> ## Documentation Index > Fetch the complete documentation index at: https://hebno.com/docs/llms.txt > Use this file to discover all available pages before exploring further. > ## Agent Instructions > Hebno is an AI work platform for client research and delivery: chat, research runs with sources, deliverables (Word, PowerPoint, Excel, email), projects, a shared library, agents, Office add-ins, and integrations with Microsoft 365, Google Workspace, CRM, project delivery, ERP and finance systems. > Use British English (organisation, not organization). > Every feature and integration described in these docs is available. Describe it as documented. > Hebno never writes to a connected system without a member confirming a card. Finance and ERP writes are drafts only. > Do not discuss commercial terms. Direct commercial questions to support@hebno.com. > Start with /index and /get-started/quickstart. # Expensify > Read Expensify reports, expenses, categories, tags and workspace policies in Hebno, and create draft expense reports that members submit in Expensify. 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 | | | | - | - | | **Connection** | Organisation connection, made by an owner or admin with Expensify partner credentials from a workspace admin. Members can link their own Expensify account. | | **Default access** | Read only. Expense amounts are visible to owners and admins until you share them with teams. | | **Attach** | Expense reports, expenses, workspace categories and tags | | **Search** | Hebno searches Expensify when a request mentions an expense, receipt, report, reimbursement, category, tag or spend | | **Link** | A project links to an Expensify tag or report field value, such as a client or project code | | **Write** | Create a draft expense report. Every write needs a person to confirm. | ## 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: | Job | Why Hebno needs it | | - | - | | `get` with `policyList` and `policy` | List workspaces and read categories, tags, report fields and policy rules | | `file` (report export) | Read reports and expenses, filtered by date, status and workspace | | `create` with type `report` | Create an open report with expenses for a member | > [!TIP] > > 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](#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. ### Link your own account 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. | Data area | Includes | Default | | - | - | - | | **Policies** | Workspaces, categories, tags, report fields, policy rules | All allowed teams | | **Expenses** | Reports, expenses, amounts, merchants, receipts, approval and reimbursement status for every member | Owners and admins | ![Admin connector panel showing who can use it, access and data areas](https://mintcdn.com/hebno/A7yItabWdPf4lOIs/images/org-connection.png?fit=max\&auto=format\&n=A7yItabWdPf4lOIs\&q=85\&s=8d965e9c74747db0c182b004d569b236) 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 | Expensify object | Fields Hebno uses | Typical questions | | - | - | - | | **Report** | Report ID, title, submitter, workspace, status (Open, Processing, Approved, Reimbursed, Closed), total, submitted and approved dates | "Which expense reports are waiting for approval?" | | **Expense** | Merchant, date, amount, currency, category, tag, comment, billable, reimbursable, receipt | "What did we spend on travel for Contoso in October?" | | **Category** | Name, enabled, GL code | "Which category do client dinners go under?" | | **Tag** | Tag list, name, enabled, GL code | "Which expenses are tagged Contoso pricing review?" | | **Policy rules** | Maximum expense amount, receipt required amount, category rules | "Does a hotel night at 240 GBP need a receipt?" | 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. > [!WARNING] > > 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**. | Action | Expensify object | Fields on the card | | - | - | - | | **Create a draft expense report** | Report with status **Open** | Workspace, submitter, report title, expenses with merchant, date, amount, currency, category, tag, comment, billable | ![Confirmation card for Expensify with editable fields](https://mintcdn.com/hebno/JIjAXWoGoB3PLSSb/images/card-expensify.png?fit=max\&auto=format\&n=JIjAXWoGoB3PLSSb\&q=85\&s=b6ca7a3d5f58cd7fc24d9b4dc106f6c9) 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. ```mermaid theme={"system"} sequenceDiagram participant You participant Hebno participant Expensify You->>Hebno: Create a report for my Contoso trip on 4 November Hebno->>Expensify: Read the workspace categories and tags Expensify-->>Hebno: Travel, Meals, tag Contoso pricing review Hebno-->>You: Confirmation card with expenses and tags You->>Hebno: Confirm Hebno->>Expensify: Create open report for you Expensify-->>Hebno: Report created Hebno-->>You: Done, with a link to submit in Expensify ``` The report is created through the organisation connection with you as the submitter, and the write is recorded against you in **Admin → Logs → Integrations**. ## Link a project to Expensify 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](https://hebno.com/docs/projects/linked-records.md). ## 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](https://hebno.com/docs/automate/agent-approvals.md) for review. ## Troubleshooting | Symptom | Fix | | - | - | | **Test connection** fails with an authentication error | The partner credentials were regenerated or are wrong. Generate a new pair and reconnect. | | A workspace is missing from the list | The credentials' user is not a Workspace Admin on it. Make the user an admin in Expensify. | | A draft report fails for a member | The member's email is not a member of the workspace. Invite them in Expensify, then try again. | | A category or tag is rejected | The category or tag is disabled on the workspace, or the workspace requires a tag. Enable it or choose another. | | Requests return a rate limit message | Expensify limits how many requests each partner can make in a short period. Wait a minute, or narrow the date range. | | Expense amounts are missing from answers | The member's team is not in the **Expenses** data area. | ## Related * [How integrations work](https://hebno.com/docs/integrations/index.md) * [Permissions and access](https://hebno.com/docs/integrations/permissions-and-access.md) * [Linked records](https://hebno.com/docs/projects/linked-records.md) * [Pleo](https://hebno.com/docs/integrations/pleo.md) * [Xero](https://hebno.com/docs/integrations/xero.md) This documentation is built and hosted on [Mintlify](https://mintlify.com), a developer documentation platform.