Deep Dive: Breaking down your Expensify bill

Ted Harris
Ted Harris Expensify Success Coach - Admin, Expensify Team, Expensify Student Ambassador Posts: 359 Expensify Team
edited January 2023 in Deep Dive Docs

On the first of every month, Expensify will bill the owner of group policies for the previous month's usage. The billing owner will have the billing receipt automatically populated into their account; both as an expense, and as part of the billing history listed under Settings > Your Account > Payments. 

Here's a typical Expensify billing receipt. This example is for June's usage, billed in July:

First section (pink box):

  • The first line at the top of the receipt details the number of users that you've either committed to, or that were active during the month, whichever is higher and what the current price for one of those users is. 
  • The second shows what your Annual Subscription discount is. This is a maximum of 50%. 
  • The third line shows the Expensify Card discount you're due, based on the activity of Expensify Cards on your paid policies in the last month. You'll want this to be as high as possible!

Note: If you are due any discounts due to a promo-code or freebie credits, you will see a section detailing this sub-total as well.

Second section (orange box):

  • The next section highlighted is the policy breakdown. This is calculated from the total/sub-total rather than the headline amount. This is calculated just as the receipt prior to June 2020 was calculated. Below is the concise example used on our old receipts:


In this section, we breakdown the bill according to usage on all policies owned by the billing owner. Unique usage is assessed for each policy, and then an amount is assigned per policy. 

In the above example, there were 3 unique users on the Expensive Pie LTD. policy, 2 unique users on the Directors, Pie LTD. policy, and 2 unique users (including the additional Control user) on the Candidate Policy

For Annual Subscriptions, if your Subscription Size number is higher than the actual active user count across all policies, the remaining charge will be evenly distributed across all owned policies. For example, if you have an Annual Subscription for 60 users but only 57 are active in the previous month, the remaining amount (3 x $ value of the plan) will be split evenly across all policies, with no upper limit. This is why you may see non-round numbers on your bill.

Finally, there is also a direct link to the Subscriptions settings for your policies, which you can also access under Settings > Policies > Group > Subscriptions.

To see a full breakdown of all pricing options, visit our pricing page. 


Have a question or want to know more? Reach out to us privately by emailing or start a new discussion here!