From fa2d5c69b517100b6992461723ec53e4ce9c3c5d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 1 Jul 2026 13:26:26 -1000 Subject: [PATCH 001/127] Reorganize Billing & Subscriptions hub into subfolders. Add section folders with ordered navigation and move existing billing articles into their new paths. Co-authored-by: Cursor --- .github/scripts/createDocsRoutes.ts | 35 ++++++++++++++++--- docs/_data/_routes.yml | 2 +- docs/_includes/hub.html | 6 ++-- docs/_includes/lhn-template.html | 6 ++-- docs/_includes/section.html | 3 +- .../Billing-Overview.md | 0 .../Plan-types-and-pricing.md | 0 .../_meta.yml | 2 ++ .../{ => manage-billing}/Tax-Exemption.md | 0 .../manage-billing/_meta.yml | 2 ++ .../resolve-billing-issues/_meta.yml | 2 ++ ...payment-card-and-view-your-subscription.md | 2 +- .../Changing-Your-Workspace-Plan.md | 0 .../_meta.yml | 2 ++ .../learn-about-plans-and-subscriptions.html | 5 +++ .../manage-billing.html | 5 +++ .../resolve-billing-issues.html | 5 +++ .../manage-your-plan-and-subscription.html | 5 +++ 18 files changed, 71 insertions(+), 11 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/{ => learn-about-plans-and-subscriptions}/Billing-Overview.md (100%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => learn-about-plans-and-subscriptions}/Plan-types-and-pricing.md (100%) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-billing}/Tax-Exemption.md (100%) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-plan-and-subscription}/Add-a-payment-card-and-view-your-subscription.md (97%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-plan-and-subscription}/Changing-Your-Workspace-Plan.md (100%) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml create mode 100644 docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html create mode 100644 docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html create mode 100644 docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html create mode 100644 docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html diff --git a/.github/scripts/createDocsRoutes.ts b/.github/scripts/createDocsRoutes.ts index c27a4d4536fb..6cbacb64306d 100644 --- a/.github/scripts/createDocsRoutes.ts +++ b/.github/scripts/createDocsRoutes.ts @@ -11,6 +11,7 @@ type Article = { type Section = { href: string; title: string; + order?: number; articles?: Article[]; sections?: Section[]; }; @@ -115,17 +116,39 @@ function getOrderFromArticleFrontMatter(path: string): number | undefined { } } -/** - * Build a section from a directory path, with optional parent path for nested href - */ +function getSectionMeta(sectionPath: string): {title?: string; order?: number} { + try { + const metaPath = `${sectionPath}/_meta.yml`; + if (!fs.existsSync(metaPath)) { + return {}; + } + const meta = yaml.load(fs.readFileSync(metaPath, 'utf8')) as Record; + return { + title: meta.title as string | undefined, + order: meta.order as number | undefined, + }; + } catch { + return {}; + } +} + +function sortSectionsByOrder(sections: Section[]) { + sections.sort((a, b) => (a.order ?? Number.POSITIVE_INFINITY) - (b.order ?? Number.POSITIVE_INFINITY)); +} + function buildSection(platformName: string, hub: string, sectionPath: string, parentHref: string): Section { const sectionName = sectionPath.split('/').pop() ?? sectionPath; const fullPath = `${docsDir}/articles/${platformName}/${hub}/${sectionPath}`; + const meta = getSectionMeta(fullPath); const articles: Article[] = []; const childSections: Section[] = []; const href = parentHref ? `${parentHref}/${sectionName}` : sectionName; for (const entry of fs.readdirSync(fullPath)) { + if (entry === '_meta.yml') { + continue; + } + const entryPath = `${fullPath}/${entry}`; if (entry.endsWith('.md')) { const order = getOrderFromArticleFrontMatter(entryPath); @@ -139,9 +162,12 @@ function buildSection(platformName: string, hub: string, sectionPath: string, pa // The sort is stable, so articles without an `order` keep their relative position and fall after ordered ones. articles.sort((a, b) => (a.order ?? Number.POSITIVE_INFINITY) - (b.order ?? Number.POSITIVE_INFINITY)); + sortSectionsByOrder(childSections); + const section: Section = { href, - title: toTitleCase(sectionName.replaceAll('-', ' ')), + title: meta.title ?? toTitleCase(sectionName.replaceAll('-', ' ')), + ...(meta.order !== undefined && {order: meta.order}), ...(articles.length > 0 && {articles}), ...(childSections.length > 0 && {sections: childSections}), }; @@ -187,6 +213,7 @@ function createHubsWithArticles(hubs: string[], platformName: ValueOf obj.href === hub); if (hubObj?.sections?.length) { + sortSectionsByOrder(hubObj.sections); (hubObj as Hub & {flatSections?: Section[]}).flatSections = flattenSections(hubObj.sections); } } diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index f2259e435102..03f62e0ffcfc 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -277,7 +277,7 @@ platforms: description: Manage profile settings and notifications. - href: billing-and-subscriptions - title: Expensify Billing & Subscriptions + title: Billing & Subscriptions icon: /assets/images/subscription-annual.svg description: Review Expensify's subscription options, plan types, and payment methods. diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 4a255a0c7ff0..8a483ac84ef5 100644 --- a/docs/_includes/hub.html +++ b/docs/_includes/hub.html @@ -15,9 +15,11 @@

{{ hub.title }}

{% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} - {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'title' %} + {% assign sortedSections = hubSections | sort: 'order' %} + {% assign sortedArticles = hubArticles | sort: 'order' %} + {% assign sortedSectionsAndArticles = sortedSections | concat: sortedArticles %} {% else %} - {% assign sortedSectionsAndArticles = hubSections | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%}
diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index 0d19c7eb3c04..ce41f8f5e095 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -34,9 +34,11 @@
    {% if hub.articles %} - {% assign sortedSectionsAndArticles = hub.sections | concat: hub.articles | sort: 'title' %} + {% assign sortedSections = hubSections | sort: 'order' %} + {% assign sortedArticles = hubArticles | sort: 'order' %} + {% assign sortedSectionsAndArticles = sortedSections | concat: sortedArticles %} {% else %} - {% assign sortedSectionsAndArticles = hub.sections | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%} {% for item in sortedSectionsAndArticles %} {% if item.articles %} diff --git a/docs/_includes/section.html b/docs/_includes/section.html index e4abc79f6b73..302e69a13155 100644 --- a/docs/_includes/section.html +++ b/docs/_includes/section.html @@ -17,7 +17,8 @@

    {% if section.sections %} - {% for subsection in section.sections %} + {% assign sortedSubsections = section.sections | sort: 'order' %} + {% for subsection in sortedSubsections %} {% include section-card.html platform=activePlatform hub=hub.href section=subsection.href title=subsection.title %} {% endfor %} {% endif %} diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Billing-Overview.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/Billing-Overview.md rename to docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing.md rename to docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml new file mode 100644 index 000000000000..aba3bb195cd0 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml @@ -0,0 +1,2 @@ +title: Learn about Plans and Subscriptions +order: 1 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/Tax-Exemption.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml new file mode 100644 index 000000000000..e0c2a6500e68 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml @@ -0,0 +1,2 @@ +title: Manage Billing +order: 3 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml new file mode 100644 index 000000000000..889ff8855438 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml @@ -0,0 +1,2 @@ +title: Resolve Billing Issues +order: 1 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md similarity index 97% rename from docs/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md index 87092da41ecc..eb345831fada 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md @@ -114,7 +114,7 @@ Only Workspace Admins can transfer billing ownership to themselves - it’s not # What to do if you can’t update a subscription If you’re blocked from updating billing settings, requesting cancellation of your subscription, or deleting a workspace, it’s likely because you’re not the billing owner. -If you are a Workspace Admin, you can transfer billing ownership to yourself by following the steps to [transfer billing ownership](/articles/new-expensify/billing-and-subscriptions/Billing-Overview#how-to-transfer-billing-ownership). +If you are a Workspace Admin, you can transfer billing ownership to yourself by following the steps to [transfer billing ownership](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview#how-to-transfer-billing-ownership). