The Expensify-Playroll integration allows approved expenses in Expensify to automatically sync into Playroll for processing. This is a one-way integration (Expensify to Playroll only) — changes made after syncing will not sync back.

Important: Only approved expenses will sync, and expenses without receipts will not sync to Playroll.

Prerequisites

Before setting up the integration, ensure the following:

• You are a Workspace Admin or Workspace Owner in Expensify
• You have Playroll integration permissions
• You are logged into the same Expensify account that owns or administers the workspace
• You can access Expensify Classic

Setup Steps

Step 1: Switch to Expensify Classic

1. Log into Expensify.
2. Click your account logo.
3. Select Troubleshoot.
4. Click Switch to Expensify Classic.

Step 2: Enable Public Receipt Visibility

1. Go to Settings > Workspaces.
2. Select the workspace you want to connect.
3. Go to Rules.
4. Enable Public Receipt Visibility.

If Public Receipt Visibility is not enabled, expenses will not sync to Playroll.

Step 3: Set Receipt Required Amount to $0

1. In the Rules section, locate Receipt Required Amount.
2. Set the value to $0.
3. Save your changes.

Expenses without receipts do not sync to Playroll. Setting this to $0 ensures all expenses have receipts attached.

Step 4: Confirm Workspace Permissions

Verify that the user configuring the integration is a Workspace Admin or Workspace Owner.

Step 5: Connect Expensify to Playroll

1. In Playroll, go to Dashboard.
2. Click Tools > Integrations.
3. Select Expensify.
4. Open the Configuration tab.
5. Click Connect.
6. You will need your Partner User ID and Partner User Secret. To get these credentials:
   • While logged into Expensify, click Find our Partner ID.
   • Copy your Partner User ID and Partner User Secret.
   • Paste them into Playroll.
   • Click Submit.

A successful setup will display Active / Connected.

Step 6: Map Expense Categories

1. Open the Expensify integration page in Playroll.
2. Go to Expense Categories.
3. Click Map Categories.
4. Match your Expensify categories to the corresponding Playroll categories.
5. Save your mappings.

For example:

• Expensify “Car” → Playroll “Car Rental”
• Expensify “Equipment” → Playroll “Equipment”

Employee email addresses in Expensify must match Personal Emails in Playroll for expenses to sync correctly.

Completion Checklist

• Public Receipt Visibility enabled
• Receipt Required Amount set to $0
• Correct workspace permissions confirmed
• Expensify connected to Playroll (showing “Active / Connected”)
• Expense categories mapped and saved