From 024d31c0b0acfbc5993b46ea92f2e30b329dc468 Mon Sep 17 00:00:00 2001 From: "Garrett Knight (via MelvinBot)" Date: Mon, 8 Jun 2026 15:19:51 +0000 Subject: [PATCH 01/10] Update help docs for Release 2: the new free Submit workspace Add a new getting-started article for the Submit workspace and document the free Submit plan, the Editor role, and the one-way upgrade to a paid plan. Co-authored-by: Garrett Knight --- .../Changing-Your-Workspace-Plan.md | 3 + .../Plan-types-and-pricing.md | 29 ++++- .../getting-started/Submit-Workspace.md | 110 ++++++++++++++++++ .../workspaces/Managing-Workspace-Members.md | 5 + 4 files changed, 145 insertions(+), 2 deletions(-) create mode 100644 docs/articles/new-expensify/getting-started/Submit-Workspace.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md index 561c4807539b..4b650cbb438e 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md @@ -16,6 +16,9 @@ To switch to a different plan: 1. Use the **navigation tabs** (on the left on web, and at the bottom on mobile) to go to **Account > Subscription**. 2. Click **Explore all plans**. 3. Choose the plan that best fits your needs. + +**Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen automatically when someone enables a paid feature or when an approver approves a report — the person who upgrades becomes the workspace owner and admin, all other members are set to the Member role, and a 30-day free trial begins. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). + --- # How to downgrade an Annual Subscription to a free account diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md index 7face649b6c1..10338c61b04c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md @@ -1,7 +1,7 @@ --- title: Expensify Plan Types and Pricing -description: A breakdown of Expensify's Collect and Control plans, with pricing, features, and subscription discounts. -keywords: [New Expensify, plan types, pricing, Collect plan, Control plan, subscription discounts, member pricing, Expensify Card, free for individuals] +description: A breakdown of Expensify's free Submit plan and paid Collect and Control plans, with pricing, features, and subscription discounts. +keywords: [New Expensify, plan types, pricing, Submit plan, Collect plan, Control plan, free plan, subscription discounts, member pricing, Expensify Card, free for individuals] --- @@ -35,3 +35,28 @@ The Collect Plan is always $5/member, regardless of subscription type or card us **Note:** Expensify Cards generate 1% cash back on all U.S. purchases, or 2% if you spend $250K+/month across cards. +--- + +# What the free Submit plan includes + +The Submit plan is a free plan for employees who want to submit expenses to an approver to get reimbursed by their employer. It includes a limited set of features focused on coding and submitting expenses: + +- Unlimited SmartScans +- Categories and tags +- Distance expenses +- Submitting expenses to an approver by email +- Marking outstanding reports as paid + +The following features are not included in the Submit plan. Attempting to enable one prompts you to upgrade to a paid plan: + +- Member roles (Collect) +- Approvals and payments (Collect) +- Accounting integrations (Collect) +- Company cards (Collect) +- The Expensify Card (Collect) +- Expensify Travel (Collect) +- Invoices (Collect) +- Per Diem (Control) + +A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). + diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md new file mode 100644 index 000000000000..8c3f9db4c731 --- /dev/null +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -0,0 +1,110 @@ +--- +title: Submit Workspace +description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver by email, and track which reports have been paid. +keywords: [New Expensify, Submit workspace, free plan, get paid back, submit expenses, approver, Editor role, mark as paid] +internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. +--- + +A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver by email — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. + +A Submit workspace includes a limited set of features focused on submitting expenses. Premium features like approvals, payments, company cards, and accounting integrations require upgrading to a paid plan. + +--- + +## Who can use a Submit workspace + +- Anyone can create a free Submit workspace. You become the workspace owner and an Editor. +- Anyone on your company's email domain can join your Submit workspace and is added as an **Editor**. +- An **Editor** can configure the workspace (such as adding categories and tags) but cannot see other members' expenses or reports, and cannot change member roles or invite admins. + +Premium features are not included in a Submit workspace. To use approvals, payments, company cards, the Expensify Card, Per Diem, Expensify Travel, invoices, or accounting integrations, you'll need to [learn how to upgrade your workspace plan](/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan). + +--- + +## How to create a Submit workspace + +You can create a Submit workspace during onboarding or from the pricing page. + +During onboarding: + +1. Sign up for New Expensify. +2. When asked what you want to do, select **Get paid back by my employer**. +3. If no one on your email domain already has a workspace you can join, a Submit workspace is