Update Create-a-company-workspace.md

[MitchExpensify]

I am updating this help doc to more comprehensively guide a user through self setup

Explanation of Change

Fixed Issues

$https://github.com/Expensify/Expensify/issues/467387

$
PROPOSAL:

Tests

• Verify that no errors appear in the JS console

Offline tests

QA Steps

// TODO: These must be filled out, or the issue title must include "[No QA]."

• Verify that no errors appear in the JS console

PR Author Checklist

• I linked the correct issue in the ### Fixed Issues section above
• I wrote clear testing steps that cover the changes made in this PR
  • I added steps for local testing in the Tests section
  • I added steps for the expected offline behavior in the Offline steps section
  • I added steps for Staging and/or Production testing in the QA steps section
  • I added steps to cover failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
  • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
  • I tested this PR with a High Traffic account against the staging or production API to ensure there are no regressions (e.g. long loading states that impact usability).
• I included screenshots or videos for tests on all platforms
• I ran the tests on all platforms & verified they passed on:
  • Android / native
  • Android / Chrome
  • iOS / native
  • iOS / Safari
  • MacOS / Chrome / Safari
  • MacOS / Desktop
• I verified there are no console errors (if there's a console error not related to the PR, report it or open an issue for it to be fixed)
• I followed proper code patterns (see Reviewing the code)
  • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick)
  • I verified that the left part of a conditional rendering a React component is a boolean and NOT a string, e.g. myBool && <MyComponent />.
  • I verified that comments were added to code that is not self explanatory
  • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
  • I verified any copy / text shown in the product is localized by adding it to src/languages/* files and using the translation method
    • If any non-english text was added/modified, I verified the translation was requested/reviewed in #expensify-open-source and it was approved by an internal Expensify engineer. Link to Slack message:
  • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
  • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is approved by marketing by adding the Waiting for Copy label for a copy review on the original GH to get the correct copy.
  • I verified proper file naming conventions were followed for any new files or renamed files. All non-platform specific files are named after what they export and are not named "index.js". All platform-specific files are named for the platform the code supports as outlined in the README.
  • I verified the JSDocs style guidelines (in STYLE.md) were followed
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I followed the guidelines as stated in the Review Guidelines
• I tested other components that can be impacted by my changes (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar are working as expected)
• I verified all code is DRY (the PR doesn't include any logic written more than once, with the exception of tests)
• I verified any variables that can be defined as constants (ie. in CONST.js or at the top of the file that uses the constant) are defined as such
• I verified that if a function's arguments changed that all usages have also been updated correctly
• If a new component is created I verified that:
  • A similar component doesn't exist in the codebase
  • All props are defined accurately and each prop has a /** comment above it */
  • The file is named correctly
  • The component has a clear name that is non-ambiguous and the purpose of the component can be inferred from the name alone
  • The only data being stored in the state is data necessary for rendering and nothing else
  • If we are not using the full Onyx data that we loaded, I've added the proper selector in order to ensure the component only re-renders when the data it is using changes
    • Any internal methods bound to this are necessary to be bound (i.e. avoid this.submit = this.submit.bind(this); if this.submit is never passed to a component event handler like onClick)
  • All JSX used for rendering exists in the render method
  • The component has the minimum amount of code necessary for its purpose, and it is broken down into smaller components in order to separate concerns and functions
• If any new file was added I verified that:
  • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(themeColors.componentBG))
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If a new page is added, I verified it's using the ScrollView component to make it scrollable when more elements are added to the page.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.
• I have checked off every checkbox in the PR author checklist, including those that don't apply to this PR.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

MacOS: Desktop

[melvin-bot]

Concierge reviewer checklist:

• I have verified the accuracy of the article
  • The article is within a hub that makes sense, and the navigation is correct
  • All processes, screenshots, and examples align with current product behavior.
  • All links within the doc have been verified for correct destination and functionality.
• I have verified the readability of the article
  • The article's language is clear, concise, and free of jargon.
  • The grammar, spelling, and punctuation are correct.
  • The article contains at least one image, or that an image is not necessary
• I have verified the formatting of the article
  • The article has consistent formatting (headings, bullet points, etc.) with other HelpDot articles and that aligns with the HelpDot formatting standards.
  • The article has proper text spacing and breaks for readability.
• I have verified the article has the appropriate tone and style
  • The article's tone is professional, friendly, and suitable for the target audience.
  • The article's tone, terminology, and voice are consistent throughout.
• I have verified the overall quality of the article
  • The article is not missing any information, nor does it contain redundant information.
  • The article fully addresses user needs.
• I have verified that all requested improvements have been addressed