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml new file mode 100644 index 000000000000..ade5e0a63896 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml @@ -0,0 +1,2 @@ +title: Manage Your Plan and Subscription +order: 2 diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html b/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html new file mode 100644 index 000000000000..86641ee60b7d --- /dev/null +++ b/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html @@ -0,0 +1,5 @@ +--- +layout: default +--- + +{% include section.html %} diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html new file mode 100644 index 000000000000..86641ee60b7d --- /dev/null +++ b/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html @@ -0,0 +1,5 @@ +--- +layout: default +--- + +{% include section.html %} diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html new file mode 100644 index 000000000000..86641ee60b7d --- /dev/null +++ b/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html @@ -0,0 +1,5 @@ +--- +layout: default +--- + +{% include section.html %} diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html new file mode 100644 index 000000000000..86641ee60b7d --- /dev/null +++ b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html @@ -0,0 +1,5 @@ +--- +layout: default +--- + +{% include section.html %} From 5111e99c15698a412f17b120b9b4c608b359dab1 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 13:42:41 -1000 Subject: [PATCH 002/127] Create How-Subscriptions-Plans-and-Billing-Work.md --- ...ow-Subscriptions-Plans-and-Billing-Work.md | 60 +++++++++++++++++++ 1 file changed, 60 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md new file mode 100644 index 000000000000..d9a5724728ea --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md @@ -0,0 +1,60 @@ +--- +title: How Subscriptions Plans and Billing Work +description: Learn how Workspaces, plans, subscriptions, billing, and pricing work together in Expensify. +keywords: [Expensify billing, plans, subscriptions, billing overview, Workspace billing] +internalScope: Audience is anyone using or evaluating Expensify. Covers the relationship between plans, subscriptions, pricing, and billing. Does not cover changing plans, subscription management, or billing tasks. +contentType: concept +order: 1 +--- + +# How Subscriptions Plans and Billing Work + +Expensify organizes billing around three core concepts: your workspace plan, your subscription, and your organization's Expensify Card usage. Together, these determine the features available to your organization and the pricing you qualify for. + +## What is a workspace plan? + +A workspace plan determines the features available to your organization. + +Expensify offers two workspace plans: + +- **Collect**: Designed for small teams that need expense management and reimbursements. +- **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. + +To learn which plan is right for your organization, see [Compare the Collect and Control Plans](understand-plans-and-subscriptions/Compare-Collect-and-Control-pLans.md). + +## What is a subscription? + +A subscription determines how your workspace is billed. + +Depending on your workspace plan, you may have an Annual subscription or a Pay-per-use subscription. Your subscription affects your billing rate and may determine whether you qualify for reduced pricing. + +To learn more, see [How subscriptions work](understand-plans-and-subscriptions/How-Subscriptions-Work.md). + +## How Expensify Card pricing works + +For Control Workspaces, your organization's Expensify Card usage may reduce the amount you pay for your subscription. + +Organizations with an annual subscription qualify for different pricing tiers based on how much of their approved spend is made using the Expensify Card. Greater card adoption results in lower subscription pricing. + +Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. + +To learn more, see [Understand Expensify Pricing](understand-plans-and-subscriptions/Understand-Expensify-pricing.md). + +## How your monthly bill is calculated + +Your monthly Expensify bill is calculated based on: + + - Your workspace plan + - Your subscription type + - The number of billable members + - Whether your organization qualifies for reduced pricing through the Expensify Card + +To learn more, see [How Your Plan and Subscription Determine Your Bill](understand-plans-and-subscriptions/How-Your-Plan-and-Subscription-Determine-Your-Bill.md). + +## Who pays the monthly bill + +Each Workspace has an Owner who is responsible for the monthly bill. + +Workspace Owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. + +To learn more, see [Understand Workspace Ownership](Understand-Workspace-Ownership.md). From f60b52ec4cee478abf0c39f6a17eec00f84b1b95 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 13:44:34 -1000 Subject: [PATCH 003/127] Create Understand-Billing-Terms-and-Definitions.md --- ...nderstand-Billing-Terms-and-Definitions.md | 88 +++++++++++++++++++ 1 file changed, 88 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md new file mode 100644 index 000000000000..2e94edcf52a9 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -0,0 +1,88 @@ +--- +title: Understand Billing Terms and Definitions +description: Learn what common subscription billing terms mean in Expensify, including plans, subscriptions, members, seats, payment methods, and billing settings. +keywords: [billing terms, billing glossary, subscription, plan, active member, unique member, seats, payment card, Expensify Card] +internalScope: Audience is workspace Owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. +retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. +contentType: topic +platform: new +order: 2 +--- + +# Understand Billing Terms and Definitions + +Subscription billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. + +Most billing terminology is intended for workspace Owners, since only workspace Owners manage workspace subscriptions. + +--- + +## What subscription terms mean + +A **subscription** is the billing arrangement for a workspace. It determines how Expensify charges for your workspace and is managed from **Account > Subscription**. + +Every subscription includes both a **plan** and a **subscription type**. + +A **plan** determines which features are available for your workspace. Expensify currently offers two plans: + + - **Collect** + - **Control** + +A **subscription type** determines how you pay for your plan. + +Subscription types include: + + - **Annual**, which includes a 12-month commitment with discounted pricing. + - **Pay-per-use**, which bills month-to-month with no annual commitment. + +Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. + +To learn more, see [How Billing, Plans and Subscriptions Work](How-Billing-Plans-and-Subscriptions-Work.md). + +--- + +## What member terms mean + +A **member** is anyone who belongs to a workspace. + +Collect subscriptions bill based on **unique members**, which includes every member in the workspace, regardless of whether they used Expensify during the billing period. + +Control subscriptions bill based on **active members**, which are members who performed billable activity during the billing period, such as creating, editing, submitting, approving, reimbursing, or exporting expense data. + +You may also see the term **workspace Admin**, which refers to a member who manages workspace settings. + +The **workspace Owner** is responsible for managing a workspace's subscription and payment method. + + + +--- + +## What subscription settings affect your bill + +Some subscription settings affect how your workspace is billed over time. + +For annual subscriptions, **subscription size** (sometimes called **seats**) is the number of members included in your annual commitment. You can increase your subscription size at any time, but you cannot reduce it until your annual term ends. + +**Auto-renew** determines whether your annual subscription automatically renews when the current commitment expires. + +**Auto-increase annual seats** automatically increases your subscription size if your active member count exceeds your committed seats. + +To learn more, see [Manage Annual subscription settings](Manage-Annual-Subscription-Settings.md). + +--- + +## What payment terms mean + +The **payment card** is the credit card Expensify charges for your subscription. + +The **Expensify Card** is your company's corporate card for business spending. Although the names are similar, these are different products. The payment card is used to pay your subscription, while the Expensify Card is used to make business purchases. + +You may also encounter the following billing terms: + + - **Credit balance** — prepaid Expensify credits that can be applied toward future subscription charges. + - **Discount code** — a promotional code that applies an eligible discount to your subscription. + - **Billing currency** — the currency used to charge your subscription. + - **Tax exempt status** — an approved tax exemption that removes eligible taxes from subscription charges. + +To learn more, see [Review Your Expensify Billing Receipt](Review-your-Expensify-billing-receipt.md). + From a5743b4c0b109c9f28f4eaf8478822a351a69eb6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 13:49:04 -1000 Subject: [PATCH 004/127] Create Understand-Workspace-Ownership.md --- .../Understand-Workspace-Ownership.md | 69 +++++++++++++++++++ 1 file changed, 69 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md new file mode 100644 index 000000000000..eeb07e1aed18 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md @@ -0,0 +1,69 @@ +--- +title: Understand Workspace Ownership +description: Learn how workspace ownership works in New Expensify, including who pays for a workspace, who can manage subscriptions, and how being a workspace owner differs from being a Workspace Admin. +keywords: [billing owner, workspace Admin, subscription owner, billing permissions, workspace billing, workspace owner] +internalScope: Audience is workspace owners and Workspace Admins. Explains workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. +retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between workspace owners and Workspace Admins. +contentType: topic +platform: new +order: 3 +--- + +# Understand Workspace Ownership + +Every paid workspace has a workspace owner, sometimes called the billing owner. The owner is responsible for paying the workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. + +Workspace ownership is separate from workspace administration. Understanding the difference between workspace owner and Workspace Admins helps explain why some members can manage a workspace but cannot change its subscription. + +--- + +## What is a workspace owner? + +The workspace owner is the person whose payment card is charged for the workspace's Expensify subscription. + +Each workspace has exactly one owner. + +Only the workspace owner can: + + - Add or change the payment card + - Retry failed subscription payments + - Manage subscription settings + - Cancel the subscription + - Delete a paid workspace + +The workspace owner also receives subscription billing alerts and billing-related notifications. + +You can confirm the owner of a workspace you're a member of by selecting **Workspaces** in the navigation tabs (on the left on web, on the bottom on mobile) and viewing the **Owner** column. + +--- + +## What is the difference between a workspace owner and Workspace Admin? + +The workspace owner is responsible for the workspace subscription and billing. They must also be a Workspace Admin. + +A workspace can have multiple Workspace Admins, but only one workspace owner. While Workspace Admins can manage the workspace and its members, only the workspace owner has permission to manage billing and subscription settings. + + +| Billing owner | Workspace Admin | +| ----------------------------------------- | --------------------------------------------- | +| Pays for the workspace subscription | Manages the workspace | +| Manages billing and subscription settings | Manages members and workspace configuration | +| Receives billing alerts | Does not automatically receive billing alerts | +| One per workspace | Multiple admins are allowed | + + +--- + +## How to change the workspace owner + +Any Workspace Admin can transfer billing ownership to themselves if they need to assume responsibility for a workspace's subscription. + +To learn more, see [Take Over Workspace Ownership](Take-over-billing-ownership.md). + +--- + +## Related articles + +- [Understand billing terms and definitions](Understand-Billing-Terms-and-Definitions.md) +- [How Billing, Plans, and Subscriptions Work](How-Billing-Plans-and-Subscriptions-Work.md) + From f66b27b6c70f224b7f2fddc641ab4f8d4cb4346a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 13:50:50 -1000 Subject: [PATCH 005/127] Update links in Understand Workspace Ownership article --- .../Understand-Workspace-Ownership.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md index eeb07e1aed18..79e564af9f0b 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md @@ -58,12 +58,12 @@ A workspace can have multiple Workspace Admins, but only one workspace owner. Wh Any Workspace Admin can transfer billing ownership to themselves if they need to assume responsibility for a workspace's subscription. -To learn more, see [Take Over Workspace Ownership](Take-over-billing-ownership.md). +To learn more, see Take Over Workspace Ownership. --- ## Related articles -- [Understand billing terms and definitions](Understand-Billing-Terms-and-Definitions.md) -- [How Billing, Plans, and Subscriptions Work](How-Billing-Plans-and-Subscriptions-Work.md) +- Understand billing terms and definitions. +- How Billing, Plans, and Subscriptions Work. From fffced4c43fd9bba6a4bd6447e54974a8609a029 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:14:32 -1000 Subject: [PATCH 006/127] Update Understand-Billing-Terms-and-Definitions.md --- .../Understand-Billing-Terms-and-Definitions.md | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md index 2e94edcf52a9..40eed2aefa81 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -2,7 +2,7 @@ title: Understand Billing Terms and Definitions description: Learn what common subscription billing terms mean in Expensify, including plans, subscriptions, members, seats, payment methods, and billing settings. keywords: [billing terms, billing glossary, subscription, plan, active member, unique member, seats, payment card, Expensify Card] -internalScope: Audience is workspace Owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. +internalScope: Audience is workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. contentType: topic platform: new @@ -47,11 +47,11 @@ A **member** is anyone who belongs to a workspace. Collect subscriptions bill based on **unique members**, which includes every member in the workspace, regardless of whether they used Expensify during the billing period. -Control subscriptions bill based on **active members**, which are members who performed billable activity during the billing period, such as creating, editing, submitting, approving, reimbursing, or exporting expense data. +Control subscriptions bill based on **active members**, which are members who performed billable activity during the billing period. Billable activity includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge. -You may also see the term **workspace Admin**, which refers to a member who manages workspace settings. +You may also see the term **Workspace Admin**, which refers to a member who manages workspace settings. -The **workspace Owner** is responsible for managing a workspace's subscription and payment method. +The **workspace owner** is responsible for managing a workspace's subscription and payment method. From 6954637b3d89e7e804f66750fc7adac8bdc73d7f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:18:02 -1000 Subject: [PATCH 007/127] Update billing responsibilities and ownership terminology Corrected capitalization and phrasing for clarity in the billing section. --- .../How-Subscriptions-Plans-and-Billing-Work.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md index d9a5724728ea..a6f98a4032c8 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md @@ -53,8 +53,8 @@ To learn more, see [How Your Plan and Subscription Determine Your Bill](understa ## Who pays the monthly bill -Each Workspace has an Owner who is responsible for the monthly bill. +Each Workspace has an owner, sometimes called the billing owner, who is responsible for the monthly bill. -Workspace Owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. +Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. -To learn more, see [Understand Workspace Ownership](Understand-Workspace-Ownership.md). +To learn more, see [Understand WWorkspace Ownership](Understand-Workspace-Ownership.md). From cab53f73fce558058b07c6117aa353e68a4c30b4 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:18:47 -1000 Subject: [PATCH 008/127] Update How-Subscriptions-Plans-and-Billing-Work.md --- .../How-Subscriptions-Plans-and-Billing-Work.md | 11 +++++------ 1 file changed, 5 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md index a6f98a4032c8..c4d60be346d6 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md @@ -20,15 +20,14 @@ Expensify offers two workspace plans: - **Collect**: Designed for small teams that need expense management and reimbursements. - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. -To learn which plan is right for your organization, see [Compare the Collect and Control Plans](understand-plans-and-subscriptions/Compare-Collect-and-Control-pLans.md). - +To learn which plan is right for your organization, see Compare the Collect and Control Plans. ## What is a subscription? A subscription determines how your workspace is billed. Depending on your workspace plan, you may have an Annual subscription or a Pay-per-use subscription. Your subscription affects your billing rate and may determine whether you qualify for reduced pricing. -To learn more, see [How subscriptions work](understand-plans-and-subscriptions/How-Subscriptions-Work.md). +To learn more, see How subscriptions work. ## How Expensify Card pricing works @@ -38,7 +37,7 @@ Organizations with an annual subscription qualify for different pricing tiers ba Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. -To learn more, see [Understand Expensify Pricing](understand-plans-and-subscriptions/Understand-Expensify-pricing.md). +To learn more, see Understand Expensify Pricing. ## How your monthly bill is calculated @@ -49,7 +48,7 @@ Your monthly Expensify bill is calculated based on: - The number of billable members - Whether your organization qualifies for reduced pricing through the Expensify Card -To learn more, see [How Your Plan and Subscription Determine Your Bill](understand-plans-and-subscriptions/How-Your-Plan-and-Subscription-Determine-Your-Bill.md). +To learn more, see How Your Plan and Subscription Determine Your Bill. ## Who pays the monthly bill @@ -57,4 +56,4 @@ Each Workspace has an owner, sometimes called the billing owner, who is responsi Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. -To learn more, see [Understand WWorkspace Ownership](Understand-Workspace-Ownership.md). +To learn more, see Understand Workspace Ownership. From c55b019b2510d072d49b69d5d571884a33a2a71e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:19:48 -1000 Subject: [PATCH 009/127] Update Understand-Billing-Terms-and-Definitions.md --- .../Understand-Billing-Terms-and-Definitions.