created for you automatically. + +From the pricing page: + +1. Go to the Expensify pricing page. +2. Find the Submit plan. +3. Click **Get Started**. + +After your workspace is created, you're taken to your workspace **Categories** with the **#admins** room open so you can start configuring the workspace or submit your first expense. + + + +--- + +## How to join an existing Submit workspace + +If someone on your email domain already owns a Submit workspace, you can join it when you sign up: + +1. Sign up for New Expensify. +2. Enter your name and validate your login. +3. Select the Submit workspace from the list of available workspaces to join it. + +When you join, you're added as an **Editor**. You can collaborate on the workspace configuration, but you can't see or take action on other members' expenses or reports. + +--- + +## How to submit an expense to an approver + +When your report is ready, you submit it to the person who approves your expenses by entering their email: + +1. Add your expenses to a report. +2. Click **Submit**. +3. Select an existing workspace member, or enter the email address of your approver. +4. Confirm to submit the report. + +Your approver is remembered for next time, but you can change it before any submission. Your approver receives an email with an **Approve** button and a PDF copy of the report. They don't need an Expensify account to receive it. + +--- + +## How to mark a report as paid + +If you've been reimbursed outside of Expensify, you can mark an outstanding report as paid so you can track its status yourself: + +1. Open the outstanding report. +2. Select **Mark as paid**. + +Marking a report as paid lets you track which of your submitted reports are still outstanding without requiring your approver to sign in. After a report is marked as paid, your approver can no longer take action on it. + +--- + +## What happens when your approver approves a report + +When your approver clicks **Approve**, they're prompted to upgrade the workspace to a paid plan to complete the approval. If they upgrade: + +- The workspace upgrades to the Collect plan and the approver becomes the workspace owner and admin. +- All other members, including you, are set to the **Member** role. +- You'll receive a message from Concierge letting you know the workspace was upgraded. + +Until an approver upgrades, you can keep using the Submit workspace for free. + +--- + +# FAQ + +## Can I downgrade a paid workspace back to a Submit workspace? + +No. Once a workspace is upgraded to Collect or Control, it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new Submit workspace. + +## Why can't I see other members' expenses in my Submit workspace? + +Editors can configure the workspace but can't see other members' submitted reports. This keeps everyone's expense data private while still allowing the group to share categories, tags, and other configuration. + +## Do I have to pay to submit expenses? + +No. Submitting expenses and marking reports as paid are free. Payment is only required when someone upgrades the workspace to a paid plan, such as when an approver approves a report. diff --git a/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md index c7aa49b892a8..4844d518aa12 100644 --- a/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md +++ b/docs/articles/new-expensify/workspaces/Managing-Workspace-Members.md @@ -12,6 +12,7 @@ A **Workspace member** is anyone added to a workspace with one of the following - **Member** – Can submit and/or approve expenses. - **Admin** – Can manage members, roles, workflows, and settings. - **Auditor** – Can view and comment on reports but cannot make changes. +- **Editor** – Available only in Submit workspaces. Can change any workspace setting, such as categories and tags, but cannot see other members' reports, change member roles, or invite admins. --- @@ -116,3 +117,7 @@ You must be a **Workspace Admin**, and the email or phone number of the individu Yes. Use the search tool during invite or import members using a spreadsheet (see the **Invite Multiple Members via Spreadsheet** section above. +## Why is everyone added as an Editor in my Submit workspace? + +In a Submit workspace, all members are added as Editors so the group can collaborate on the workspace configuration, such as categories and tags, without anyone being able to see other members' reports. The Editor role is only available in Submit workspaces. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). + From 2238190aae4235095bd6f4792c96b69665765db6 Mon Sep 17 00:00:00 2001 From: "Garrett Knight (via MelvinBot)" Date: Tue, 30 Jun 2026 15:55:45 +0000 Subject: [PATCH 02/10] Address review: remove 'automatically' and the owner/role/trial clause Co-authored-by: Garrett Knight --- .../billing-and-subscriptions/Changing-Your-Workspace-Plan.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md index 4b650cbb438e..a042ca079f75 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md @@ -17,7 +17,7 @@ To switch to a different plan: 2. Click **Explore all plans**. 3. Choose the plan that best fits your needs. -**Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen automatically when someone enables a paid feature or when an approver approves a report — the person who upgrades becomes the workspace owner and admin, all other members are set to the Member role, and a 30-day free trial begins. