Expensify integration with Toku: pre-read

📌 In short: your team keeps submitting and approving expenses in Expensify. Toku imports the approved reports, pays the reimbursements, and then marks each report as Reimbursed in Expensify. Connecting needs one pair of API credentials from an Expensify workspace admin.

🧾 Ready to connect? Follow the step-by-step setup guide with screenshots: Toku: Connect Expensify to Toku (step-by-step setup guide)

This page describes the integration as it runs in production today. Last checked on 2026-10-13.

How it works

flowchart LR
    A["Report submitted<br>in Expensify"] --> B["Report approved<br>in Expensify"]
    B --> C["Toku imports<br>the approved report"]
    C --> D["Toku pays<br>the reimbursement"]
    D --> E["Toku marks the report<br>Reimbursed in Expensify"]

Submit and approve in Expensify. Nothing changes for your team. Expensify stays the place where expenses are captured, checked against your policy and approved.
Toku imports approved reports. Toku reads the reports that are in the Approved state and creates the matching record in Toku. An employee's report arrives already approved, so nobody approves it a second time.
Toku pays the reimbursement. The report is paid the way your organization's reimbursements are normally paid through Toku, and the payment is recorded against it.
Toku tells Expensify. Once the payment is recorded, Toku moves the report from Approved to Reimbursed in Expensify, so both systems agree.

What you need before connecting

Requirement	Why it matters
An Expensify account that is an admin of the workspace	Toku can read only what this account can see. A shared finance account is safer than a personal one, because the connection then survives a change of staff.
API credentials for that account	A `partnerUserID` and a `partnerUserSecret`, generated at expensify.com/tools/integrations. Expensify shows the secret only once.
An organization admin login in Toku	One of your admins enters the credentials in Toku, on the Expensify integration page.
Your people set up in Toku	Everyone who submits expenses must exist in your Toku organization as an employee or a contractor.
Matching email addresses	Toku matches each report to a person by email. The address a person uses in Expensify must be the same as their work email, or their login email, in Toku.
Currencies enabled in Toku	The workspace's reporting currency, and the currencies your people spend in, must be enabled for your organization in Toku. Your Toku contact sets this up.

Steps to connect

Sign in to Expensify as the workspace admin and open expensify.com/tools/integrations. Copy the partnerUserID and the partnerUserSecret, and keep the secret somewhere safe, because Expensify will not show it again.
Sign in to Toku as an organization admin, open Integrations and choose Expensify. The direct address is /hris/integrations/expensify.
Paste both values and select Connect. Toku tests them with Expensify before saving anything. If they work, the page shows the connection as active and names the workspace Toku can see. If they do not, nothing is saved and the message gives Expensify's reason.
Tell your Toku contact that the connection is in place. Toku runs the first import and sends you a summary of what came in and what was skipped, with the reason for each skip.
Fix anything that was skipped, which is usually an email that does not match or a currency that is not enabled. Toku then runs the import again. Running it again does not create duplicates.

🔑 Please type the secret directly into Toku. Do not send it by email or chat.

What comes into Toku

Toku imports reports that are in the Approved state and were approved within the last 180 days, from every workspace the connected account can see.

In Expensify	In Toku
Approved report from an employee	An expense report that is already approved and ready to pay.
Approved report from a contractor	A reimbursement invoice on the contractor's account. It goes through your organization's usual invoice approval before it is paid.
Each expense line	Merchant, comment, category, date, the amount and currency spent, the amount in the workspace currency, and whether the line is reimbursable.
Exchange rate	Toku reimburses the workspace-currency amount that Expensify approved, at Expensify's rate. Toku does not convert again, so the person is paid the figure the approver saw.
Category	Matched by name. A category that Toku does not have yet is created.
Non-reimbursable line, for example company-card spend	On an employee's report the line is kept and totalled separately from what is owed. On a contractor's report it is left off the invoice.
Receipt	Stays in Expensify. Toku does not copy the file and does not ask for the receipt again.

What Toku changes in Expensify

One thing only: after a report is paid, Toku changes its status from Approved to Reimbursed.

Toku does not create or edit expenses, does not change approvals and does not mark reports as exported. Importing only reads from Expensify, so it can run as often as needed.

For employee reports the status change happens automatically when the payment is recorded in Toku. If Expensify cannot be reached at that moment, the payment still stands and Toku's team sends the update again. Toku first checks whether Expensify already shows the report as Reimbursed, so a report is never updated twice.

How duplicates are prevented

Every imported report is matched on its Expensify report ID, and every line on its Expensify expense ID. A report that Expensify renumbers after it is reopened still matches the record Toku already holds.
A report that is already paid in Toku is never touched by a later import.
A report that was rejected or cancelled in Toku stays that way, even though Expensify still shows it as approved.

Security

The secret is encrypted with AES-256-GCM before it is stored. It is never displayed again and never sent back to the browser.
Credentials can be replaced at any time on the same page, by entering a new pair.
Toku uses Expensify's official Integration Server API over HTTPS, and only four of its calls: list workspaces, export reports, download the export, and update a report's status. The API is documented at integrations.expensify.com.

What to know today

Imports are started by Toku's team, not on a timer. We agree a rhythm with you, for example before each pay run.
Only Approved reports are imported. A report that has already moved to Reimbursed or Closed in Expensify is not picked up. If you reimburse through Expensify today, each person should be paid from one place only, either Expensify or Toku.
Contractor reimbursements are reported back too. A contractor's report becomes a reimbursement invoice in Toku, and once that invoice is paid Toku marks the report Reimbursed in Expensify.
Changes made after import are not carried over. If a report is reopened in Expensify and a line that Toku already imported is edited, Toku keeps the original line. Lines added to a report that is not yet paid are imported.
People are matched by email only. A report whose submitter has no matching email in Toku is skipped, and it appears in the import summary until the email is fixed.
One Expensify connection per Toku organization. If you have several workspaces or several entities in Toku, we will map them with you.
QuickBooks. If you also use Toku's QuickBooks integration, Toku does not post reimbursements imported from Expensify to QuickBooks, because Expensify normally posts them itself.

Helpful to have ready for the call

Which Expensify workspaces should be connected, and the reporting currency of each.
Who submits expenses there: employees, contractors or both.
Whether the email people use in Expensify is the same as their work email in Toku.
How reimbursements are paid today: through Expensify, with payroll or by a separate transfer.
How often reports should come across to Toku.
Whether you have more than one entity in Toku, and which workspace belongs to which.