For more detailed instructions on completing this checklist, see How do I review a HelpDot PR as a Concierge Team member?

cc @sakluger

[melvin-bot]

@allroundexperts @sakluger One of you needs to copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button]

[OSBotify]

A preview of your ExpensifyHelp changes have been deployed to https://0d583ffa.helpdot.pages.dev ⚡️

[melvin-bot]

@madmax330 @lschurr One of you needs to copy/paste the Reviewer Checklist from here into a new comment on this PR and complete it. If you have the K2 extension, you can simply click: [this button]

[melvin-bot]

🎯 @allroundexperts, thanks for reviewing and testing this PR! 🎉

An E/App issue has been created to issue payment here: #56661.

[madmax330]

@MitchExpensify can you fill in the PR author checklist.
Then I will wait for approval from @lschurr or @sakluger before merging

[MitchExpensify]

Chatting 1:1 with @sakluger on this

[sakluger]

@MitchExpensify - We're using the new Support Doc Optimizer GPT to ensure consistent formatting and to make sure the organization and language used in the articles is easy for AgentZero to use when supporting customers.

I fed your updated article into the GPT. I'm pasting the results below in markdown format. Please take a look at the preview and update your PR if everything looks good, or feel free to suggest changes if you think anything is missing.

[sakluger]

---

title: Configure Your Expensify Workspace description: Get started with Expensify by creating a workspace for your company.

Setting up an Expensify workspace is the first step to managing company expenses efficiently. Follow this guide to create and configure your workspace, invite members, and enable key features. Your first workspace comes with a free 30-day trial and access to a Setup Specialist for assistance. Reach out via the #admins chat room or Concierge in your Inbox.

---

1. Create a Workspace

Workspaces help manage company expenses, enforce policies, and integrate with accounting software. Each workspace has its own set of rules, settings, company card feeds, and integrations. Once invited to a workspace, members can submit expenses according to its rules.

Steps to Create a Workspace:

1. Click your profile photo or icon in the bottom-left menu.
2. Select Workspaces from the left menu.
3. Click New Workspace.
4. Click the Edit (pencil) icon to upload a custom workspace image.
5. Click Name to enter a name for your workspace.
6. Click Default Currency to set the primary currency for expenses.

{:width="100%"}

---

2. Connect to Accounting Software (Optional)

If you use QuickBooks Online (QBO), Xero, NetSuite, or Sage Intacct, connect your workspace for seamless imports and exports.

Benefits of Connecting:

• Import: Expensify syncs your chart of accounts for accurate expense coding.
• Export: Approved expense reports are sent directly to your accounting software.

Integration Guides:

• Connect to QuickBooks Online
• Connect to Xero
• Connect to NetSuite
• Connect to Sage Intacct

---

3. Add Categories

Categories help organize expenses. If you connected to accounting software, Expensify imports your chart of accounts automatically.

Steps to Manage Categories:

1. Click Categories in the left menu.
2. Enable or disable categories:
   • Disable: Click a category and toggle it off.
   • Add: Click Add Category, enter a name, and click Save.

Learn more about expense categories.

{% include info.html %} Note: To disable all categories, go to More Features and toggle Categories off. {% include end-info.html %}

---

4. Invite Members

Steps to Invite Team Members:

1. Click Members in the left menu.
2. Click Invite Member.
3. Search by name, email, or phone number (multiple selections allowed).
4. Click Next, optionally add a message, and click Invite.

{% include info.html %} Tip: You can also invite members from the workspace Profile page by clicking Share and sending the workspace URL or QR code. {% include end-info.html %}

{:width="100%"}

---

5. Assign Admins

Admins manage workspace settings, reports, and approvals. The table below shows key differences between members and admins:

Member	Admin
✅ Submit reports	✅ Submit reports
✅ Approve reports assigned to them	✅ Approve all workspace reports
	✅ View all reports
	✅ Edit workspace settings

Steps to Assign Admins:

1. Click Members in the left menu.
2. Select a member’s name.
3. Click Role and set them as Admin.

---

6. Set Up Approval Workflows

Approval workflows streamline expense review and reimbursement.

