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FAQ: Free Plan and Workspaces

Cheryl Walsh
Cheryl Walsh Expensify Success Coach - Admin, Expensify Team Posts: 105 Expensify Team
edited February 25 in Getting Started

I am an admin, what features are included in the Free Plan?

What is a Workspace Editor?

A Workspace Editor is a space where you can configure your Workspace, pay bills, send invoices, book travel, and more!

I am on a paid plan, can I switch to a Free Plan?

You can set up a Free Plan, but you must honor any active subscription you have also. If you're on a paid plan, it is likely you want more functionality than what the Free Plan offers such as a direct connection with an accounting integration and approval workflows.

Can I get cashback on Expensify Card purchases if I have a free plan?

You can get 1% credited back to your settlement account once you spend over $25,000 per month across all cards and 2% when you spend over $250,000!

Can I switch currency on the Free Plan? It looks set to USD

Yes, you can change the currency of the Free Plan by going to Avatar > [Workspace Name] > General settings > Default currency.

We do require a US business bank account for reimbursements and Expensify Card settlements though, so if you have a business bank account linked to your account, then the currency of the Free Plan will be USD.

Is a free plan available to people outside the USA?

Yes! You can use the free plan anywhere in the world to track expenses, send invoices etc. Just remember, anything that requires a verified business bank account (such as ACH reimbursement and the Expensify Card) is only available to those with a US checking account!

Can I integrate the free plan with my accounting package?

No. In order to use our accounting sync, you will need to update to a paid plan

With the FREE plan, can I add categories and tags to expenses?

The categories are set as standard categories and cannot be changed on the Free Plan. You don't have the option of tags. Custom categories and the ability to import categories and other coding from your accounting software are available on paid plans. Reports can, however, be exported to specific formats!

With the FREE plan, can I export reports using a custom format?

The Free Plan offers standard report export formats. If you would like to create a custom export format, you'll need to upgrade to a paid plan.

Can I change the mileage rate or unit used for distance tracking?

Yes. The workspace admin can access the rate and unit settings by going to Avatar > [Workspace name] > Reimburse expenses > Track distance.

Can I add non-Expensify cardholders to my Workspace?

Yes. You can invite any user to your Workspace. Just click invite and enter their email and they will be invited to download the app and join!

How can I access my workspace?

You can access your Workspace by selecting it from the list on your Policies Page on www.expensify.com, or in new.expensify.com, or the New Expensify app.

Can my workspace have more than one Admin?

No. Currently, the Expensify Workplace only allows for just one admin (the Workspace creator).

It looks like Scheduled Submit is set to weekly on the Free Plan, can I change this?

No. Expense reports submitted on the Free Plan are set to submit weekly and do not allow for approvals.

How do I give a user I invited to my Workspace an Expensify Card?

You can give a user an Expensify Card by going to the Company Cards Page on expensify.com and setting a card limit >$0. Please note that in order to give a user a card, they must be using a private company email address (i.e. [email protected] NOT [email protected])

Can I use a different bank account to the one I have added for some of the features in the workspace?

No. The bank account you have added will be used to issue corporate cards, reimburse expenses, collect invoices, and pay bills!

I have a Policy under a Free Workspace. Can make it paid or do I need to create a new one?

There is not a way to upgrade a workspace, so you would need to create a new Policy. Paid policies have more functionalities than what the Free Plan offers, such as a direct connection with an accounting integration and approval workflows.

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