Frequently Asked Questions

Find answers to common questions about xPensi — the expense report and reimbursement platform built for freelancers and small teams.

What is xPensi?

xPensi is an expense report and reimbursement platform designed for freelancers and small teams. It helps you capture receipts, submit expense reports, manage approvals, and process reimbursements — all from your phone or desktop.

How do I create an account?

Sign up at xpensi.app with your email address. You can start with the Starter plan at $3/user/month or try a free 14-day trial of the Team plan. No credit card required for the trial.

What devices does xPensi support?

xPensi works on iOS, Android, and any modern web browser. Your data syncs across all your devices so you can capture a receipt on your phone and review reports on your laptop.

How long does setup take?

Most users are up and running in under five minutes. Create your account, invite your team, and start submitting expenses right away. No complex configuration required.

How do I submit an expense?

Open the xPensi app, tap the "+" button, snap a photo of your receipt, and fill in the details. Our OCR technology automatically extracts the merchant, amount, and date. Add a category and notes, then submit for approval.

What file formats are supported for receipts?

You can upload photos (JPEG, PNG, HEIC), PDFs, and scanned documents. The app also supports taking photos directly from your camera with automatic cropping and enhancement.

Can I create recurring expenses?

Yes. For regular expenses like subscriptions or monthly services, you can set up recurring entries that auto-populate each billing cycle. Just review and submit when they appear.

How does receipt OCR work?

When you photograph or upload a receipt, xPensi uses optical character recognition to extract key details — merchant name, total amount, date, and tax. You can review and correct any extracted data before submitting.

Can I submit expenses in bulk?

Yes. The web dashboard supports bulk upload of receipts and CSV import for batch expense entry. This is useful for catching up on a backlog or importing from another system.

How does the reimbursement process work?

Once an expense report is approved by your manager or team admin, it enters the reimbursement queue. Admins can process reimbursements individually or in batches, and employees receive notifications when payments are issued.

How quickly are reimbursements processed?

Processing time depends on your team's approval workflow. Once approved, admins can issue reimbursements immediately. Most teams process reimbursements within 3–5 business days of submission.

What payment methods are supported for reimbursement?

xPensi tracks reimbursement status and amounts. Actual payment is handled through your existing payroll or banking system. xPensi provides export files compatible with major payroll providers.

Can I track the status of my reimbursement?

Yes. Every expense has a clear status indicator: Draft, Submitted, Approved, Reimbursed, or Rejected. You receive push notifications and email updates at each stage.

How do I invite team members?

Go to Settings → Team, enter your team members' email addresses, and assign roles. They will receive an invitation to join your workspace. You can invite people individually or upload a CSV for larger teams.

What roles are available?

xPensi offers three roles: Admin (full access, approvals, and settings), Manager (can approve reports for their direct reports), and Member (can submit expenses and view their own history).

Can I set up approval workflows?

Yes. On the Team plan and above, you can configure multi-level approval chains. For example, expenses under $100 can be auto-approved, while larger amounts require manager sign-off.

Is there a limit to team size?

The Starter plan supports up to 10 users. The Team plan supports up to 50 users. For larger organizations, our Enterprise plan offers unlimited seats with custom pricing.

What accounting software does xPensi integrate with?

xPensi integrates with QuickBooks, Xero, FreshBooks, and Wave. Approved expenses can be automatically synced to your accounting software to keep your books up to date.

Can I export data to CSV or PDF?

Yes. You can export expense reports, reimbursement summaries, and transaction histories as CSV or PDF files at any time. Exports are available from both the web dashboard and mobile app.

Does xPensi integrate with Slack?

Yes. Our Slack integration sends approval notifications and expense reminders directly to your team's channels. Managers can approve or reject reports without leaving Slack.

Is there an API available?

Yes. The Team and Enterprise plans include API access for custom integrations. Documentation is available at docs.xpensi.app.

How much does xPensi cost?

xPensi offers two standard plans: Starter at $3/user/month and Team at $5/user/month. Enterprise pricing is custom based on your organization's needs. All plans are billed monthly with no long-term contracts.

Is there a free trial?

Yes. Every new account gets a 14-day free trial of the Team plan with full access to all features. No credit card required to start.

Can I change plans at any time?

Yes. You can upgrade or downgrade your plan at any time from Settings → Billing. Changes take effect at the start of your next billing cycle.

What happens if I cancel?

You can export all your data before canceling. After cancellation, your data is retained for 30 days in case you change your mind, then permanently deleted.

Do you offer discounts for annual billing?

Yes. Annual billing saves you 20% compared to monthly billing. Contact sales@xpensi.app for annual plan options.