There are two ways for your company to pay for Expensify: Pay-per-use Billing, or Annual Subscription

This article covers:

While this article focuses on how your company pays for Expensify, if you're an individual user you can find out more about Expensify's Individual Monthly Subscription in this article.

Annual Subscription

An Annual Subscription doesn’t refer to your billing frequency. Instead, it refers to your active user billing rate, as well as the length of your commitment.

The Annual Subscription offers a lower rate ($9 on Control or $5 on Collect) for each user in your company's Subscription Size. On the Pay-per-use Plan, the active user rate is $10 for Collect policies and $18 on Control policies (Billing also available in GBP, AUD and NZD).

Policy Billing Owners of Control policies, or a mix of both Collect and Control policies are charged $9 per active user on an Annual Subscription, with additional users charged $18 for actions taken on a Control policy and $10 for actions taken only on a Collect policy. Otherwise, Policy Billing Owners of only Collect policies are charged $5 per active user on an Annual Subscription, with additional activity charged at $10.

To understand how your Subscription Size affects your billing, let’s assume you have a Control policy with a Subscription Size of 10 users.  

Here’s what you can expect each month:

  • You’ll be billed $90 for up to 10 active users. 
  • Since we don’t bill based on individuals, the activity each month can come from any set of 10 users. 
  • If you exceed your Subscription Size of 10 users, the additional users are billed at the $18 Control (or $10 Collect) rate. 

Setting Initial Count

When you first create a subscription, you can manually set your size by entering a number in the Subscription Size field of your Subscription Details. You can find that by going to Settings > Policies > Groups page:

Otherwise, your size is automatically updated based on your past activity: 

  • If you’ve never had activity in Expensify, your Subscription Size is set after your first month. 
  • For existing policies switching to a Subscription, the Subscription Size is set to the number of active users on your last month’s billing history. 

Managing Subscription Size

Increasing Subscription

If your original user commitment ends up being too small for the entire year, you can add users to your subscription at any time. Whenever your subscription size is increased, you will start a new 12 month commitment at that new subscription size.

You can increase your subscription size manually or automatically. To manually increase the size, just update the number in your Subscription Details. 

You can also do this automatically by enabling Auto Increase Subscription Size.  This feature manages your subscription by automatically increasing the count whenever there is activity that exceeds your Subscription Size.

Decreasing Subscription

You can remove users from your subscription size at any time, but you may be charged a rate adjustment if it is past your first month’s billing. 

When you remove users after the first month of billing, you'll be charged the difference between what you have paid to-date on your Annual Subscription and what you would have paid had you been on Pay-per-use Billing. 

For this example, let’s assume you have a Control policy with three active users on your annual subscription. After two months of paying the lower $9 rate per user, you reduce your subscription to one active user. Had you not committed to an annual subscription, you would have been billed $18 per active user. So, the cancellation charge for two users will be:

(Price you would have paid on Pay-per-use billing - 2 months * 2  users * $18 = $72) - (Price you paid on the Annual Subscription - 2 months * 2  users *$9 = $36) = $72 - $36 = $36

Note: You cannot decrease your Annual Subscription to 0 - instead you will have to Downgrade from an Annual Subscription back to Pay-per-use billing.

Auto Renewal

By default, your subscription is set to automatically renew after a year. To disable this, just click the toggle from your Subscriptions settings:

If Auto Renew is disabled then the last bill at the annual rate will be issued one month ahead of the date listed under the Auto Renew settings. For example, if your subscription expires on March 1, 2020 then January 2020 will be the last month billed at the annual rate. February and March activity will be billed at the Pay-per-use rate. (Our apologies for the confusing note, we are working on updating the wording.)

For a live overview of the Policy Admin role, policy management and administration, register for our free Admin Onboarding Webinar!

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