Expensify’s integration with TriNet automates employee management by syncing employee data and approval workflows. This ensures seamless expense management when onboarding, updating, or offboarding employees.

Once connected, the TriNet integration will:

• Create Expensify accounts for full-time, active employees when they’re hired.
• Update approval workflows based on changes in TriNet.
• Deactivate Expensify accounts when employees are removed from TriNet.

Prerequisites

Before connecting TriNet, ensure that:

• You are an admin in both TriNet and Expensify.
• You have a Control or Collect workspace in Expensify. If not, you’ll have the option to upgrade during setup.
• Every employee in TriNet has a work email address, as this is used as the unique identifier in Expensify.
• TriNet will sync all employees to one Expensify workspace. If your company uses multiple workspaces, you can select which one to connect during setup.

Connect TriNet to Expensify

Step 1: Enable the Integration

1. In the navigation tabs (on the left on web, and at the bottom on mobile), click Workspaces.
2. Click your workspace name.
3. Click HR in the left menu.
4. On the HR page, select Connect to TriNet, then click Sync with TriNet.
5. Log in to TriNet using your admin credentials.
6. Authorize Expensify to access your TriNet account.

Note: You can exclude specific users from syncing before authorizing the connection. TriNet appears alongside Gusto on the HR page if both are available.

Step 2: Configure the Approval Workflow

On the TriNet card on the HR page, choose the approval process that best fits your team:

• Basic Approval: Employees submit reports to one final approver (default: Workspace Billing Owner).
• Manager Approval: Reports first go to the employee’s direct manager before a final approver (default: Workspace Billing Owner).
• Manual Configuration: Customize report submission manually. This option does not import manager data from TriNet.

Once configured, the resulting approval chains are visible on the Workflows page under Approvals. To change the approval mode or final approver, return to the TriNet card on the HR page.

FAQ

Will my employees receive a notification?

Yes, each employee will receive a welcome email at their work email address. This email includes account validation steps and a password setup link. Employees can also download the Expensify app for iOS and Android.

Note: The welcome email cannot be disabled.

Should I set up the integration from Expensify or TriNet?

It’s up to you! You’ll have the same setup options regardless of whether you start the sync from Expensify or TriNet.

Where do I change the approval mode or final approver?

Go to the TriNet card on the HR page. The Workflows page displays the resulting approval chains but links back to the HR page for configuration changes.