Learn About Billing Terms and Definitions

Expensify uses several terms to describe your Workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret your billing receipt, compare subscription options, and understand your subscription.

Most billing terminology is intended for Workspace owners, since only Workspace owners manage subscriptions.

What subscription terms mean

A subscription is the billing arrangement for a Workspace. It determines how Expensify charges for your Workspace and is managed by the Workspace owner under Settings > Workspaces > Workspace name > Subscription.

Every subscription includes both a plan and a subscription type.

A plan determines which features are available for your Workspace. Expensify currently offers:

• Collect
• Control

A subscription type determines how you pay for your plan. Subscription types include:

• Annual, which includes a 12-month commitment with discounted pricing.
• Pay-per-use, which has no annual commitment.

The billing period is the period of time covered by your billing receipt. Expensify bills monthly in arrears, so each receipt reflects subscription activity from the previous month.

To learn more, see Learn How Billing and Subscriptions Work.

What member terms mean

A member is anyone who belongs to a workspace.

A unique member is every member in the Workspace, regardless of whether they used Expensify during the billing period.

An active member is a member who performed billable activity during the billing period.

Billable activity includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge.

An inactive member is a member who belongs to a Workspace but did not perform billable activity during the billing period.

A Workspace Admin is a member who has permissions to manage the Workspace settings.

The Workspace owner is the Workspace Admin who is responsible for managing the Workspace’s subscription and payment card.

What Annual subscription terms mean

Some Annual subscription settings affect how your Workspace is billed over time.

Subscription size (sometimes called seats) is the number of members included in your annual commitment. You can increase your subscription size at any time, but you can’t reduce it until your annual term ends.

Auto-renew determines whether your Annual subscription automatically renews when the current subscription term expires.

Auto-increase annual seats automatically increases your subscription size if your member count exceeds your committed subscription size.

To learn more, see Manage Annual Subscription Settings.

What payment terms mean

The payment card is the credit card Expensify charges for your subscription. The Workspace owner can add and manage the payment card.

An Expensify Card discount reduces your subscription cost based on eligible Expensify Card usage.

Expensify Card cashback credit is cashback earned on eligible Expensify Card spend that has been applied to your subscription charges.

To learn more about how these appear on your bill, see Review Your Expensify Billing Receipt.