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Deep Dive: What is a policy Billing Owner?

Ariel GreenAriel Green Expensify Team Posts: 86 Expensify Team
edited January 31 in Deep Dive Docs

In Expensify, each policy has a Billing Owner. The Billing Owner is the person responsible for payment for all usage on a given policy.

Any user can view their policy’s Billing Owner by navigating to Settings > Policies >   Group   .

The Billing Owner is also a Policy Admin, but it’s important to note that not all Policy Admins are Billing Owners!  

Pro tip: It’s best practice to have a single Billing Owner for all policies in your organization. This simplifies billing and ensures that each user is only counted once for billing purposes.

Let's go over a few examples of how different policy structures affect billing.

Example 1

Ariel is the Billing Owner on two policies, each with the following active users:

Executive Policy
Sales Policy
Ariel Ariel
Santos Judith
Dawn Julian
Judith Willie

Each policy has 4 members; however, Ariel and Judith are members of both policies. In other words, there are 6 unique employees.

In this case, Ariel would be billed for a total of 6 users; because all policies have the same Billing Owner, Judith and Ariel are counted only once, even though they are active on multiple policies.

Example 2

Let's say we have the same policies with the same policy members, but in this case, Ariel is the Billing Owner for Executive Policy, while Judith is the Billing Owner for Sales Policy.

Executive Policy
(Billing Owner: Ariel)
Sales Policy
(Billing Owner: Judith)
Ariel Ariel
Santos Judith
Dawn Julian
Judith Willie
  • Ariel would be billed for the 4 users active on her policy: Ariel, Santos, Dawn, and Judith.
  • Judith would be billed for the 4 users on her policy: Ariel, Judith, Julian, and Willie.
    Total: 8 users

In this case, Ariel and Judith's activity are billed twice, once to each Billing Owner.

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