EXPENSIFY EOR AUTOMATION
Automated Expensify account management for Employees of Record — setup notifications, manager change alerts, and account deactivation across multiple international policies, eliminating manual HR and IT coordination for every EOR lifecycle event.
50–75
EOR Events/Year
19+
Hours Saved/Year
Multi
Country Support
THE EOR COMPLEXITY
Employees of Record (EORs) are employees hired through third-party employer-of-record providers in countries where the company doesn't have a direct legal entity. They're employees in every practical sense, but their system onboarding is managed separately — they don't flow through the standard hire process.
This creates gaps in standard automation: EORs still need Expensify accounts, still have managers who change, and still need accounts deactivated when they leave — but without explicit automation, every one of these events required manual IT and HR coordination across email threads. This system closed those gaps.
AUTOMATION FLOWS
EOR Account Setup Notifications
When an EOR is processed, the automation detects their status and triggers the appropriate Expensify account setup flow — sending setup instructions directly to the EOR with the correct policy configuration for their country.
- • Triggered automatically on EOR hire processing
- • Correct policy selected based on country of employment
- • Setup instructions sent directly to the EOR
- • No manual HR or IT coordination required
Manager Change Tracking
Expensify expense approval workflows are manager-dependent. When an EOR's manager changes in Workday, the automation detects the change and updates the Expensify policy to reflect the new approval chain — ensuring expense submissions continue routing correctly.
- • Polls Workday for EOR manager change events
- • Automatic Expensify approval chain update
- • Notification to new manager confirming approval responsibility
Account Deactivation
When an EOR's employment ends, the automation detects the status change and deactivates their Expensify account — preventing unauthorized expense submissions post-departure and maintaining clean account hygiene across all international policies.
- • Triggered by Okta deactivation event
- • Account deactivated across all applicable Expensify policies
- • Audit ticket created in Freshservice for offboarding record
Multi-Policy International Support
EOR employees span multiple countries, each with a different Expensify policy configuration — different expense categories, approval limits, reimbursement currencies, and submission rules. The automation handles policy selection automatically based on country of employment, abstracting that complexity from both the employee and the IT/HR teams.