Enable Approvals:

1. Click Workflows in the left menu.
2. Toggle Add Approvals on.

Configure a Default Approval Workflow:

1. Click Workflows in the left menu.
2. Under Expenses from Everyone, set a First Approver.
3. Add additional approvers if needed.
4. Click Save.

Note: A default approval workflow is required when approvals are enabled.

Configure Custom Workflows for Specific Members:

1. Click Workflows in the left menu.
2. Click Add Approval Workflow.
3. Select a member and their first approver.
4. Click Next and continue adding approvers.
5. Click Add Workflow to save.

---

7. Enable Additional Features

You can customize your workspace by enabling features such as:

• Expensify Cards
• Rules
• Distance Rates
• Business Bank Account Payments
• Delayed Submission
• Tags
• Taxes

Steps to Enable Features:

1. Click More Features in the left menu.
2. Enable desired features.
3. Click the new menu item to configure settings.

---

8. Monitor Your Free Trial

Track your Free Trial start date and remaining days on the Subscription page.

• Your Setup Specialist and Concierge are available for support.
• You’ll receive notifications when your trial starts and ends.
• To continue using Expensify, add a billing card before your trial ends.

{:width="100%"}

[MitchExpensify]

This looks ready to merge to me, thanks for the GPT assist @sakluger

[MitchExpensify]

@sakluger @madmax330 friendly bump on your reviews here

[sakluger]

Sorry for the delay. @MitchExpensify did you update the PR with the GPT suggested text? I had not done that, I just added the comment. I'm happy to update it for you if you'd like, just let me know.

[MitchExpensify]

I tried to updated the PR, did I do it right @sakluger ?

[sakluger]

Looks good to me!

[MitchExpensify]

Ok, I think this is ready this time; I added the ChatGPT copy and as much formatting as I could! cc @sakluger @madmax330

[sakluger]

