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ExpensifyApproved! Billing Considerations

Leslie Rodriguez
Leslie Rodriguez Expensify Customer, Expensify Team Posts: 51 Expensify Team

There are two methods that can be used to manage client billing:

Client-owned billing

Partner-owned billing


Client-owned billing: How does it work?

Client-owned billing allows any ExpensifyApproved! accountant to create a policy and transfer billing to a client. To do this, head to Settings > Policy > New Policy: 


Here, the partner will be able to name the policy, add the login of recipient (usually the client), add themselves as an admin of the new policy and select a subscription. The client will receive a notification and will be prompted to add a credit card for payment. The promo code (tied to the Approved! accountant creating the policy) will be automatically applied to the client’s billing. 

Pro-tip: To view all policies at once, we highly recommend creating a super admin account. The super admin should be a Policy Admin for all policies managed by the firm. If done correctly, the general email will allow the partner to easily access all client policies under one consolidated dashboard.

If your client already had an Expensify account before engaging your firm’s services, have the client add your promo code to their billing page and add your super admin to their policy. This will give the super admin access to their account while the client retains billing. 

Best for: Client-owned billing eliminates the bill-back process; the client owns and pays for Expensify outright. We recommend this billing method for partners that pass billing directly to their clients or for partners that do not upcharge for Expensify. 


Partner-owned billing: How does it work?

Partner-owned billing allows any ExpensifyApproved! firm to fully own all client policies. To do this, we recommend creating a super admin account. Once complete, using the super admin account, head to Settings > Policy > New Policy to create a policy: 

Here, the partner will be able to name the policy and select a subscription. 

Best for: Partner-owned billing is a great option for firms who would like to retain their client’s billing. We recommend this billing method for partners who bill back their clients. 


Other Billing Considerations:

Consolidated Domain Billing

The feature allows firms with multiple billing owners to collect billing across one domain and store it under one email. To enable this feature, head to Settings > Domains > Domain Admins > Enable Consolidated Domain Billing:


Best for: The feature is best enabled by firms that have multiple client-facing accountants creating policies managed by the firm. This will route all billing receipts to the primary contact selected under the Domain Admin and will use the card on file under that email. 


Collect vs Control

The Collect plan is for your basic clients that are just looking to organize their receipts and reimburse their employees. Select this plan for your smaller clients who do not have very robust accounting needs. 

The Control plan allows clients to collect, code, export, reimburse and manage their corporate cards all in one place. Select this plan for your larger clients with more robust accounting needs. 

Note: To maximize savings on your Expensify bill, you will want to create separate billing owners for collect and control policies. Co-mingling of policies will result in collect policies billed at control rates. 

Bundled vs Unbundled 

Bundling the Expensify Card with an Annual Subscription maximizes the Expensify experience by combining expense capture with company cards in one integrated solution. The Expensify Card streamlines the expense reporting process by automating receipt capture at the moment of swipe and begins the reconciliation process instantaneously.  

When using Expensify bundled with the Expensify card, the billing owner is granted an Expensify card discount. To better understand this discount, please head here

In terms of billing, there are two philosophies:

1. Separate billing owners for bundled and unbundled subscriptions or

2. Consolidate all billing regardless of bundling


Separating bundled clients from unbundled clients allows the bundled clients to maximize their discount. This is due to how the bundled discount is calculated. 

In essence, the discount is granted to any billing owner that adopts the Expensify card for at least one of their domains. The total discount is calculated as a percentage of spend on the Expensify Card against all approved spend across all policies under the same billing owner. 

For example: Say there are two clients under the same firm but with different billing owners. Both clients have an annual control subscription, but only one has >50% spend on their Expensify card. 


Bundled: In this example, the client with the Expensify Card will incur the following billing:

PPU = $36 per user

Annual Discount (50%) = $18 per user

25% Expensify Card discount = $9 per user

20% Approved! discount = $7.20 per user


Unbundled: However, the client without the Expensify Card will not receive an Expensify Card discount:

PPU = $36 per user

Annual Discount (50%) = $18 per user

20% Approved! discount = $14.40 per user


Separating bundled from unbundled policies allows policies that adopt the Expensify Card to increase their Expensify Card discount (up to 50% off), as their spend is not netted against approved spend from other clients that have not adopted the card. 


Using the same logic, consolidating bundled clients with unbundled clients allows all clients under the same billing owner to receive a discount. In essence, bundled clients distribute their Expensify Card savings to unbundled clients owned by the same billing owner. The discount increases as more clients adopt the Expensify card. 


If you have any questions, just ask in the Community or write into [email protected]