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md index 40eed2aefa81..7dccc0847fa4 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -37,7 +37,7 @@ Subscription types include: Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. -To learn more, see [How Billing, Plans and Subscriptions Work](How-Billing-Plans-and-Subscriptions-Work.md). +To learn more, see How Billing, Plans and Subscriptions Work. --- @@ -67,7 +67,7 @@ For annual subscriptions, **subscription size** (sometimes called **seats**) is **Auto-increase annual seats** automatically increases your subscription size if your active member count exceeds your committed seats. -To learn more, see [Manage Annual subscription settings](Manage-Annual-Subscription-Settings.md). +To learn more, see Manage Annual subscription settings. --- @@ -84,5 +84,5 @@ You may also encounter the following billing terms: - **Billing currency** — the currency used to charge your subscription. - **Tax exempt status** — an approved tax exemption that removes eligible taxes from subscription charges. -To learn more, see [Review Your Expensify Billing Receipt](Review-your-Expensify-billing-receipt.md). +To learn more, see Review Your Expensify Billing Receipt. From c3c1771eabe10a954fbd477617a5ccc0df72b9b3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:35:30 -1000 Subject: [PATCH 010/127] Update and rename Add-a-payment-card-and-view-your-subscription.md to View-Your-Plan-and-Subscription.md --- ...payment-card-and-view-your-subscription.md | 138 ------------------ .../View-Your-Plan-and-Subscription.md | 51 +++++++ 2 files changed, 51 insertions(+), 138 deletions(-) delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md deleted file mode 100644 index eb345831fada..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Add-a-payment-card-and-view-your-subscription.md +++ /dev/null @@ -1,138 +0,0 @@ ---- -title: Manage Expensify Subscription -description: Learn how to manage your subscription, update billing details, request to cancel your subscription, or delete a workspace in New Expensify. -keywords: [New Expensify, billing owner, manage subscription, update payment card, cancel subscription, delete workspace, billing and subscriptions, subscription settings, can't delete workspace, can't cancel subscription] -internalScope: Audience is billing owners and Workspace Admins. Covers how to manage a paid subscription in New Expensify, including billing permissions and ownership transfer. Does not cover free workspaces or plan upgrades. ---- - -You can manage your Expensify subscription in **Account > Subscription**. From there, you can update your billing information, request to cancel your subscription, or delete a workspace if you're the billing owner. - ---- - -# Who can manage billing and subscription actions in New Expensify - -Only the **billing owner** can: - -- Add or change the payment card -- Request to cancel an annual subscription -- Delete a paid workspace - -If you don’t see these options, you’re likely not the billing owner. - -To confirm who the billing owner is: - -1. Go to the Workspaces tab (left side on web, bottom tab on mobile). -2. Look for the **Billing owner** column for the relevant workspace. - -You’ll need to be listed as the billing owner to make subscription changes. - ---- - -# Where to access subscription settings - -To manage your subscription: - -- **On web:** Click your profile icon, then go to **Account > Subscription** in the left-hand navigation tabs. -- **On mobile:** Tap the **Account** tab at the bottom, then select **Subscription**. - ---- - -# How to update your Expensify billing card - -If you're the billing owner, to add or change your Expensify billing card: - -1. Go to **Account > Subscription**. -2. Click **Add a payment card** or **Edit** next to your existing card. -3. Enter your new card details and click **Save**. - -If you don’t see these options, you’re likely not the billing owner. - ---- - -# How to manage your subscription details - -You can view and update your plan details from the **Subscription** section: - -- **Add a payment card**: Connect the credit card you want to use to pay for Expensify each month. -- **Current plan:** View your subscription type and number of seats. -- **Billing info:** See your payment method and next renewal date. -- **Auto-renew:** Check when your subscription will automatically renew (e.g., **Renews on Nov 1, 2026**). -- **Credit balance:** If your account has prepaid Expensify credits, this row displays your current credit balance. It appears only when you have a positive balance. -- **Auto-increase annual seats:** See how much you could save by automatically increasing seats if your team grows. - -**Note:** Enabling auto-increase will extend your annual subscription end date. - -To access the **Subscription** section: - -- **On web:** Click your profile icon, then go to **Account > Subscription **in the navigation tabs on the left. -- **On mobile:** Tap the **Account** tab at the bottom, then select **Subscription**. - - ---- - -# How to request to cancel an annual subscription -## How to request to cancel an annual subscription -1. Go to **Account > Subscription**. -2. Click **Cancel subscription**. -3. Follow the prompts. Your request may be processed automatically or reviewed by our team. - ---- - -# How to stop billing for a paid workspace - -To stop being charged for Expensify, you’ll need to either: - -- **Delete the paid workspace**, or -- **Transfer billing ownership** to another member. - -**Note:** If you’re on an annual subscription, you can’t delete your last workspace unless you’ve first canceled your subscription. - ---- - -## How to delete a workspace in Expensify - -Only the **billing owner** can delete a workspace. - -1. On web, go to the **Workspaces** tab in the left navigation. - On mobile, tap the **Workspaces** tab at the bottom. -2. Find the workspace you want to delete. -3. Click the three dots next to it and select **Delete workspace**. -4. Confirm when prompted. - -**Note:** This action is permanent and cannot be undone. - ---- - -## How to transfer billing ownership in Expensify - -To transfer billing responsibility to another **Workspace Admin**, ask that member to [follow these steps to transfer billing ownership](LINK). - -Only Workspace Admins can transfer billing ownership to themselves - it’s not possible for someone else to transfer ownership to them. - ---- - -# What to do if you can’t update a subscription - -If you’re blocked from updating billing settings, requesting cancellation of your subscription, or deleting a workspace, it’s likely because you’re not the billing owner. -If you are a Workspace Admin, you can transfer billing ownership to yourself by following the steps to [transfer billing ownership](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview#how-to-transfer-billing-ownership). - ---- - -# FAQ - -## Why don’t I see the option to cancel or delete my workspace? - -Only the billing owner can request to cancel a subscription or delete a workspace. To confirm if you're the billing owner, go to the **Workspaces** tab and check the **Billing owner** column for the relevant workspace. - ---- - -## Can I delete a workspace if I’m on an annual subscription? - -Only if your subscription has been canceled. Otherwise, you’ll need to either wait for the subscription to end or cancel your subscription first. - ---- - -## Will deleting a workspace stop all billing? - -No — billing continues as long as you own any paid workspace. To fully stop billing, you’ll need to delete or transfer **all** paid workspaces associated with your account. - diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md new file mode 100644 index 000000000000..1048ab3e1a0b --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md @@ -0,0 +1,51 @@ +--- +title: View Your Plan and Subscription +description: See your current workspace plan and subscription details. +keywords: [New Expensify, current plan, view plan, pricing, billing rate, per member, Collect, Control, billing owner, subscription, workspace owner] +internalScope: Audience is workspace owners. Covers how to view the current Workspace plan and billing rate under Account > Subscription. Does not cover how to change, enable, or configure a plan or subscription. +retrievalIntent: How to view your current plan and subscription. +contentType: task +platform: new +--- + +# View Your Plan and Subscription + +Workspace owners can confirm which plan they're on— Collect or Control—and the subscription that determines their Expensify bill under **Account > Subscription**. + +--- + +## Who can view Subscriptions + +Only the workspace owner can view the **Subscription** page. If you don't see **Subscription** under **Account**, you're not a workspace owner. + +--- + +## How to view your current plan and subscription + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Account** > **Subscription**. +2. Scroll to the **Your plan** section to view your plan. +3. Choose **Subscription settings** to view your subscription details. + +--- + +## Related Articles + + - Understand Expensify pricing. + - How your plan and subscription determine your bill + - Compare Collect and Control plans + +--- + +# FAQ + + +## Why is my Control rate shown as a starting price? + +Control pricing depends on your subscription type and your organization's qualifying Expensify Card usage, so it's displayed as a starting rate per active member. The lowest rate applies when you have an annual subscription and qualifying Expensify Card usage. To learn more, see Understand Expensify Pricing. + +## How do I find the workspace owner? + +To find the owner of a workspace you're a member of: + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Workspaces**. +2. Find your workspace and check the **Owner** column. From 9fda5b9b2f6838f9143ff4c9be0b9b298cd31011 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 14:50:58 -1000 Subject: [PATCH 011/127] Update