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). +**Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen when someone enables a paid feature or when an approver approves a report. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). --- From e65a894869cacd8d76493f085611d85a32672d14 Mon Sep 17 00:00:00 2001 From: "Garrett Knight (via MelvinBot)" Date: Tue, 30 Jun 2026 16:00:32 +0000 Subject: [PATCH 03/10] Address review: remove 'by email' from Submit-Workspace intro Co-authored-by: Garrett Knight --- docs/articles/new-expensify/getting-started/Submit-Workspace.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 8c3f9db4c731..e6fb3526f81e 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -5,7 +5,7 @@ keywords: [New Expensify, Submit workspace, free plan, get paid back, submit exp internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. --- -A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver by email — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. +A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. A Submit workspace includes a limited set of features focused on submitting expenses. Premium features like approvals, payments, company cards, and accounting integrations require upgrading to a paid plan. From 11ad75d1fd9f2e027d4c8cb8cd6bfc5060bc1f5e Mon Sep 17 00:00:00 2001 From: "Garrett Knight (via MelvinBot)" Date: Tue, 30 Jun 2026 16:29:19 +0000 Subject: [PATCH 04/10] Address review: remove 'by email', owner/Editor and admins mentions, screenshot block, reorder approver step, trim closing lines Co-authored-by: Garrett Knight --- .../Plan-types-and-pricing.md | 2 +- .../getting-started/Submit-Workspace.md | 19 +++++-------------- 2 files changed, 6 insertions(+), 15 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md index 10338c61b04c..b81e8b80f49f 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md @@ -44,7 +44,7 @@ The Submit plan is a free plan for employees who want to submit expenses to an a - Unlimited SmartScans - Categories and tags - Distance expenses -- Submitting expenses to an approver by email +- Submitting expenses to an approver - Marking outstanding reports as paid The following features are not included in the Submit plan. Attempting to enable one prompts you to upgrade to a paid plan: diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index e6fb3526f81e..347fb199d49a 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -1,6 +1,6 @@ --- title: Submit Workspace -description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver by email, and track which reports have been paid. +description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver, and track which reports have been paid. keywords: [New Expensify, Submit workspace, free plan, get paid back, submit expenses, approver, Editor role, mark as paid] internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. --- @@ -13,9 +13,9 @@ A Submit workspace includes a limited set of features focused on submitting expe ## Who can use a Submit workspace -- Anyone can create a free Submit workspace. You become the workspace owner and an Editor. +- Anyone can create a free Submit workspace. - Anyone on your company's email domain can join your Submit workspace and is added as an **Editor**. -- An **Editor** can configure the workspace (such as adding categories and tags) but cannot see other members' expenses or reports, and cannot change member roles or invite admins. +- An **Editor** can configure the workspace (such as adding categories and tags) but cannot see other members' expenses or reports, and cannot change member roles. Premium features are not included in a Submit workspace. To use approvals, payments, company cards, the Expensify Card, Per Diem, Expensify Travel, invoices, or accounting integrations, you'll need to [learn how to upgrade your workspace plan](/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan). @@ -28,7 +28,7 @@ You can create a Submit workspace during onboarding or from the pricing page. During onboarding: 1. Sign up for New Expensify. -2. When asked what you want to do, select **Get paid back by my employer**. +2. When asked what you want to do, select **Submit expenses to my employer**. 3. If no one on your email domain already has a workspace you can join, a Submit workspace is created for you automatically. From the pricing page: @@ -39,12 +39,6 @@ From the pricing page: After your workspace is created, you're taken to your workspace **Categories** with the **#admins** room open so you can start configuring the workspace or submit your first expense. - - --- ## How to join an existing Submit workspace @@ -67,8 +61,7 @@ When your report is ready, you submit it to the person who approves your expense 2. Click **Submit**. 3. Select an existing workspace member, or enter the email address of your approver. 