Reviewer Checklist

• I have verified the author checklist is complete (all boxes are checked off).
• I verified the correct issue is linked in the ### Fixed Issues section above
• I verified testing steps are clear and they cover the changes made in this PR
  • I verified the steps for local testing are in the Tests section
  • I verified the steps for Staging and/or Production testing are in the QA steps section
  • I verified the steps cover any possible failure scenarios (i.e. verify an input displays the correct error message if the entered data is not correct)
  • I turned off my network connection and tested it while offline to ensure it matches the expected behavior (i.e. verify the default avatar icon is displayed if app is offline)
• I checked that screenshots or videos are included for tests on all platforms
• I included screenshots or videos for tests on all platforms
• I verified tests pass on all platforms & I tested again on:
  • Android: Native
  • Android: mWeb Chrome
  • iOS: Native
  • iOS: mWeb Safari
  • MacOS: Chrome / Safari
  • MacOS: Desktop
• If there are any errors in the console that are unrelated to this PR, I either fixed them (preferred) or linked to where I reported them in Slack
• I verified proper code patterns were followed (see Reviewing the code)
  • I verified that any callback methods that were added or modified are named for what the method does and never what callback they handle (i.e. toggleReport and not onIconClick).
  • I verified that comments were added to code that is not self explanatory
  • I verified that any new or modified comments were clear, correct English, and explained "why" the code was doing something instead of only explaining "what" the code was doing.
  • I verified any copy / text shown in the product is localized by adding it to src/languages/* files and using the translation method
  • I verified all numbers, amounts, dates and phone numbers shown in the product are using the localization methods
  • I verified any copy / text that was added to the app is grammatically correct in English. It adheres to proper capitalization guidelines (note: only the first word of header/labels should be capitalized), and is either coming verbatim from figma or has been approved by marketing (in order to get marketing approval, ask the Bug Zero team member to add the Waiting for copy label to the issue)
  • I verified proper file naming conventions were followed for any new files or renamed files. All non-platform specific files are named after what they export and are not named "index.js". All platform-specific files are named for the platform the code supports as outlined in the README.
  • I verified the JSDocs style guidelines (in STYLE.md) were followed
• If a new code pattern is added I verified it was agreed to be used by multiple Expensify engineers
• I verified that this PR follows the guidelines as stated in the Review Guidelines
• I verified other components that can be impacted by these changes have been tested, and I retested again (i.e. if the PR modifies a shared library or component like Avatar, I verified the components using Avatar have been tested & I retested again)
• I verified all code is DRY (the PR doesn't include any logic written more than once, with the exception of tests)
• I verified any variables that can be defined as constants (ie. in CONST.ts or at the top of the file that uses the constant) are defined as such
• If a new component is created I verified that:
  • A similar component doesn't exist in the codebase
  • All props are defined accurately and each prop has a /** comment above it */
  • The file is named correctly
  • The component has a clear name that is non-ambiguous and the purpose of the component can be inferred from the name alone
  • The only data being stored in the state is data necessary for rendering and nothing else
  • For Class Components, any internal methods passed to components event handlers are bound to this properly so there are no scoping issues (i.e. for onClick={this.submit} the method this.submit should be bound to this in the constructor)
  • Any internal methods bound to this are necessary to be bound (i.e. avoid this.submit = this.submit.bind(this); if this.submit is never passed to a component event handler like onClick)
  • All JSX used for rendering exists in the render method
  • The component has the minimum amount of code necessary for its purpose, and it is broken down into smaller components in order to separate concerns and functions
• If any new file was added I verified that:
  • The file has a description of what it does and/or why is needed at the top of the file if the code is not self explanatory
• If a new CSS style is added I verified that:
  • A similar style doesn't already exist
  • The style can't be created with an existing StyleUtils function (i.e. StyleUtils.getBackgroundAndBorderStyle(theme.componentBG)
• If the PR modifies code that runs when editing or sending messages, I tested and verified there is no unexpected behavior for all supported markdown - URLs, single line code, code blocks, quotes, headings, bold, strikethrough, and italic.
• If the PR modifies a generic component, I tested and verified that those changes do not break usages of that component in the rest of the App (i.e. if a shared library or component like Avatar is modified, I verified that Avatar is working as expected in all cases)
• If the PR modifies a component related to any of the existing Storybook stories, I tested and verified all stories for that component are still working as expected.
• If the PR modifies a component or page that can be accessed by a direct deeplink, I verified that the code functions as expected when the deeplink is used - from a logged in and logged out account.
• If the PR modifies the UI (e.g. new buttons, new UI components, changing the padding/spacing/sizing, moving components, etc) or modifies the form input styles:
  • I verified that all the inputs inside a form are aligned with each other.
  • I added Design label and/or tagged @Expensify/design so the design team can review the changes.
• If a new page is added, I verified it's using the ScrollView component to make it scrollable when more elements are added to the page.
• For any bug fix or new feature in this PR, I verified that sufficient unit tests are included to prevent regressions in this flow.
• If the main branch was merged into this PR after a review, I tested again and verified the outcome was still expected according to the Test steps.
• I have checked off every checkbox in the PR reviewer checklist, including those that don't apply to this PR.

Screenshots/Videos

Android: Native

Android: mWeb Chrome

iOS: Native

iOS: mWeb Safari

MacOS: Chrome / Safari

MacOS: Desktop

[sakluger]

@madmax330 do we need your review?

[github-actions]

🚀 Deployed to staging by https://github.com/madmax330 in version: 9.1.6-0 🚀

platform	result
🤖 android 🤖	success ✅
🖥 desktop 🖥	success ✅
🍎 iOS 🍎	success ✅
🕸 web 🕸	success ✅
🤖🔄 android HybridApp 🤖🔄	failure ❌
🍎🔄 iOS HybridApp 🍎🔄	success ✅

[github-actions]

🚀 Deployed to staging by https://github.com/madmax330 in version: 9.1.6-0 🚀

platform	result
🤖 android 🤖	success ✅
🖥 desktop 🖥	success ✅
🍎 iOS 🍎	success ✅
🕸 web 🕸	success ✅
🤖🔄 android HybridApp 🤖🔄	success ✅
🍎🔄 iOS HybridApp 🍎🔄	success ✅

[github-actions]

🚀 Deployed to production by https://github.com/chiragsalian in version: 9.1.6-1 🚀

platform	result
🤖 android 🤖	true ❌
🖥 desktop 🖥	success ✅
🍎 iOS 🍎	success ✅
🕸 web 🕸	success ✅
🤖🔄 android HybridApp 🤖🔄	failure ❌
🍎🔄 iOS HybridApp 🍎🔄	failure ❌