and rename Changing-Your-Workspace-Plan.md to Change-Your-Workspace-Plan.md --- .../Change-Your-Workspace-Plan.md | 61 +++++++++++++++++++ .../Changing-Your-Workspace-Plan.md | 55 ----------------- 2 files changed, 61 insertions(+), 55 deletions(-) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md new file mode 100644 index 000000000000..742b37528619 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md @@ -0,0 +1,61 @@ +--- +title: Change Your Workspace Plan +description: Switch a workspace between the Collect and Control plans from the workspace's Plan type setting. +keywords: [New Expensify, change workspace plan, switch plan, Collect plan, Control plan, plan type, upgrade, downgrade, upgrade to Control, downgrade to Collect, workspace admin] +internalScope: Audience is workspace owners. Covers how to switch a workspace between the Collect and Control plans. Does not cover the differences between the plans or how to change a subscription. +retrievalIntent: How to switch a workspace between Collect and Control. +contentType: task +platform: new +--- + +# Change Your Workspace Plan + +Every workspace uses either the Collect or Control plan. Your workspace plan determines which features are available. If your needs change, you can switch plans from the workspace's **Plan type** setting. + +Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. + +To learn which plan is right for your organization, see Compare Collect and Control plans. + +--- + +## Who can change the workspace plan + +Only the workspace owner can change the workspace plan. Changing the plan may change the monthly Expensify bill. + +To learn more, see How Your Plan and Subscription Determine Your Bill. + +--- + +## How to switch between the Collect and Control plans + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Workspaces > [workspace name]**. +2. Select **Overview**. +3. Select **Plan type**. +4. Choose **Collect** or **Control**. +5. Confirm your selection. + +**Note:** If your workspace is on the Control plan with an Annual subscription, you can't downgrade to Collect until your subscription term ends. To learn more, see When You Can Change Your Plan. + +--- + +## Related articles + + - How to View Your Current Plan and Subscription + - Understand Expensify pricing + +--- + +# FAQ + +## Can I switch back to Control after downgrading to Collect? + +Yes. You can move a workspace between Collect and Control whenever your needs change by returning to the **Plan type** setting. + +## Why is my Plan type locked? + +This happens when you're on the Control plan with an Annual subscription. You've committed to your active members on Control until the subscription term ends, so you can't downgrade to Collect before that date. The locked message shows exactly when your term ends. + +## Why can't I downgrade my invoiced subscription? + +You can't downgrade the plan on an invoiced subscription from the app. Reach out to your account manager or Concierge to discuss or make changes to your subscription. + diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md deleted file mode 100644 index 68edcad0b0d0..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Changing-Your-Workspace-Plan.md +++ /dev/null @@ -1,55 +0,0 @@ ---- -title: Change Workspace Plan -description: Learn how to update or cancel your Expensify workspace subscription, downgrade to a free account, or delete a workspace entirely. -keywords: [New Expensify, change subscription, cancel, cancel subscription, downgrade annual subscription, delete workspace, free account, billing owner, transfer billing, cancel plan, downgrade, downgrade to free, per member to free, unsubscribe, stop subscription, end subscription, cancel billing] -internalScope: Audience is billing owners. Covers how to change workspace plans and downgrade from annual billing. Does not cover personal account changes or domain-level billing controls. ---- - -If you're the billing owner of a workspace, this guide walks you through how to change your subscription plan or downgrade from annual billing. - ---- - -# How to change your workspace plan - -To switch to a different plan: - -1. Use the **navigation tabs** (on the left on web, and at the bottom on mobile) to go to **Account > Subscription**. -2. Click **Explore all plans**. -3. Choose the plan that best fits your needs. ---- - -# How to downgrade an Annual Subscription to a free account - -If you're on an Annual Subscription (a 12-month commitment), you may be eligible for early cancellation and a switch to a free account: - -1. Use the **navigation tabs** (on the left on web, and at the bottom on mobile) to go to **Account > Subscription**. -2. Select **Cancel subscription**. -3. Follow the prompts. Your request may be processed automatically or reviewed by our team. - -**Note:** Cancellation requests are subject to eligibility review. - ---- - -# How to delete a Pay-per-use workspace - -If you're on a Pay-per-use plan and want to stop billing entirely: - -1. Go to **Account > Subscription**. -2. Click the **⋮ menu** next to your workspace name. -3. Select **Delete workspace**. - ---- - -# FAQ - -## When my workspace is deleted, will my expenses be deleted? - -No. Expensify retains your expenses and reports even if your workspace is deleted. Your data is only removed if you close your entire Expensify account. - -## Can I reopen a deleted workspace? - -No. Once a workspace is deleted, it cannot be reopened or reactivated. To use Expensify again with a group setup, you'll need to create a new workspace. - -## What happens to company cards if I delete a workspace? - -Deleting a workspace will permanently remove workspace-specific settings like company cards. However, your expenses and reports will remain unless you close your Expensify account entirely. From 74d649756ddfba0c0798921221988f710ca88a7a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 15:07:01 -1000 Subject: [PATCH 012/127] Update and rename Plan-types-and-pricing.md to Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 76 +++++++++++++++++++ .../Plan-types-and-pricing.md | 37 --------- 2 files changed, 76 insertions(+), 37 deletions(-) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md new file mode 100644 index 000000000000..be557b77a128 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md @@ -0,0 +1,76 @@ +--- +title: Compare Collect and Control Plans +description: Compare the features and capabilities of the Collect and Control plans to determine which is right for your organization. +keywords: [Collect plan, Control plan, compare plans, Expensify plans, Workspace plans] +internalScope: Audience is anyone evaluating Expensify plans. Covers the differences between the Collect and Control plans. Does not cover change subscriptions or plans. +retrievalIntent: Feature comparison to choose Collect vs Control. +--- + +# Compare Collect and Control Plans + +Expensify offers two Workspace plans: **Collect** and **Control**. Both help you manage expenses and company spending, but they're designed for organizations with different needs. + +For a full list of features and plan comparison, see [Expensify pricing and plans](https://www.expensify.com/pricing). + +## When you should choose the Collect plan + +Choose Collect if your organization needs: + + - Expense tracking and receipt scanning + - Employee reimbursements + - A simple approval workflow + - Basic accounting integrations + - An easy-to-manage solution for a small team + +Collect is suited for smaller organizations with straightforward expense management needs. + +## When you should choose the Control plan + +Choose Control if your organization needs: + + - Multi-level approval workflows + - Company card management + - Advanced accounting integrations + - HR and payroll integrations + - Bank feeds and reconciliation + - Enterprise security features such as SAML/SSO + - Greater control over company spending + +Control is designed for organizations that need more advanced financial controls and automation. + +## What features are included in each plan? + +The table below summarizes the most important differences. For the complete, up-to-date feature list, see [Expensify pricing and plans](https://www.expensify.com/pricing). + +| Feature | **Collect Plan** | **Control Plan** | +|------------------------|----------------------------------------------|--------------------------------------------------| +| **Best for** | Small teams with up to 10 members | Mid-size to large teams with 10–1,000 members | +| **Base cost**¹ | $5 per member/month | $9–36 per member/month | +| **SmartScans** | ✅ Unlimited | ✅ Unlimited | +| **Expensify Card** | ✅ Smart Limits and 1–2% cash back | ✅ Smart Limits and 1–2% cash back | +| **Expense approvals** | ✅ Single approver | ✅ Multiple approvers | +| **ACH reimbursements** | ✅ Unlimited | ✅ Unlimited | +| **Bank feed support** | ❌ Not available | ✅ Card feeds and reconciliation | +| **Accounting sync** | ✅ QuickBooks Online, Xero | ✅ NetSuite, Sage Intacct, QuickBooks Desktop | +| **HR & payroll sync** | ❌ Not available | ✅ Gusto, TriNet, Certinia, Workday | +| **Security & control** | ❌ Not available | ✅ SAML/SSO and admin-enforced controls | + +## How do plans affect pricing? + +Your workspace plan is one factor that determines your subscription cost. Pricing also depends on your subscription type and, for Control Workspaces, your organization's Expensify Card usage. + +To learn more, see How Your Plan and Subscription Determine Your Bill. + +# FAQ + +## Can I change my workspace plan later? + +Yes. If your organization's needs change, you can switch between the Collect and Control plans. However, if you are on an annual subscription, you may need to wait until your current subscription term ends before downgrading your plan. To learn more, see Change Your Workspace Plan. + +## Does every Workspace need a plan? + +Yes. Every Workspace is created with either the Collect or Control plan. + +## Does the Expensify Card work with both plans? + +Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. To learn more, see Understand Expensify Pricing. diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md deleted file mode 100644 index 7face649b6c1..