Partner Billing Guide

The ExpensifyApproved! Partner Program provides exclusive billing rates and features designed for accountants to streamline client management. If you’re an accountant or consultant recommending spend management solutions, becoming an ExpensifyApproved! Accountant can be beneficial. This guide details billing perks available to partners and how to manage client billing effectively.

For more details on partner perks, check out the ExpensifyApproved! program.

Exclusive Partner Pricing

ExpensifyApproved! Partners enjoy special pricing with flexibility based on Expensify Card usage:

  • Bundled Pricing: US clients using the Expensify Card receive up to a 50% discount, reducing the monthly fee to $9/seat. Contact your Partner Manager for international pricing discounts.
  • Unbundled Pricing: Clients not using the Expensify Card are billed at $18/seat monthly.
  • No Annual Commitment: Pay per use without the need for an annual subscription.
  • Expensify Card Revenue Share: Partners receive a 0.5% revenue share on client Expensify Card transactions. This revenue can be passed back to clients as an additional discount.

Understanding the Billing Process

Expensify bills the expense workspace owner for all activity within that workspace. If an accountant owns the client’s workspace, they receive the bill and can re-bill clients accordingly.

Each month, Expensify issues a consolidated bill detailing:

  • Pay-per-use seats: The number of active clients and their users for the month.
  • Expensify Card discount: Reflects the discount earned based on card usage.
  • Total monthly cost: The final amount after applying Expensify Card discounts.
  • Workspace list: An overview of client workspaces and their active seats.

Consolidated Domain Billing

Consolidated Domain Billing centralizes all client billing under a single Expensify account, simplifying payments.

How to Activate Consolidated Domain Billing:

  1. Claim and verify your firm’s domain.
  2. Go to Settings > Domains > [Domain Name] > Domain Admins.
  3. Assign a Primary Domain Admin using the dropdown selector.
  4. Enable Consolidated Domain Billing in the same section.

This ensures all workspace bills are managed under one account, eliminating the need for multiple payment methods across clients.

Managing Multiple Client Workspaces

To efficiently oversee all client workspaces, create a centralized admin account, such as accounting@myfirm.com.

Setting Up a Centralized Console:

  1. Create a dedicated email for managing client workspaces (e.g., accounting@myfirm.com).
  2. Register and verify this email with Expensify.
  3. Add this email as a Workspace Admin in each client’s workspace settings.
  4. Repeat this step for all client domains.

Using Client IDs for Optimized Billing

Client IDs help partners track and manage billing efficiently by assigning unique identifiers to workspaces.

Assigning a Client ID to a Workspace:

  1. Log in to your ExpensifyApproved! accountant account.
  2. Navigate to Settings > Workspaces > [Workspace Name] > Overview.
  3. Input a unique alphanumeric client ID for the workspace.

Note: Ensure consistency in client IDs if a client has multiple workspaces.

Accessing and Downloading Billing Receipts

How to Download Billing Receipts:

  • Access Billing: Go to Settings > Account > Subscription > Billing History.
  • Download the Receipt: Click “Download Receipt CSV”.

FAQ

Do I automatically get the special billing rate as an ExpensifyApproved! Partner?

Yes, upon joining the ExpensifyApproved! Program via ExpensifyApproved! University, you receive special billing rates.

How can I check my billing details?

Your detailed billing statement is sent to the email associated with your Expensify account at the end of each month.

Can I pass the bill to my clients

Yes, if you own the workspace, you can re-bill clients. If clients wish to manage billing themselves, they can take ownership of the workspace.

What if I don’t want to use the Expensify Card?

Without the Expensify Card, your clients will be billed $18/seat monthly.

Do I need a client ID for each workspace?

Yes, use a client ID for efficient tracking and billing.

Where can I see my billing receipts?

All billing owners receive an emailed PDF, and a CSV version can be downloaded from the platform.

Why should I use Client IDs?**

Using client IDs simplifies tracking and recognition of client workspaces. It also allows you to itemize billing by client.

Benefits of Itemized Billing Receipts:

  • Provides clear visibility into active users.
  • Helps partners streamline re-billing processes.

This guide ensures you maximize the benefits of the ExpensifyApproved! Partner Program while effectively managing client billing. Need more details? Contact your Partner Manager for further assistance.

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