Expensify SOP + Credit Card Charge Coding Guide

Overview

All IN team members are required to submit their Expensify reports by the 5th of each month for the prior month's expenses. This is a compliance requirement — late submissions delay financial close and reporting.

Expensify Expense Coding

Every expense must be coded with two pieces of information:

1. Category Code — the TYPE of work or service (e.g., PB3 = Fabrication)
2. Project Code — the assigned project identifier (e.g., MAIL.FLAG.04.24.CON)

Production Expense Codes

For project-related expenses, use the category codes found in your budget tool's payment tabs. Common production categories include fabrication, catering, venue rental, AV equipment, freight/shipping, and staffing.

Internal / OPEX Expense Codes

For expenses unrelated to a specific project, use the "INTERNAL" category and the project code "IN-Team 2026" unless Finance specifies otherwise (e.g., Holiday Party or Summer Summit codes).

Internal Quickbooks categories include:

• Professional Expenses: IT, BD Consultant, Business Development, Recruitment Expense
• Office Expenses: Storage, Office + Supplies, Cleaning, Postage and Delivery, Gifts
• Software/IT: Computer Equipment (Hardware), Hardware Repair & Maintenance, Software, Dues & Subscriptions
• Marketing: PR, Other Marketing Costs, Conferences
• Travel/Entertainment: Team Entertainment, Team Meals, Team Transportation, Team Travel, Client Entertainment, Client Gifts

Content Expense Codes

Content-specific expenses follow the same coding structure but use content-specific category codes from the budget tool.

How to Code Expenses in Expensify

1. Open the Expensify app (iOS or Android) or web portal
2. Select or create the expense
3. In the Category field, enter the appropriate category code
4. In the Tag field, enter the project code
5. Add receipt photo and any notes
6. Submit to your expense report

Creating & Submitting Reports

1. Create a new report for each month
2. Add all expenses for that month to the report
3. Review all coding for accuracy
4. Submit the report by the 5th of the following month

Important: Expenses only sync to QuickBooks after the report is submitted. Unsubmitted expenses create gaps in financial reporting.

Missing Project Codes

If you cannot find a project code, check the internal tracker's Project Data tabs for the current year. If still unsure, ask the account manager for the project. Do not leave the project code blank — this causes delays in processing.

Questions?

Contact Sam McDermott for general Expensify questions or Jonathan Pugeda for financial guidance and escalations.