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Plan-types-and-pricing.md +++ /dev/null @@ -1,37 +0,0 @@ ---- -title: Expensify Plan Types and Pricing -description: A breakdown of Expensify's Collect and Control plans, with pricing, features, and subscription discounts. -keywords: [New Expensify, plan types, pricing, Collect plan, Control plan, subscription discounts, member pricing, Expensify Card, free for individuals] ---- - - -Expensify offers flexible pricing to match your team’s size and needs, whether you're self-employed or managing a growing business. - ---- - -# Choosing the Right Plan - -Expensify offers two main subscription plans: - -| Feature | **Collect Plan** | **Control Plan** | -|------------------------|----------------------------------------------|--------------------------------------------------| -| **Best for** | Small teams with up to 10 members | Mid-size to large teams with 10–1,000 members | -| **Base cost**¹ | $5 per member/month | $9–36 per member/month | -| **SmartScans** | ✔ Unlimited | ✔ Unlimited | -| **Expensify Card** | ✔ Smart Limits and 1–2% cash back | ✔ Smart Limits and 1–2% cash back | -| **Expense approvals** | ✔ Single approver | ✔ Multiple approvers | -| **ACH reimbursements** | ✔ Unlimited | ✔ Unlimited | -| **Bank feed support** | ❌ Not available | ✔ Card feeds and reconciliation | -| **Accounting sync** | ✔ QuickBooks Online, Xero | ✔ NetSuite, Sage Intacct, QuickBooks Desktop | -| **HR & payroll sync** | ❌ Not available | ✔ Gusto, TriNet, Certinia, Workday | -| **Security & control** | ❌ Not available | ✔ SAML/SSO and admin-enforced controls | - -**Control Plan Pricing**: -- $9/member with an **Annual Subscription** *and* Expensify Card usage -- $18/member with an **Annual Subscription** only -- $36/member with a **no-commitment** (monthly) subscription - -The Collect Plan is always $5/member, regardless of subscription type or card use. - -**Note:** Expensify Cards generate 1% cash back on all U.S. purchases, or 2% if you spend $250K+/month across cards. - From 837a8cb0b2ce98ea5c2edd8137d28e6855ef0e57 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 15:13:58 -1000 Subject: [PATCH 013/127] Update and rename Tax-Exemption.md to Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 55 +++++++++++++++++++ .../manage-billing/Tax-Exemption.md | 47 ---------------- 2 files changed, 55 insertions(+), 47 deletions(-) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md new file mode 100644 index 000000000000..36cf63c8dc65 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md @@ -0,0 +1,55 @@ +--- +title: Request Tax Exemption +description: Learn how to request tax exemption for your Expensify subscription by submitting your organization's tax exemption documentation. +keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonprofit billing, VAT, ST-119, 501(c)] +internalScope: Audience is Workspace Admins and billing contacts. Covers requesting tax-exempt status for an Expensify subscription. Does not cover removing tax-exempt status or tax refund requests. +contentType: task +etrievalIntent: Request tax exemption for an Expensify subscription. +--- + +# Request Tax Exemption + +If your organization is exempt from sales tax, you can request tax exempt status for your Expensify subscription by submitting your exemption documentation to Concierge. + +## Who can request tax exemption + +Workspace Admins or the workspace owner for the subscription can request tax-exempt status. + +To qualify, you'll need documentation proving your organization's tax-exempt status. Accepted documents include: + + - IRS 501(c) determination letter + - ST-119 certificate + - Foreign tax-exempt declaration + +Your documentation should include your VAT number (or RUT if your organization is based in Chile), when applicable. + +## How to request tax exemption + +1. Go to **Account** > **Subscription** > **Subscription settings**. +2. Click **Tax exempt status**. +3. A chat with Concierge will open automatically. +4. Tell Concierge that your organization is tax-exempt. +5. Attach a PDF of your tax-exempt documentation. +6. Submit your request. + + + +## What happens after you request tax exemption + +Our team reviews your documentation and contacts you if additional information is required. + +After your request is approved, sales tax will no longer be applied to future Expensify subscription invoices. + +# FAQ + +## What happens to bills that included tax before my exemption was approved? + +If you were charged sales tax before your tax-exempt status was approved, contact Concierge or your Account Manager to request a refund of the tax amount. + +## How do I remove tax exempt status? + +If your organization is no longer tax-exempt, contact Concierge or your Account Manager and request that your tax-exempt status be removed. After the change is processed, sales tax will be applied to future subscription invoices, where applicable. diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md deleted file mode 100644 index a300bfc06bc3..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Tax-Exemption.md +++ /dev/null @@ -1,47 +0,0 @@ ---- -title: Tax Exempt Status -description: Learn how to request tax-exempt status in Expensify if your organization is exempt from sales tax. -keywords: [New Expensify, tax exempt, tax exemption, remove tax from bill, nonprofit billing, VAT, ST-119, 501(c)] ---- - -If your organization qualifies as tax-exempt, you can request to remove sales tax from your Expensify subscription. This guide shows you how to submit the documentation required for tax exemption. - -**Accepted documents include:** - - IRS 501(c) - - ST-119 - - Foreign tax-exempt declarations - -**Note:** Your documentation should include your VAT number (or RUT in Chile). - ---- - -# Request Tax-Exempt Status - -**To request tax-exempt status for your Expensify subscription:** - -1. Go to **Account > Subscription > Subscription settings**. -2. Click **Tax exempt status**. -3. Selecting **Tax exempt status** will begin a chat with Concierge. -4. From there, communicate that your account is tax-exempt and attach a PDF of your tax-exempt document. -5. Our team will review your submission and follow up if additional info is needed. -6. Once verified, your account will be updated to reflect the tax exemption. - -**Note:** After your tax-exempt status is confirmed, state tax will no longer be applied to future bills. - ---- - -# Remove Tax-Exempt Status - -**To remove your tax exemption:** - -- Contact your Account Manager, or -- Message Concierge and request the change. - ---- - -# FAQ - -## What happens to past bills that included tax? - -If you were charged tax before receiving tax-exempt status, we can refund the tax amount. Contact your Account Manager or Concierge to request a refund. - From 1a2d304ae16508cec390e515124f288c2d4ebec9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:33:21 -1000 Subject: [PATCH 014/127] Revise Expensify pricing details and billing information Updated the article to reflect current pricing for Collect and Control Workspaces, including subscription rates, annual pricing, and localized pricing. Added details on billing eligibility and how the Expensify Card discount works. --- .../Billing-Overview.md | 194 ------------------ .../Understand-Expensify-Pricing.md | 139 +++++++++++++ 2 files changed, 139 insertions(+), 194 deletions(-) delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md deleted file mode 100644 index d3be18108c97..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Billing-Overview.md +++ /dev/null @@ -1,194 +0,0 @@ ---- -title: Billing and Subscriptions -description: Learn how Collect and Control plans are billed in different currencies, how card usage affects pricing, and which members are charged. -keywords: [localized billing, pricing, Collect, Control, subscription, billing currency, seat count, Expensify Card, workspace eligibility] -internalScope: Audience is Workspace Admins. Covers pricing for Collect and Control plans across multiple currencies, eligibility rules, and how billing is calculated. Does not cover ownership transfer or billing issue resolution. ---- - - -Expensify offers two subscription plans — **Collect** and **Control** — designed to scale with your team's needs. This article explains how each plan is billed, pricing by currency, and how to manage your billing setup. - ---- - -# Subscription pricing by currency - -

    Select your billing currency:

    - - - -

    - -
    -

    💵 USD pricing

    - Collect -
      -
    • $5 per unique member/month
      • -
    • Month-to-month — no annual contract
      • -
    • 1% cash back with the Expensify Card
      • -
    - Control -
      -
    • $9 per active member/month with Annual Subscription + Card usage (50%+ US spend)
      • -
    • $18 per active member/month without Card
      • -
    • $36 per active member/month for pay-per-use (no commitment)
      • -
    • Earn up to 2% cash back (applied to your bill or bank account)
      • -
    -