4. Confirm to submit the report. - -Your approver is remembered for next time, but you can change it before any submission. Your approver receives an email with an **Approve** button and a PDF copy of the report. They don't need an Expensify account to receive it. +5. Your approver receives an email asking them to approve your expenses and a PDF copy of the report. They don't need an Expensify account to receive it. --- @@ -91,8 +84,6 @@ When your approver clicks **Approve**, they're prompted to upgrade the workspace - All other members, including you, are set to the **Member** role. - You'll receive a message from Concierge letting you know the workspace was upgraded. -Until an approver upgrades, you can keep using the Submit workspace for free. - --- # FAQ From bf2791efb7105d993a63a57385d3635cc827c985 Mon Sep 17 00:00:00 2001 From: Garrett Knight Date: Fri, 3 Jul 2026 18:26:21 +0100 Subject: [PATCH 05/10] Revise title and description for Submit Workspace article Updated the title and description of the Submit Workspace article to better reflect its purpose and audience. --- .../new-expensify/getting-started/Submit-Workspace.md | 4 +--- 1 file changed, 1 insertion(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 347fb199d49a..602a261a66a4 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -1,5 +1,5 @@ --- -title: Submit Workspace +title: Using our free Submit Workspace description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver, and track which reports have been paid. keywords: [New Expensify, Submit workspace, free plan, get paid back, submit expenses, approver, Editor role, mark as paid] internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. @@ -7,8 +7,6 @@ internalScope: Audience is employees who want to get reimbursed by their employe A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. -A Submit workspace includes a limited set of features focused on submitting expenses. Premium features like approvals, payments, company cards, and accounting integrations require upgrading to a paid plan. - --- ## Who can use a Submit workspace From d7e026a7a4b4722452c715f19bbcece5d257dbc7 Mon Sep 17 00:00:00 2001 From: "Garrett Knight (via MelvinBot)" Date: Tue, 7 Jul 2026 14:40:24 +0000 Subject: [PATCH 06/10] Remove changes to Changing-Your-Workspace-Plan.md and Plan-types-and-pricing.md Co-authored-by: Garrett Knight --- .../Changing-Your-Workspace-Plan.md | 3 -- .../Plan-types-and-pricing.md | 29 ++----------------- 2 files changed, 2 insertions(+), 30 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md index e3dd1ad925af..68edcad0b0d0 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md @@ -16,9 +16,6 @@ To switch to a different plan: 1. Use the **navigation tabs** (on the left on web, and at the bottom on mobile) to go to **Account > Subscription**. 2. Click **Explore all plans**. 3. Choose the plan that best fits your needs. - -**Note:** A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To use a Submit workspace again, delete the upgraded workspace and create a new one. Upgrading can also happen when someone enables a paid feature or when an approver approves a report. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). - --- # How to downgrade an Annual Subscription to a free account diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md index b81e8b80f49f..7face649b6c1 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md @@ -1,7 +1,7 @@ --- title: Expensify Plan Types and Pricing -description: A breakdown of Expensify's free Submit plan and paid Collect and Control plans, with pricing, features, and subscription discounts. -keywords: [New Expensify, plan types, pricing, Submit plan, Collect plan, Control plan, free plan, subscription discounts, member pricing, Expensify Card, free for individuals] +description: A breakdown of Expensify's Collect and Control plans, with pricing, features, and subscription discounts. +keywords: [New Expensify, plan types, pricing, Collect plan, Control plan, subscription discounts, member pricing, Expensify Card, free for individuals] --- @@ -35,28 +35,3 @@ The Collect Plan is always $5/member, regardless of subscription type or card us **Note:** Expensify Cards generate 1% cash back on all U.S. purchases, or 2% if you spend $250K+/month across cards. ---- - -# What the free Submit plan includes - -The Submit plan is a free plan for employees who want to submit expenses to an approver to get reimbursed by their employer. It includes a limited set of features focused on coding and submitting expenses: - -- Unlimited SmartScans -- Categories and tags -- Distance expenses -- Submitting expenses to an approver -- Marking outstanding reports as paid - -The following features are not included in the Submit plan. Attempting to enable one prompts you to upgrade to a paid plan: - -- Member roles (Collect) -- Approvals and payments (Collect) -- Accounting integrations (Collect) -- Company cards (Collect) -- The Expensify Card (Collect) -- Expensify Travel (Collect) -- Invoices (Collect) -- Per Diem (Control) - -A Submit workspace can be upgraded to Collect or Control, but it can't be downgraded back to Submit. To learn more, see [how to use a Submit workspace](/articles/new-expensify/getting-started/Submit-Workspace). - From 2bb79f4f6ca88bc22a03143a3ca0eaec8317f071 Mon Sep 17 00:00:00 2001 From: Garrett Knight Date: Tue, 14 Jul 2026 17:56:17 +0100 Subject: [PATCH 07/10] Update docs/articles/new-expensify/getting-started/Submit-Workspace.md Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> --- docs/articles/new-expensify/getting-started/Submit-Workspace.