Advice and answers from the Expensify Team

To explore the features of our free ("no policy"), Team, and Corporate policies, see our detailed breakdown.

What is a policy?

A policy is the "umbrella" of rules and settings used for the expense reports in your organization. Each policy defines the unique expense categories and tags, expense amount thresholds, currency and tax settings, etc. that all policy members will use. A policy will also define the approval workflow for your employees as well as any connection to an accounting system if you are connecting directly. The best news is that you can set up multiple policies at no additional cost if you need to define separate groups with varying settings!

Try Everything For Free!

It’s free to try every single feature in Expensify, all without a credit card during your first month on Expensify. Interested in trying out Domain Control? It’s FREE. Curious to set up an Advanced Approval workflow? That’s FREE to try too.

Are there any hidden costs?

Expensify has no hidden costs. We dislike them just as much as you do! In fact, Expensify has no setup fee, no customer service fee, and no training fee. All this translates to transparent pricing: Companies only pay for the employees that actually use Expensify, so “dead seats” don’t cost anything. 

Activity-Based Pricing

Expensify only charges companies for the employees that actually use Expensify - we call these employees “active users”. An active user is anyone that has edited (created, submitted, approved, exported, etc.) expense data on a company policy in a given month. At the end of the month, no matter how many employees you have, you will only be billed for your active users. Each active user can submit an unlimited number of expense reports at no extra charge. All of our other great features, including unlimited SmartScanning and automatic credit card import, are included at no extra charge as well.

Team Policy Usage

The cost of a Team policy is $5 per month per active user. This means that you are billed $5 per month for every user that edits expense data on your Team policy. No matter how much activity a user has in a given month, you will be charged $5 for that user.  Inactive users will not be charged. Typically, small groups like startups, churches, and student groups will use Team policies.

Corporate Policy Usage

The cost of a Corporate policy is $9 per month per active user. This means that you are billed $9 per month for every user that edits expense data on your Corporate policy. No matter how much activity a user has in a given month, you will be charged $9 for that user. Inactive users will not be charged. Corporate policies are great for all companies, big and small, as you will have access to all policy settings and a more detailed approval workflow setup.  

Got it. So how exactly am I billed?

The billing card on file for the policy owner will be charged automatically at the beginning of each month for the active users for the previous billing period on all policies they own. This card can be found by clicking the blue settings cog > Personal Settings > Billing. You can change the card here as well. 


Finally, all receipts for the month as well as a breakdown of active users charged can be found below the billing card area:


Need to change the owner of the policy? Take Over Billing will walk you through this process.

No Double Dipping

If a given user edits data on multiple policies, you will only be billed for that user once, so long as all policies are owned by the same user. If they edit data on both Team and Corporate policies, you will be charged for that user once at the Corporate rate. In order to ensure all policies are owned by the same user, please see our Take Over Billing page.

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