    - - - - - - - - - - - ---- - -# Who gets billed - -## Collect plan - -- Every **unique member** added to a workspace, regardless of activity -- Charges adjust monthly as members are added or removed - -## Control plan - -- Every **active member** who creates, submits, approves, reimburses, or exports reports -- Includes Copilots and automated Concierge actions -- Add users anytime (extends your subscription term) -- Remove users only after the term ends - ---- - -# Billing eligibility and details - -## 💳 Expensify Card usage (US Only) - -- **Collect:** Card is optional — but earns 1% cash back on US spend -- **Control:** Card is required for discounted pricing and cash back - -## 📅 Collect plan eligibility - -- Applies to customers whose **first workspace** was created on or after **April 1, 2025** - -## 🌍 Localized billing - -- Pricing is available in **USD, GBP, EUR, AUD, and NZD** -- All pricing auto-adjusts based on your currency selection - -## 🧾 Where to find your billing receipts - -- **Web:** Go to `Account > Settings > Subscription` -- **Mobile:** Tap the **Settings** tab, then select **Subscription** - ---- - -# How to transfer billing ownership - -To transfer billing ownership of a workspace: - -1. Confirm the new owner is a **Workspace Admin** -2. Have them go to: - - **Web:** `Settings > Workspaces > [Workspace Name] > Members` - - **Mobile:** Tap the hamburger menu, then go to **Workspaces > [Workspace Name] > Members** -3. Click or tap the current billing owner’s name -4. Select **Transfer Ownership** -5. The new owner adds a payment card -6. Ownership transfers on the **1st of the next month** - ---- - -# FAQ - -## Why am I being charged more than the current Collect pricing? - -If your first workspace was created **before April 1, 2025**, you're on a legacy pricing structure. Reach out to **Concierge** or your **Account Manager** if you have questions about your billing. - -## Is the Expensify Card required to use Collect or Control? - -- **Collect:** No, the card is optional. -- **Control:** No, but card usage unlocks discounted pricing and up to 2% cash back. - -## Can I switch between plans? - -Yes! To change your plan: -- Go to **Settings > Workspaces > [Workspace Name] > Settings** -- Choose between **Collect** and **Control** based on your team's needs - -## What if I need to change the billing owner? - -See [How to transfer billing ownership](#) for step-by-step instructions on how another Workspace Admin can take over billing responsibilities. - diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md new file mode 100644 index 000000000000..77f58b023784 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md @@ -0,0 +1,139 @@ +--- +title: Understand Expensify Pricing +description: Learn the current pricing for Collect and Control Workspaces, including subscription rates, Annual pricing, Expensify Card discounts, localized pricing, and legacy Collect pricing. +keywords: [billing, pricing, Collect, Control, subscription, currency, seat count, Expensify Card, workspace eligibility, NZD billing, GBP billing, EUR billing, AUD billing] +internalScope: Covers current pricing for Collect and Control Workspaces, Annual and Pay-per-use subscriptions, localized pricing, Expensify Card discounts, and legacy Collect pricing. Does not explain how subscription charges are calculated or how to manage subscriptions. +retrievalIntent: Current subscription pricing, Annual pricing, Expensify Card discounts, legacy Collect pricing, localized pricing. +contentType: topic +platform: new +--- + +# Understand Expensify pricing + +Expensify pricing depends on your Workspace plan, subscription type, billing currency, and, for some subscriptions, qualifying Expensify Card usage. This article lists the current subscription rates and pricing rules. + +For an explanation of how subscription charges are calculated, see How Your Plan and Subscription Determine Your Bill. + +## Find your subscription price + +Select your billing currency to view the subscription prices. + +
    + +| Workspace plan | Subscription | Price | +| -------------- | ------------ | ----- | +| **Collect** | Pay-per-use | **$5** per unique member/month | +| **Control** | Annual | **$18** per member included in your subscription size/month, plus **$36** per active member above your subscription size/month | +| **Control** | Pay-per-use | **$36** per active member/month | + +

    *Annual Control subscriptions may qualify for an Expensify Card discount.

    + +
    + + + + + + + + + +--- + +## How Annual subscription pricing works + +An Annual subscription is a 12-month commitment to a subscription size that you choose when you start the subscription. + +Each month, you're billed for every member included in your subscription size, regardless of activity. If the number of active members exceeds your subscription size, each additional active member is billed at the Pay-per-use rate. + +During your subscription term: + + - You can increase your subscription size at any time. + - You can't decrease your subscription size until your subscription renews. + +For more information about managing an Annual subscription, see Manage Annual Subscription Settings. + +--- + +## How the Expensify Card discount works + +Control Workspaces with an Annual subscription can receive up to 50% off their subscription price. + +If at least 25% of workspace spend is incurred on the Expensify Card, your subscription discount matches that percentage, up to a maximum discount of 50%. If less than 25% of workspace spend is incurred on the Expensify Card, no discount is applied. + +For example, on USD billing: + - If 50% of your qualifying spend is on the Expensify Card, you receive a 50% discount and your price is $9 per member in your subscription size. + - If 35% of your qualifying spend is on the Expensify Card, you receive a 35% discount and your subscription price is $11.70 per member in your subscription size. + +To qualify for the discount, Expensify Card spend must be incurred in USD and approved during the billing month. + +## Understand legacy Collect pricing + +The current Collect pricing applies only if your organization's first workspace was created on or after April 1, 2025. + +If your organization's first Workspace was created before April 1, 2025, your Workspace remains on legacy Collect pricing. + +Legacy Collect pricing is: + +| Subscription | Price (USD) | +| ------------ | --------------------------: | +| Annual | $5 per active member/month | +| Pay-per-use | $10 per active member/month | + +Legacy Collect subscriptions use active members for billing instead of unique members. + +To learn about the difference between active members and unique members, see Understand Billing Terms and Definitions. + +--- + +# FAQ + +## Does every customer qualify for the current Collect price? + +No. The current Collect price applies only if your organization's first Workspace was created on or after **April 1, 2025**. + +## Why does Control pricing start at a lower price for some customers? + +Annual Control subscriptions can receive up to 50% off through qualifying Expensify Card usage. The discount depends on the percentage of approved workspace spend made using the Expensify Card. + +## Are localized prices converted from USD? + +No. Expensify uses fixed regional pricing rather than converting prices based on daily exchange rates. + +## Are taxes included in the prices shown? + +No. Applicable taxes are calculated separately based on your billing location and tax status. + + From eff09db818aadaabcf7ce24a67662aa39d8fde5c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:39:38 -1000 Subject: [PATCH 015/127] Update How-Subscriptions-Plans-and-Billing-Work.md --- .../How-Subscriptions-Plans-and-Billing-Work.md | 7 ++++--- 1 file changed, 4 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md index c4d60be346d6..95e1174bb688 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md @@ -21,13 +21,14 @@ Expensify offers two workspace plans: - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. To learn which plan is right for your organization, see Compare the Collect and Control Plans. + ## What is a subscription? A subscription determines how your workspace is billed. Depending on your workspace plan, you may have an Annual subscription or a Pay-per-use subscription. Your subscription affects your billing rate and may determine whether you qualify for reduced pricing. -To learn more, see How subscriptions work. +To learn more, see How Subscriptions Work. ## How Expensify Card pricing works @@ -37,7 +38,7 @@ Organizations with an annual subscription qualify for different pricing tiers ba Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. -To learn more, see Understand Expensify Pricing. +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing). ## How your monthly bill is calculated @@ -56,4 +57,4 @@ Each Workspace has an owner, sometimes called the billing owner, who is responsi Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. -To learn more, see Understand Workspace Ownership. +To learn more, see [Understand Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership). From c098efc81cfa9ab2a178f3a5173330a47ecd1fa9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:42:11 -1000 Subject: [PATCH 016/127] Update Understand-Billing-Terms-and-Definitions.md --- .../Understand-Billing-Terms-and-Definitions.