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 602a261a66a4..26e0dc2ff55b 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -1,5 +1,5 @@ --- -title: Using our free Submit Workspace +title: Use a Free Submit Workspace description: Learn how to use a free Submit workspace in New Expensify to code expenses, submit them to an approver, and track which reports have been paid. keywords: [New Expensify, Submit workspace, free plan, get paid back, submit expenses, approver, Editor role, mark as paid] internalScope: Audience is employees who want to get reimbursed by their employer. Covers creating a Submit workspace, submitting expenses to an approver, and tracking payment. Does not cover Collect or Control workspace configuration. From 5bc9937da17dbfa776042e0c68790afa578633b9 Mon Sep 17 00:00:00 2001 From: Garrett Knight Date: Tue, 14 Jul 2026 17:58:45 +0100 Subject: [PATCH 08/10] Apply suggestions from code review Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> --- .../getting-started/Submit-Workspace.md | 30 ++++++++++++++++--- 1 file changed, 26 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 26e0dc2ff55b..074755471f06 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -7,6 +7,8 @@ internalScope: Audience is employees who want to get reimbursed by their employe A Submit workspace is a free workspace in New Expensify for employees who want to get reimbursed by their employer. You can scan receipts, code your expenses with categories and tags, and submit reports to an approver — even if your company hasn't adopted Expensify yet. There's no cost to submit, and your approver doesn't need an account to receive your report. +Premium features are not included in a Submit workspace. To use approvals, payments, company cards, the Expensify Card, Per Diem, Expensify Travel, invoices, or accounting integrations, you'll need to [learn how to upgrade your workspace plan](https://github.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan). + --- ## Who can use a Submit workspace @@ -15,7 +17,6 @@ A Submit workspace is a free workspace in New Expensify for employees who want t - Anyone on your company's email domain can join your Submit workspace and is added as an **Editor**. - An **Editor** can configure the workspace (such as adding categories and tags) but cannot see other members' expenses or reports, and cannot change member roles. -Premium features are not included in a Submit workspace. To use approvals, payments, company cards, the Expensify Card, Per Diem, Expensify Travel, invoices, or accounting integrations, you'll need to [learn how to upgrade your workspace plan](/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan). --- @@ -35,7 +36,23 @@ From the pricing page: 2. Find the Submit plan. 3. Click **Get Started**. -After your workspace is created, you're taken to your workspace **Categories** with the **#admins** room open so you can start configuring the workspace or submit your first expense. + +## What happens after you create a Submit workspace + +- You can configure workspace settings, like categories and tags. +- You can submit reports for approval. +- Coworkers on the same email domain can join your workspace. + +Members who join a Submit workspace are assigned the Editor role. + +Editors can: +- Configure shared workspace settings, including categories and tags. +- Create and submit their own reports. + +Editors can't: +- View other members' expenses or reports. +- Change member roles. + --- @@ -53,9 +70,14 @@ When you join, you're added as an **Editor**. You can collaborate on the workspa ## How to submit an expense to an approver -When your report is ready, you submit it to the person who approves your expenses by entering their email: +Submit workspaces let you submit reports directly to the person who approves your expenses by entering their email. Your approver doesn't need an Expensify account to receive the report. + + +If you haven't created your report yet, [learn how to create and submit reports](/articles/new-expensify/reports-and-expenses/Create-and-Submit-Reports). + +To submit expenses to an approver: -1. Add your expenses to a report. +1. Open the report you want to submit. 2. Click **Submit**. 3. Select an existing workspace member, or enter the email address of your approver. 4. Confirm to submit the report. From 0a8449ad87c975ebc41646b91354df1044fbb57d Mon Sep 17 00:00:00 2001 From: Garrett Knight Date: Tue, 21 Jul 2026 15:35:07 +0100 Subject: [PATCH 09/10] Apply suggestions from code review Co-authored-by: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> --- .../getting-started/Submit-Workspace.md | 22 ++++++++++--------- 1 file changed, 12 insertions(+), 10 deletions(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 074755471f06..3cdd327e2993 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -22,19 +22,19 @@ Premium features are not included in a Submit workspace. To use approvals, payme ## How to create a Submit workspace -You can create a Submit workspace during onboarding or from the pricing page. +You can create a Submit workspace when creating your Expensify account or from the Expensify pricing and plans page. -During onboarding: +When creating your Expensify account: 1. Sign up for New Expensify. -2. When asked what you want to do, select **Submit expenses to my employer**. +2. When asked **What do you want to do today?**, select **Submit expenses to my employer**. 3. If no one on your email domain already has a workspace you can join, a Submit workspace is created for you automatically. -From the pricing page: +If you already have an Expensify account: -1. Go to the Expensify pricing page. +1. Go to the [Expensify pricing and plans page](www.expensify.com/pricing). 