Billing & Payment Management

Manage your New Expensify subscription payments, billing cycle, and payment methods from the Subscription settings.

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Accessing Subscription Settings

1. Click your profile picture in the bottom left
2. Select Settings
3. Navigate to Subscription

The Subscription page displays:

• Current plan and pricing
• Payment card information
• Billing cycle and next payment date
• Payment history
• Plan details and options

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Payment Methods

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Adding a Payment Card

To add or update your payment card:

1. Go to Settings > Subscription
2. Click Add payment card or the three-dot menu next to your existing card
3. Enter your card details:
   • Card number
   • Expiration date
   • CVV/Security code
   • Cardholder name
   • ZIP/Postal code
   • Currency preference
4. Review and accept the payment terms
5. Click Add payment card

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Supported Payment Methods

• Credit cards (Visa, Mastercard, American Express)
• Debit cards
• Currency support: USD, GBP, AUD, NZD, EUR

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Updating Your Payment Card

If your card expires or you need to change payment methods:

1. Go to Settings > Subscription
2. Click the three-dot menu icon next to your current card
3. Select Replace card
4. Enter your new card information
5. Click Add payment card

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Billing Cycle

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Pay-Per-Use Billing

With pay-per-use (monthly) subscriptions:

• Billing occurs at the beginning of each month
• You’re charged for the previous month’s active members
• Invoices are generated automatically
• Payment is processed using your stored card

Example:

• In February, you had 10 active members on the Collect plan
• On March 1st, you’re billed for those 10 members at your per-member rate
• Your next bill (for March activity) is due April 1st

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Annual Billing

With annual subscriptions:

• You commit to a specific number of seats
• Billing occurs annually on your subscription start date
• You’re charged for your committed seat count upfront
• Additional seats can be added mid-cycle (prorated)
• Auto-renewal can be enabled or disabled

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Managing Your Subscription

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Subscription Details

From Settings > Subscription > Click your plan card > Subscription details: Configure:

• Subscription type (Annual vs Pay-per-use)
• Subscription size (for annual plans)
• Auto-renewal settings
• Auto-increase annual seats
• Expensify promo codes

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Changing Subscription Type

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Switching from Pay-Per-Use to Annual

1. Go to Settings > Subscription
2. Click your plan card, then Subscription details
3. Select Annual subscription type
4. Enter your desired number of seats
5. Review and confirm the change

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Switching from Annual to Pay-Per-Use

1. Go to Settings > Subscription
2. Click your plan card, then Subscription details
3. Select Pay-per-use subscription type
4. Confirm the change

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Subscription Size (Annual Only)

For annual subscriptions, you can manage your seat count:

1. Go to Settings > Subscription > Subscription details
2. Click Subscription size
3. Enter your new seat count
4. Review the prorated charge/credit
5. Confirm the change

Adding seats:

• Available anytime during your subscription
• Prorated charge for remaining months
• New total takes effect immediately

Removing seats:

• Cannot reduce below current active member count
• Must wait until subscription renewal

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Auto-Renewal

Control whether your annual subscription automatically renews:

1. Go to Settings > Subscription > Subscription details
2. Toggle Auto-renew on or off
3. If disabling, optionally complete a feedback survey

When enabled:

• Your subscription automatically renews at the end of the term
• Uses the same payment method and seat count
• You’ll receive a renewal reminder before billing

When disabled:

• Your subscription expires at the end of the term
• You’ll be automatically switched to pay-per-use
• You can downgrade plans at renewal

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Auto-Increase Annual Seats

Automatically expand your subscription when you exceed your seat count:

1. Go to Settings > Subscription > Subscription details
2. Toggle Auto-increase annual seats on or off

When enabled:

• Your subscription automatically adds seats as needed
• You’re only billed for actual active members
• Prevents workflow interruptions
• Your subscription end date extends proportionally

When disabled:

• You must manually add seats when approaching your limit
• Active members beyond your seat count may be restricted

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Payment History

View all past subscription charges:

1. Go to Settings > Subscription
2. Click View payment history

This opens Search filtered to show all Expensify subscription purchases. Each entry includes:

• Date of charge
• Amount billed
• Payment method used
• Subscription period covered

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Billing Currency

Your billing currency is set when you add your first payment card and determines your subscription pricing.

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Changing Billing Currency

1. Go to Settings > Subscription
2. Click the three-dot menu next to your card
3. Select Change billing currency
4. Choose your preferred currency
5. Confirm the change

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Supported Currencies

• USD (United States Dollar)
• GBP (British Pound Sterling)
• AUD (Australian Dollar)
• NZD (New Zealand Dollar)
• EUR (Euro)

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Request Refund

If you’re eligible for a refund (recently started subscription):

1. Go to Settings > Subscription
2. Click Request refund
3. Confirm your refund request

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Early Cancellation (Annual Plans)

If you have an annual subscription and need to cancel before the term ends:

1. Go to Settings > Subscription
2. Click Request early cancellation
3. Complete the feedback survey
4. Submit your request

Your request will be reviewed by the Expensify team. In most cases, you’ll need to wait until your annual term expires, but exceptions may be made on a case-by-case basis.

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Payment Issues & Troubleshooting

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Failed Payment

If a payment fails, you’ll see a banner on your Subscription page with details: Common causes:

• Insufficient funds
• Expired card
• Card declined by issuer
• 3D Secure authentication required

To resolve:

1. Update your payment method if needed
2. Click Retry payment on the Subscription page
3. Complete any required authentication

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Card Authentication Required

Some banks require additional verification (3D Secure):

1. Go to Settings > Subscription
2. Click Authenticate payment
3. Complete the authentication with your bank
4. Return to Expensify to confirm

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Grace Period

If payment fails, you have a grace period to update your payment method:

• Your workspace remains active during the grace period
• You’ll receive email reminders
• After the grace period expires, workspace features will be restricted
• Update your payment to restore full access

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Billing Disputes

If you initiated a chargeback or dispute with your bank:

1. Contact Expensify Concierge immediately
2. Provide details about the dispute
3. Work with our team to resolve the issue

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Tax Exemption

If your organization qualifies for tax exemption:

1. Go to Settings > Subscription > Subscription details
2. Click Tax exempt
3. You’ll be directed to chat with Concierge
4. Provide your tax exemption certificate
5. Our team will review and apply the exemption

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Expensify Codes (Promo Codes)

Apply promotional codes or partner discounts:

1. Go to Settings > Subscription > Subscription details
2. Click Expensify code
3. Enter your promo code
4. Click Apply

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Next Steps