSON file from Expensify.
3. Upload it to Salesforce Documents.
4. Create Expensify_ReportJSONSFDocumentID and paste the uploaded document’s ID.
5. Go to Import Purchase Invoice and click Download Expensify Transactions to process the file.
6. After import, set Expensify_DataCorrectionImport = false.
   

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Article Expensify-Integration  ·  Last updated January 07, 2026 · GoldFinch ERP Help Center