2. Find the Submit plan. -3. Click **Get Started**. +3. Click **Get started**. ## What happens after you create a Submit workspace @@ -58,14 +58,16 @@ Editors can't: ## How to join an existing Submit workspace -If someone on your email domain already owns a Submit workspace, you can join it when you sign up: +If someone on your email domain already owns a Submit workspace, you can join it when creating your Expensify account: -1. Sign up for New Expensify. -2. Enter your name and validate your login. -3. Select the Submit workspace from the list of available workspaces to join it. +1. Create an Expensify account. +2. Complete the prompts to set up your account. +3. On the step **See if your team's in Expensify**, enter the validation code sent to your email address. +4. If there are existing workspaces associated with your email domain, you'll be prompted to join one. Select the Submit workspace.`` When you join, you're added as an **Editor**. You can collaborate on the workspace configuration, but you can't see or take action on other members' expenses or reports. +If you weren't automatically added to the workspace when you created your account, ask a current Editor of the Submit workspace to invite you to join. Learn how to [invite members to a workspace](/articles/new-expensify/workspaces/Managing-Workspace-Members#invite-members-to-a-workspace). --- ## How to submit an expense to an approver From b6db335e2dfb8471b2b29b1aa3a37233fdc7e48d Mon Sep 17 00:00:00 2001 From: Garrett Knight Date: Tue, 21 Jul 2026 15:39:29 +0100 Subject: [PATCH 10/10] Fix grammar and clarity in Submit Workspace guide Corrected grammatical errors and improved clarity in the Submit Workspace documentation. --- .../getting-started/Submit-Workspace.md | 23 +++++++++++-------- 1 file changed, 14 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/getting-started/Submit-Workspace.md b/docs/articles/new-expensify/getting-started/Submit-Workspace.md index 3cdd327e2993..1e505d1dacdf 100644 --- a/docs/articles/new-expensify/getting-started/Submit-Workspace.md +++ b/docs/articles/new-expensify/getting-started/Submit-Workspace.md @@ -22,7 +22,7 @@ Premium features are not included in a Submit workspace. To use approvals, payme ## How to create a Submit workspace -You can create a Submit workspace when creating your Expensify account or from the Expensify pricing and plans page. +You can create a Submit workspace when you create your Expensify account or on the Expensify pricing and plans page. When creating your Expensify account: @@ -60,7 +60,7 @@ Editors can't: If someone on your email domain already owns a Submit workspace, you can join it when creating your Expensify account: -1. Create an Expensify account. +1. Create an Expensify account. 2. Complete the prompts to set up your account. 3. On the step **See if your team's in Expensify**, enter the validation code sent to your email address. 4. If there are existing workspaces associated with your email domain, you'll be prompted to join one. Select the Submit workspace.`` @@ -82,8 +82,7 @@ To submit expenses to an approver: 1. Open the report you want to submit. 2. Click **Submit**. 3. Select an existing workspace member, or enter the email address of your approver. -4. Confirm to submit the report. -5. Your approver receives an email asking them to approve your expenses and a PDF copy of the report. They don't need an Expensify account to receive it. +4. Click **Confirm** to submit the report. --- @@ -98,14 +97,20 @@ Marking a report as paid lets you track which of your submitted reports are stil --- -## What happens when your approver approves a report +## What happens when my approver clicks Approve? -When your approver clicks **Approve**, they're prompted to upgrade the workspace to a paid plan to complete the approval. If they upgrade: +If your approver clicks **Approve**, they're prompted to upgrade the workspace to a paid plan before they can complete the approval. -- The workspace upgrades to the Collect plan and the approver becomes the workspace owner and admin. -- All other members, including you, are set to the **Member** role. +If they upgrade: + +- The workspace is upgraded to the Collect plan. +- The approver becomes the workspace owner and admin. +- All existing members, including you, are assigned the **Member** role. - You'll receive a message from Concierge letting you know the workspace was upgraded. +If they don't upgrade: + - They still receive the report by email and can view the attached PDF, but they can't change the report status to **Approved**. + --- # FAQ @@ -116,7 +121,7 @@ No. Once a workspace is upgraded to Collect or Control, it can't be downgraded b ## Why can't I see other members' expenses in my Submit workspace? -Editors can configure the workspace but can't see other members' submitted reports. This keeps everyone's expense data private while still allowing the group to share categories, tags, and other configuration. +Editors can configure the workspace, but can't see other members' submitted reports. This keeps everyone's expense data private while still allowing the group to share categories, tags, and other configurations. ## Do I have to pay to submit expenses?