Learn About Billing Terms and Definitions

Subscription billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated.

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 from Account > Subscription.

Every subscription includes both a plan and a subscription type.

A plan determines which features are available for your workspace. Expensify currently offers two plans:

• 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 bills month-to-month with no annual commitment.

Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription.

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

What member terms mean

A member is anyone who belongs to a workspace.

Collect subscriptions bill based on unique members, which includes every member in the workspace, regardless of whether they used Expensify during the billing period.

Control subscriptions bill based on active members, which are members who performed billable activity during the billing period. Billable activity includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge.

You may also see the term Workspace Admin, which refers to a member who manages workspace settings.

The workspace owner is responsible for managing a workspace’s subscription and payment method.

What subscription settings affect your bill

Some subscription settings affect how your workspace is billed over time.

For annual subscriptions, 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 cannot reduce it until your annual term ends.

Auto-renew determines whether your annual subscription automatically renews when the current commitment expires.

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

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 Expensify Card is your company’s corporate card for business spending. Although the names are similar, these are different products. The payment card is used to pay your subscription, while the Expensify Card is used to make business purchases.

You may also encounter the following billing terms:

• Credit balance — prepaid Expensify credits that can be applied toward future subscription charges.
• Discount code — a promotional code that applies an eligible discount to your subscription.
• Billing currency — the currency used to charge your subscription.
• Tax exempt status — an approved tax exemption that removes eligible taxes from subscription charges.

To learn more, see Review Your Expensify Billing Receipt.