Create a Workspace on the Submit Plan
Create a Workspace on the Submit Plan
The Submit plan is a free workspace designed for employees who want to track and submit expenses without waiting for their company to onboard to Expensify.
You can use it to:
- Track receipts and mileage
- Organize expenses with categories and tags
- Submit reports to your manager or approver
- Collaborate with teammates on workspace setup
It’s a free and simple way to replace manual expense tracking (like spreadsheets) and get reimbursed faster.
Create a Submit workspace during onboarding
If you’re new to Expensify, you can create a Submit workspace during setup.
- Sign up for Expensify.
- Select Get paid back by my employer when prompted.
- Choose to create a new workspace (if you don’t join an existing one).
You’ll be taken directly to your workspace to start setting it up.
Create a Submit workspace from the pricing page
If you already have an account, you can create a Submit workspace at any time.
- Go to the pricing page at https://www.expensify.com/pricing
- Click Get Started under the Submit plan
Your workspace will open automatically so you can begin setup.
Set up your Submit workspace
Submit workspaces include key features enabled by default, so you can start quickly.
You can:
- Add or edit Categories to organize expenses
- Add or edit Tags for tracking or reporting
- Set Submission frequency (default is manual)
- Track Distance for mileage
All members of the workspace can help configure these settings.
Invite teammates to a Submit workspace
You can invite coworkers so everyone can use the same workspace setup.
- Go to Settings > Workspaces > [Workspace Name] > Members
- Click Invite member
- Enter their email address
- Click Invite
Invited members can:
- Submit their own expenses
- Help configure categories and tags
They cannot:
- See other members’ expenses
- Approve reports that aren’t submitted to them
Submit an expense report to your manager or approver
Once your workspace is set up, you can submit reports for approval.
- Create or open a report
- Add expenses
- Click Submit
- Enter your manager’s email address (or select from members)
- Click Confirm
Your manager will receive an email with a link to review the report.
Track reimbursement outside of Expensify
If your manager reimburses you outside of Expensify, you can track it manually.
- Open a submitted report
- Click More > Payment received
This helps you track which reports are complete without requiring your manager to take action in Expensify.
Upgrade a Submit workspace to unlock more features
The Submit plan is free, but some features require a paid plan.
You’ll be prompted to upgrade if you try to:
- Approve reports
- Reimburse employees
- Enable workspace rules or per diem expense types
- Connect accounting software
- Enable company cards or Expensify Card
- Use advanced workflows or invoicing
To upgrade:
- Click Upgrade when prompted
- Confirm the upgrade
Upgrading:
- Enables approvals and payments automatically
- Sets the upgrader as the workspace admin
- Starts a free trial
FAQ
What is the Submit plan in Expensify?
The Submit plan is a free workspace that lets employees track expenses and submit reports to a manager without needing their company to onboard to Expensify.
Can I use the Submit plan without my company?
Yes. The Submit plan is designed for individual employees. You can track and submit expenses even if your company doesn’t use Expensify.
Can other members see my expenses?
No. Members in a Submit workspace cannot see each other’s reports or expenses unless they are actively submitted to them or shared with them.
Can I approve reports on the Submit plan?
No. Approvals require upgrading to a paid plan like Collect or Control.
What happens when someone upgrades the workspace?
When a workspace is upgraded:
- The upgrader becomes the admin
- All other members become standard members
- Approval and payment features are enabled
Can I downgrade back to the Submit plan?
No. To return to the Submit plan, you’ll need to create a new Submit plan workspace.
Is the Submit plan available on mobile?
Yes. You can create, manage, and submit expenses from both web and mobile.
On mobile, tap the hamburger menu in the top-left corner, then select Workspaces.
