Annual Subscription for Multi-policy users

jkWPjkWP Posts: 2Expensify Customer Expensify Newcomer

We are going to be switching our policies to the annual subscription payment method from the pay-per-use $18/user option. Our corporation has multiple policies with some expensify users being active members of multiple policies. I

Would switching to annual subscriptions mean that these users (currently at $18/month) would be charged $9/month for every policy they are a member of? (i.e. $9/month x 4 policies = $36/month)


  • Sheena TrepanierSheena Trepanier Posts: 2,106Expensify Success Coach - Admin Expensify Team

    Hi @jkWP, great question! I'm happy to break down how this would work for you, no problem there!

    When you switch to an Annual Subscription, you'll want to set the subscription amount to the number of unique active users you expect to have each month. Then, as long as all policies are owned by the same Expensify account, members of multiple policies are only counted once each month, and only fill a single active user slot in your subscription amount. You should never see multiple monthly charges for an employee who is active on multiple policies.

    Once you switch to an Annual Subscription, you'll see a minimum bill each month that is equal to your subscription amount x $9 per active user. So, if you set a subscription amount of 10, you'd see a minimum of $90 billed each month. If you had a month with 11 active users, the first 10 would be billed at $9 per month and the additional active user in excess of your subscription amount would be billed at $18 per active user.

    How many unique active users do you expect to have each month across all policies?

  • dabbottdabbott Posts: 3Expensify Customer
    We are in the same boat.  I want to make sure I understand. We have multiple policies and one may have 17 users and other have 4 users with 2-3 people that are on all of the policies.  So would I want to set the annual subscriptions to the combined total unique members between all our policies? 

    Or if I turn Auto Increase Subscription Size on I could just leave it at 1 and it will automatically increase the annual subscription without me having to worry about all of this?

  • Sonia LiapounovaSonia Liapounova Posts: 82Expensify Team Expensify Team
    edited January 13
    Hi @dabbott, happy to help clarify this!

    As long as all of the policies are owned by the same billing owner then you will be charged for your active users, not policies. So, if you have a user, "Nikki the engineer" whether she's submitting reports to one policy or to three different ones, as long as you own all three policies she'll be counted as only one active user on your bill.

    When you're calculating the users, count each user only once even if they're on multiple policies. It sounds like you will have about 19 unique users with 2-3 of those on multiple policies? If that's the case then I would set the subscription size to 19.

    You're correct, Auto Increase will automatically set your subscription size to the number of users you are being billed for that month. Our goal is to make life and expense reporting easier for you by automating all the things! 😄

    I hope this helps, let us know if you have any further questions!
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