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What’s happening to my Expensify bill?

Sheena TrepanierSheena Trepanier Expensify Success Coach - Admin Posts: 1,316 Expensify Team
edited July 2 in Product Updates

Below you'll find a guide to how your bill might change from June 1, 2020 onwards, with some examples to match your use case.

Expensify’s billing is changing! In addition to removing Rate Adjustments and making Individual Subscriptions free (for most users), all billing owners who have not widely adopted the Expensify Card will incur an “unbundling fee” which will increase the per active user price starting June 1, 2020.

However, when billing owners bundle the Expensify Card with an Annual Subscription they qualify for discounts on their Expensify bill that reduces the unbundling fee and can keep the per active user price the same! 

The unbundling fee will be phased-in and added to the per user price over the course of 12 months, starting with your June 1, 2020 bill. The phase-in will give admins the time needed to adopt the Expensify Card, sign up for an Annual Subscription, and secure their discount before the full unbundling fee is in place in May 2021. Admins on a current Annual Subscription will not incur the unbundling fee until they renew their subscription or the number of active users in a month exceeds their Subscription Size. 

When you renew your Annual Subscription, you will incur the unbundling fee at its current phase-in-rate. For example, 1/12 of the full fee will be added on to your June 1st bill, 2/12 of the fee on your July 1st bill, and so on until May 1st, 2021 when the full fee (12/12) will be reflected on that month's bill. If you are not using the Expensify Card, you will not see unbundled savings in the form of an Expensify Card discount on your bill.

Check out the announcement newsletter for more details on the “why,” and find the example that matches your bill below for the “how.”

Bottom line: If you want to make things easy and keep your current price, sign up for the Expensify Card today and make sure you're already taking advantage of the Annual Subscription discount!

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If you've moved all your expenses to the Expensify Card

You’re all good! As long as 50% or more of your company’s approved USD monthly spend takes place on the Expensify Card, you won't see a difference on your bill. 

We’ve moved some expenses to the Expensify Card

In this case, if your Expensify Card spend falls below 50% of your company’s approved monthly USD spend, your unbundling fee will be determined on a sliding scale and a smaller portion of the discount will be applied to your bill. 

For example, if your Expensify Card spend accounted for only 35% of your total approved spend for that month, you’ll only be charged 30% of the unbundling fee (double the spend percentage and subtract it from 100). This means you’ll see a discount added to your bill that will decrease the unbundling fee by 70%. If it accounted for 40%, you’ll be charged 20% of the unbundling fee because we’ll discount this fee by 80%.

Example: You have Control policies and a USD Annual Subscription which ends on October 1st, 2020 for 10 users. You have adopted the Expensify Card, but not for the majority of your company spend.

  • On May 1st, nothing changes on your April bill.
  • On June 1st, your $90 subscription for 10 seats ($9/person/month) remains the same, and will continue to remain the same until your subscription renews in October
  • On November 1st, you have a new Annual Subscription. Expensify Card transactions only accounted for 10% of the total spend approved across all your policies in October. You pay $90 for 10 seats. Your full unbundling fee is an additional $90, however this is reduced by 50% due to November 2020 being halfway through our phase-in period. An additional 20% is discounted for your Expensify Card use. After these discounts are applied, your unbundling fee increases your total per use cost by $36. 
  • The phase-in unbundling fee increases consistently for the next 6 months, and you continue to be charged $90 for your committed seats per month, along with an unbundling fee of $42.00 in December, $48.00 in January, $54.00 in February, $60.00 in March, $66.00 in April and finally leveling out at $72.00 in May 2021.

We’re on an Annual Subscription for X users which ends in the next few months

The payment for your Annual Subscription won’t change until you reach the end of your subscription. When you renew your Annual Subscription, you will incur the unbundling fee at its current phase-in-rate. For example, 1/12 of the full fee will be added on to your June 1st bill, 2/12 of the fee on your July 1st bill, and so on until May 1st, 2021 when the full fee (12/12) will be reflected on that month's bill. Because you are not using the Expensify Card, you will not see unbundled savings in the form of a discount on your bill.

Example: You have Control policies and a USD Annual Subscription which ends on October 1st, 2020 for 10 users. You don’t have the Expensify Card.

  • On May 1st, nothing changes on your April bill.
  • On June 1st, your $90 subscription for 10 seats remains the same. 
  • On November 1st, you have a new Annual Subscription. You pay $90 for 10 seats plus an unbundling fee of $45.00 because November is halfway through our phase-in period ($9 x 10 users) x (6/12) is $45.00.
  • Should the same occur for the rest of your subscription, you’ll be charged $90 each month and the unbundling fee will slowly increase to $52.50 in December, $60.00 in January, $67.50 in February, $75.00 in March, $82.50 in April and finally leveling out at $90.00 in May 2021.

We’re on an Annual Subscription but we have frequent users over/above it

The same as above applies to you, however during this Subscription, Expensify will add the unbundling fee only to your additional user activity, along with the existing charge at the Pay-per-use rate for these users. Remember, the unbundling fee is phased-in, starting at 1/12th the full fee from June 1st up to 12/12th the fee on May 1st 2021.

Example: You have Collect policies and a USD Annual Subscription which ends on October 1st 2020 for 10 users. You frequently have 5 additional users. You don’t have the Expensify Card.

  • On May 1st, nothing changes on your April bill.
  • On June 1st, your $50 subscription for 10 seats remains the same. Your additional 5 users incur the usual $10 per user and an unbundling fee of $4.17 is added to your total per user price (because June 1st is the very first month of our phase-in period and (5 users x $10) x ($10*1/12) = $4.17.
  • On November 1st, you have a new Annual Subscription as well as these additional five users active. You pay $50 for 10 seats and $50 for the 5 extra active users plus the unbundling fee of $50, because November is halfway through our phase-in period. ($5x10 + $10x5) x (1 + 6/12) is $150.00.
  • Should the same occur for the rest of your subscription, you’ll be charged $50 for your Annual Subscription, along with $50 for your additional Pay-per-use activity and an unbundling fee of $58.33 in December, $66.67 in January, $75.00 in February, $83.33 in March, $91.67 in April and finally leveling out $100.00 in May 2021.

We pay per user, per month

All Pay-per-use subscriptions will include an unbundling fee that increases at a rate of 1/12th the current Pay-per-use rate each month until it settles on May 1st, 2021.

Example: You have Collect policies around 20 active users each month billed in USD. You don’t have the Expensify Card.

  • On May 1st, nothing changes on your April bill.
  • On June 1st, you have 15 users active. You’re charged $150 at the Pay-per-use rate along with the unbundling fee increasing your total per user price by $12.50. This is because ($10 x 1/12) x 15 users is $12.50.
  • On November 1st, you have the full 20 active users. You’re charged $200 at the Pay-per-use rate, along with an unbundling fee of $100. This is because ($10 x 6/12) x 20 users is $100.
  • Let’s say you have the full 20 users active for the next 6 months too (and for some reason you choose not to opt for the Annual Subscription), you’d be charged the same $200 at the Pay-Per-Us rate with an incrementing unbundling fee of $116.67 in December, $133.33 in January, $150.00 in February, $166.67 in March, $183.33 in April and leveling out at $200.00 onwards from May 2021.

I only use Expensify to track my personal expenses

Great news! You’ll notice that for your June bills, we’re increasing the free monthly SmartScan limit from 5 to 25. If you consistently scan less than 25 receipts your Expensify usage when not part of a Group policy is now FREE. No action is required on your part. If you bought an Individual Subscription, feel free to cancel it!

Still have a question? Reach out to [email protected] for some quick support.


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

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