This article covers:
Billing Owner Role
In Expensify, each Policy has a Billing Owner. The Billing Owner, displayed on the Policies page, is the person responsible for all payments for that policy's Subscription.
If you have just setup a new group policy, you'll first need to add a new billing card to your account. You can add a billing card in the web app via your Inbox page billing card task or directly via your Billing settings page.
Current group policy subscription owners can edit a payment card or manage subscription options in the web app from the Settings > Policies > Group > Subscription section.
Individual policy owners can Activate a new monthly subscription in the web app from the Settings > Policies > Individual > Subscription section.
Changing Billing Ownership
A group policy Billing Owner is usually the same user who created the policy, but any Policy Admin can become the Billing Owner if they choose to "Take Over Billing".
If you are currently the group policy Billing Owner, but would like to have a different user take over this responsibility, you will need to ask that Policy Admin to "Take Over Billing". If they are not yet a Policy Admin, you will first need to make them one.
Take Over Billing
To take over billing go to Settings > Policies > Group and click on the appropriate policy name. Then, on the policy Overview page, click on Take Over Billing. If you do not already have a billing card entered in your settings, you will be prompted to add one once you click "Take Over Billing". You will need to add a billing card to complete the transfer.
Note: If you don't see a Take Over Billing button or can't open the policy at all, then you are not a Policy Admin. An existing Policy Admin of that policy must add you as a Policy Admin before you can complete this step.
Take over Consolidated Domain Billing
If a Domain Admin has enabled Consolidated Domain Billing, all group policies owned by any user with an email address matching the domain will instead be billed to the Consolidated Domain Billing owner:
To take over billing for the entire domain, you must:
- Have a card linked on your Settings > Your Account > Billing page
- Be set as the Primary Domain Admin
- Navigate to Settings > Domain Control > [domain name] > Domain Admins and enable Consolidated Domain Billing
A note on subscriptions and consolidated domain billing:
Currently, all the Consolidated Domain Billing functionality does is collate the amounts due for each Group Policy Billing Owner (listed on the Settings > Policies >Group page). If you'd like to take advantage of the Annual Subscription across all policies on the domain, you will also need to be the policy Billing Owner of all group policies.
That's it! Each month, you (as the new Billing Owner) will receive an email with the receipt for the group policies you own. If you'd like, you can get caught up on how to manage your Billing here.
For a live overview of the Policy Admin role, policy management and administration, register for our free Admin Onboarding Webinar!
Still looking for answers? Search our Community for more content on this topic!