Visma and Expensify integration

What moves between them

Approved expense reports move from Expensify into Visma. ml-connector reads reports on a schedule tied to your expense approval cycle, maps each employee to a Visma employee record, allocates expenses to the correct GL account via the expense category and policy settings, and uses tags as cost center identifiers so all lines post to the matching project, cost center, or department in Visma. Each report becomes an expense claim with full line-item detail, and the employee email address links the two records. Expense corrections in Expensify are reflected by re-polling and updating the claim in Visma.

How ml-connector handles it

ml-connector stores the Visma OAuth client credentials and Expensify API keys encrypted, and refreshes the Visma token when it expires. Because Expensify is expense-only and has no supplier master, employee read endpoint, or purchase order data, integration focuses on expense reports and the people who submit them. Expensify's tags must map to valid Visma dimension values (cost centers, projects, departments) in advance, and each policy's GL account category codes must correspond to Visma accounts. ml-connector polls Expensify on your schedule, extracts approved reports with their line items, validates the mapping of employees and tags against Visma's masters, posts each report as an expense claim, and logs every record with status and any validation errors. If an employee or tag does not exist in Visma, the report is flagged for manual review rather than creating orphan records. Visma's requirement for ipp-company-id on every call is met by storing it per customer.

A real-world example

A mid-sized business services firm uses Visma for accounting and project management across multiple offices, and Expensify for employee expense reports. Before the integration, staff approved reports in Expensify each week, then finance manually re-entered approved expenses into Visma's expense claim module, re-mapping them to the correct projects and cost centers. This was error-prone and ate hours each week during close. With Expensify and Visma connected, approved reports flow into Visma as claims automatically, allocated to the correct project via tags, and each line lands on the right GL account. Finance now spends that time on analysis instead of data entry.

What you can do

• •Read approved expense reports from Expensify and import them as expense claims into Visma with full line-item detail.
• •Map employee data from both systems so expense reports are linked to the correct Visma employee.
• •Allocate expenses to the correct GL account via Expensify policy category codes paired with Visma account masters.
• •Use Expensify tags to route expenses to the correct cost center, project, or department in Visma.
• •Poll on a schedule aligned with your weekly or monthly approval cycle, with detailed audit logging and validation of all mappings.

Questions

Can ml-connector write expenses back into Expensify, or does data flow only from Expensify to Visma?

Data flows one way, from Expensify into Visma only. Expensify is the source of expense reports and transactions, which ml-connector reads and imports. Visma holds the general ledger and accounting dimension masters that expense claims reference. ml-connector does not write expenses back into Expensify.

What happens if an employee or cost center tag in Expensify does not exist in Visma?

ml-connector validates all employee and tag mappings against Visma's employee and dimension masters before posting a claim. If a mapping fails, the report is flagged for manual review and placed in an error queue with a detailed reason, so finance can add the missing record to Visma and retry the import.

How does ml-connector handle the lack of a test environment in Expensify?

All ml-connector calls run against Expensify production, so testing uses a dedicated test workspace and policy with a known set of test employees and expense categories. Once mapping is validated, the production workspace is enabled and imports begin on your approval schedule.