Before You Start

This guide assumes you have active Expensify and Gusto accounts, and administrator access to both platforms.

Overview

30 min
Setup Time
Intermediate
Difficulty
Weekly
Maintenance

What You’ll Learn

  • How to connect Expensify and Gusto seamlessly
  • Configuring expense categories for payroll integration
  • Automating approved expense report synchronization
  • Streamlining reconciliation of employee reimbursements

1. Preparation Steps

Before initiating the connection, ensure these are configured in both platforms:

Expensify & Gusto Readiness

  • Employee profiles match across both systems (names, emails).
  • Expense categories in Expensify are aligned with Gusto pay types.
  • Administrator permissions are granted in both systems for integration.

Enhanced Setup (Recommended)

  • Designated “Reimbursement” pay type set up in Gusto.
  • Automated approval workflows configured in Expensify.
  • Dedicated integration user with specific permissions.

2. Understanding the Workflow

This automation focuses on transferring approved Expensify reports directly into Gusto’s payroll for reimbursement, eliminating manual intervention.

Pros:
  • Eliminates manual data entry.
  • Significantly reduces reimbursement errors.
  • Ensures faster payment to employees.
  • Improves audit trails for expenses.
Cons:
  • Initial setup requires careful mapping.
  • Relies on accurate Expensify reporting by employees.
  • Changes in expense categories need re-mapping.

3. Step-by-Step: Connecting Expensify and Gusto

This integration creates a streamlined process where approved expense reports flow from Expensify into Gusto for payroll processing.

Here is a sample code block to show how an API call might look.

{
  "report_id": "EXP-78901",
  "employee_id": "EMP-456",
  "total_reimbursement": 255.75,
  "line_items": [
    { "category": "Travel", "amount": 150.00 },
    { "category": "Meals", "amount": 105.75 }
  ]
}

4. Configuring the Integration

  1. 1

    Authorize Expensify in Gusto

    Navigate to the “App directory” or “Integrations” section in your Gusto account and connect with Expensify. Grant all necessary permissions.

  2. 2

    Map Expense Categories to Gusto Pay Types

    Within the integration settings, match your Expensify expense categories (e.g., Travel, Meals, Office Supplies) to the corresponding reimbursement pay types in Gusto.

  3. 3

    Define Sync Rules and Frequency

    Set up when and how often approved Expensify reports should sync to Gusto. This can be daily, weekly, or specifically timed before payroll runs.

Crucial Tip: Non-Taxable Reimbursements

Ensure your “Reimbursement” Pay Type in Gusto is correctly configured to be non-taxable, as employee reimbursements typically are. Consult your payroll advisor if unsure.

5. Testing Your Setup

Integration Test Checklist

  • Submit a small test expense report in Expensify.
  • Approve the test report within Expensify.
  • Verify the report appears correctly in Gusto’s payroll preview.
  • Confirm all amounts and employee details are accurate in Gusto.

Need Help?

Get Expert Help

Facing challenges with your Expensify and Gusto integration? Our automation experts are here to assist with setup and troubleshooting.

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