Finance & HR
You already know Expensify can handle your expense reporting. The problem is that someone has to configure the policies, review the submissions, chase down missing receipts, and make sure the data lands correctly in your accounting system. That work exists whether or not you have time for it. Nacho's fractional Finance and HR specialists work directly inside your Expensify account to keep that work moving without pulling you into it.
What we do
Concrete work our fractional specialists take on inside your Expensify account. No vague promises.
We build and update your company's expense policies inside Expensify, including category limits, receipt requirements, and approval chains. When your reimbursement rules change or you add a new department, we update the policy rules so employees are working against accurate guardrails. You get a documented policy setup you can reference without logging in to reverse-engineer it.
We act as a first-pass reviewer on submitted reports, flagging missing receipts, out-of-policy expenses, and duplicate entries before they reach your finance team or accountant. This includes verifying merchant categories, confirming receipt images are legible, and leaving structured comments on reports that need correction. Your approvers receive cleaner submissions and spend less time on back-and-forth.
We match imported card transactions to submitted expenses inside Expensify, identify unsubmitted charges, and follow up with cardholders who have outstanding items. For companies using Expensify's corporate card program, we manage the reconciliation workflow so your books close on schedule. This includes flagging aged unreconciled transactions and escalating to the appropriate manager when needed.
We configure multi-level approval workflows in Expensify to match your actual org structure, whether that means department-level approvers, project-based routing, or finance-team final review. When employees change roles or leave, we update the workflow so reports do not get stuck in a dead queue. Every workflow change is documented so your team always knows who approves what.
We set up and maintain the integration between Expensify and your general ledger, whether that is QuickBooks Online, Xero, NetSuite, or Sage Intacct. This includes mapping expense categories to the correct chart of accounts, configuring export settings, and troubleshooting sync errors when they occur. We test each export before your close date to confirm the data is landing correctly on the accounting side.
If you have been using Expensify for a while without a dedicated administrator, we conduct a structured audit of your current configuration: policy rules, approval chains, category mappings, integration settings, and any open or unreconciled reports. We deliver a written summary of what is working, what is broken, and what is missing, along with a prioritized list of fixes. This is typically the first engagement for clients who inherited a setup they did not build.
The handoff
When you start with Nacho, your dedicated Client Success Manager reviews your current Expensify setup during onboarding and works with you to identify the highest-priority gaps, whether that is a misconfigured approval chain, an integration that is not exporting correctly, or a backlog of unreconciled reports. From that conversation, we build a Strategic Delegation Plan that maps out exactly what your specialist will own and in what order. Your specialist works inside your Expensify account using access you control, documents every configuration change in a shared reference document, and flags anything that requires your approval before it goes live. You stay informed without having to manage the day-to-day.
Use cases
A few of the most common workflows our team has deployed with Expensify.
When an employee submits a report, we review each line against your active expense policy, leave itemized comments on any violations or missing receipts, and reject the report back to the submitter with clear instructions. The employee resubmits a clean report, which then moves to your approver without requiring your finance team to do the first-pass review.
Before your monthly close, we verify that all corporate card transactions are matched and submitted, run the export from Expensify to QuickBooks Online, and confirm that each expense category maps to the correct account. If the sync throws an error, we resolve it before handing off to your bookkeeper, so the close does not stall waiting on expense data.
When a new hire is added to your HR system or you notify us directly, we create their Expensify account, assign them to the correct workspace and expense policy, and configure their approval chain. We also send them a one-page reference document covering your reimbursement rules and submission deadlines so they are not guessing on their first report.
We run a weekly or bi-weekly audit of imported corporate card transactions and identify any charges that have not been submitted as expenses. We send a templated follow-up to the cardholder with the specific transaction details and a submission deadline, then track responses until the report is submitted and approved. This keeps aged unreconciled charges from piling up at month-end.
For clients who bring us into an existing Expensify environment, we start by pulling a full account audit: active policies, user list, category setup, integration configuration, and any reports in a broken or stalled state. We produce a written gap report with findings ranked by business impact and then work through the remediation list in priority order, documenting each change as we go.
Talent Budget
Drag the sliders to build a monthly plan that fits your workload.
Starting at $1,000/month. One-time $300 onboarding fee includes your Strategic Delegation Plan.
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Ready when you are
Book a discovery call and we will audit your current Expensify configuration, identify the gaps that are costing your team time, and build a prioritized plan for what your specialist will tackle first.