Skip to main content
The Expensify integration makes expense data available in client work. Ask what was spent on a client’s travel last month, which reports are waiting for approval, or whether a cost is within policy, and Hebno answers from Expensify with each report and expense cited. When a request implies a new report, Hebno shows a confirmation card and creates an open draft report in Expensify only after you confirm. The member then reviews and submits it in Expensify.

​
At a glance

​
Before you start

You need:
  • An owner or admin role in Hebno.
  • An Expensify user who is a Workspace Admin on each workspace you want to connect. Hebno reads only the workspaces this user administers.
  • Partner credentials for that user. Signed in as the user, open https://www.expensify.com/tools/integrations/ and generate a partnerUserID and partnerUserSecret. Copy the secret straight away, because Expensify shows it once.

​
Permissions

Expensify partner credentials carry the access of the user who generated them. Hebno uses these Integration Server jobs:
Generate the credentials from a dedicated Expensify user who is a Workspace Admin, not a person’s own account. Generating new credentials replaces the old ones, and the old pair stops working straight away.

​
Connect Expensify

1

Allow the integration

Open Admin → Connectors → Catalogue, find Expensify under Finance, and set it to Allow.
2

Connect the organisation

Select Connect, paste the partnerUserID and partnerUserSecret, then select Test connection. Hebno lists the workspaces the user administers.
3

Choose teams and data areas

Under Who can use it, choose All teams or pick teams for each workspace. Under Data areas, choose what members can see. See Data areas.
4

Set access

Access is Read only by default. Choose Read and write to let members propose draft expense reports.
The card shows Connected with each workspace name. Members link their own Expensify account so draft reports are created for them and Hebno reads their own reports.
  1. In Hebno, open Settings → Connections, find Expensify and select Link your account.
  2. Enter the email address you use in Expensify and select Link. Hebno checks that the email belongs to a member of a connected workspace.
When your account is linked, draft reports are created with you as the submitter, and you see your own reports and expenses even if your team is not in the Expenses data area.

​
Data areas

Data areas control what members of the allowed teams can see through the organisation connection. They apply on top of what the Workspace Admin user can read.
Admin connector panel showing who can use it, access and data areas

An organisation connection with team access and data areas. Financial figures default to owners and admins.

To share client expenses with delivery leads, open the Expensify card in Admin → Connectors, select Expenses and add the teams that should see them.

​
What Hebno reads

Reads are live. Hebno exports the reports a request needs at the time of the request. Only what a reply used is stored with the conversation as its sources.
Excerpts a reply uses, including expense amounts and merchants, become part of the conversation. Anyone you share the conversation with can read them.

​
What Hebno writes

Every write appears first as a confirmation card. You can change any field before you select Confirm.
Confirmation card for Expensify with editable fields

An Expensify change pending confirmation. Nothing is written until you confirm.

The report is Open in Expensify until the submitter adds receipts, reviews it and selects Submit there. Hebno never submits, approves, rejects or reimburses a report, exports to accounting, or changes categories, tags or policy rules. The report is created through the organisation connection with you as the submitter, and the write is recorded against you in Admin → Logs → Integrations. Linking marks which Expensify tag or report field belongs to a project, so you can ask “what have we spent on this engagement?” without naming the tag.
  1. Open the project and select Brain.
  2. Under Linked records, select Link record, then Expensify.
  3. Choose the workspace, then select the tag or report field value your team uses for the engagement, such as Contoso pricing review.
In chats tagged to the project, Hebno filters expense questions to the linked tag, and draft reports default to it. See Linked records.

​
Use Expensify in chat

  • Attach: open the + menu, choose Sources → Expensify, and pick a report, a workspace’s categories or a tag. Or type / and choose Expensify.
  • Ask: name the client, tag, person or period in your request. For example:
    What did we spend on travel and meals for Contoso in October 2026, by person?
    Which reports tagged Contoso pricing review are still waiting for approval?
    Create a draft expense report for my train and hotel for the Contoso workshop on 4 November.
  • Research runs show a Checking Expensify step, with a chip for each report it read.
  • Agents can read Expensify on a schedule, for example a month-end list of billable expenses by client. Writes an agent proposes appear in agent approvals for review.

​
Troubleshooting