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md index 7dccc0847fa4..1111767a4514 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -13,7 +13,7 @@ order: 2 Subscription billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. -Most billing terminology is intended for workspace Owners, since only workspace Owners manage workspace subscriptions. +Most billing terminology is intended for workspace owners, since only workspace owners manage subscriptions. --- @@ -37,7 +37,7 @@ Subscription types include: Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. -To learn more, see How Billing, Plans and Subscriptions Work. +To learn more, see [How Billing, Plans and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work). --- @@ -67,7 +67,7 @@ For annual subscriptions, **subscription size** (sometimes called **seats**) is **Auto-increase annual seats** automatically increases your subscription size if your active member count exceeds your committed seats. -To learn more, see Manage Annual subscription settings. +To learn more, see Manage Annual Subscription Settings. --- From b4a7aaff610c079e5bc29da0744e09b17da7b7a7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:46:17 -1000 Subject: [PATCH 017/127] Update Understand-Workspace-Ownership.md --- .../Understand-Workspace-Ownership.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md index 79e564af9f0b..64ea7304503e 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md @@ -64,6 +64,6 @@ To learn more, see Take Over Workspace Ownership. ## Related articles -- Understand billing terms and definitions. -- How Billing, Plans, and Subscriptions Work. +- [Understand Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions) +- [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work) From c7a15aec33d3bf7dfe89d404ceb303e7c8ac55f5 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:50:17 -1000 Subject: [PATCH 018/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 8 ++++++-- 1 file changed, 6 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md index be557b77a128..c80a97966e9d 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md @@ -65,7 +65,9 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. ## Can I change my workspace plan later? -Yes. If your organization's needs change, you can switch between the Collect and Control plans. However, if you are on an annual subscription, you may need to wait until your current subscription term ends before downgrading your plan. To learn more, see Change Your Workspace Plan. +Yes. If your organization's needs change, you can switch between the Collect and Control plans. However, if you are on an annual subscription, you may need to wait until your current subscription term ends before downgrading your plan. + +To learn more, see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan). ## Does every Workspace need a plan? @@ -73,4 +75,6 @@ Yes. Every Workspace is created with either the Collect or Control plan. ## Does the Expensify Card work with both plans? -Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. To learn more, see Understand Expensify Pricing. +Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. + +To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). From 4d25973897259684f66e66d8d2856d8ec487db4d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:52:28 -1000 Subject: [PATCH 019/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 10 ++-------- 1 file changed, 2 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md index 77f58b023784..6bf72b08107e 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md @@ -114,7 +114,7 @@ Legacy Collect pricing is: Legacy Collect subscriptions use active members for billing instead of unique members. -To learn about the difference between active members and unique members, see Understand Billing Terms and Definitions. +To learn about the difference between active members and unique members, see [Understand Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definition#what-member-terms-mean). --- @@ -122,11 +122,7 @@ To learn about the difference between active members and unique members, see Und ## Does every customer qualify for the current Collect price? -No. The current Collect price applies only if your organization's first Workspace was created on or after **April 1, 2025**. - -## Why does Control pricing start at a lower price for some customers? - -Annual Control subscriptions can receive up to 50% off through qualifying Expensify Card usage. The discount depends on the percentage of approved workspace spend made using the Expensify Card. +No. The current Collect price applies only if your organization's first Workspace was created on or after April 1, 2025. ## Are localized prices converted from USD? @@ -135,5 +131,3 @@ No. Expensify uses fixed regional pricing rather than converting prices based on ## Are taxes included in the prices shown? No. Applicable taxes are calculated separately based on your billing location and tax status. - - From ad26c16d183bdaca856d53d11066e29d3e4eff27 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:55:38 -1000 Subject: [PATCH 020/127] Update Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 20 ++++++------------- 1 file changed, 6 insertions(+), 14 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md index 36cf63c8dc65..8e127b92b3ff 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md @@ -3,8 +3,8 @@ title: Request Tax Exemption description: Learn how to request tax exemption for your Expensify subscription by submitting your organization's tax exemption documentation. keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonprofit billing, VAT, ST-119, 501(c)] internalScope: Audience is Workspace Admins and billing contacts. Covers requesting tax-exempt status for an Expensify subscription. Does not cover removing tax-exempt status or tax refund requests. +retrievalIntent: Request tax exemption for an Expensify subscription. contentType: task -etrievalIntent: Request tax exemption for an Expensify subscription. --- # Request Tax Exemption @@ -25,22 +25,14 @@ Your documentation should include your VAT number (or RUT if your organization i ## How to request tax exemption -1. Go to **Account** > **Subscription** > **Subscription settings**. -2. Click **Tax exempt status**. -3. A chat with Concierge will open automatically. -4. Tell Concierge that your organization is tax-exempt. -5. Attach a PDF of your tax-exempt documentation. -6. Submit your request. - - +1. Go to **Account** > **Subscription**. +2. Select **Subscription settings**. +3. Click **Tax exempt status**. +4. A chat with Concierge will open automatically. Tell Concierge that your organization is tax-exempt and attach a PDF of your tax-exempt documentation. ## What happens after you request tax exemption -Our team reviews your documentation and contacts you if additional information is required. +Our team reviews your documentation and contacts you if additional information is required. Once your request has been processed, Concierge will send you a message to confirm your account has tax exempt status. After your request is approved, sales tax will no longer be applied to future Expensify subscription invoices. From 8fce9d40b1cd11a11058735ef3a25cf64da497fb Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 16:58:46 -1000 Subject: [PATCH 021/127] Update Change-Your-Workspace-Plan.md --- .../Change-Your-Workspace-Plan.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md index 742b37528619..dd0561fd0f7f 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md @@ -14,7 +14,7 @@ Every workspace uses either the Collect or Control plan. Your workspace plan det Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. -To learn which plan is right for your organization, see Compare Collect and Control plans. +To learn which plan is right for your organization, see C[ompare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). --- @@ -40,8 +40,8 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. ## Related articles - - How to View Your Current Plan and Subscription - - Understand Expensify pricing + - [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription) + - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing) --- From 4f42ccbf225e6ab214eaa559813de81d882e8a1e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:05:37 -1000 Subject: [PATCH 022/127] Update View-Your-Plan-and-Subscription.md --- .../View-Your-Plan-and-Subscription.md | 15 ++++++--------- 1 file changed, 6 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md index 1048ab3e1a0b..ad4404784b87 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md @@ -30,22 +30,19 @@ Only the workspace owner can view the **Subscription** page. If you don't see ** ## Related Articles - - Understand Expensify pricing. - - How your plan and subscription determine your bill - - Compare Collect and Control plans + - [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work) + - [Change Your Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan) --- # FAQ - ## Why is my Control rate shown as a starting price? -Control pricing depends on your subscription type and your organization's qualifying Expensify Card usage, so it's displayed as a starting rate per active member. The lowest rate applies when you have an annual subscription and qualifying Expensify Card usage. To learn more, see Understand Expensify Pricing. +Control pricing depends on your subscription type and your organization's qualifying Expensify Card usage, so it's displayed as a starting rate per active member. The lowest rate applies when you have an annual subscription and qualifying Expensify Card usage. -## How do I find the workspace owner? +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing). -To find the owner of a workspace you're a member of: +## How do I find the workspace owner? -1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Workspaces**. -2. Find your workspace and check the **Owner** column. +To find the owner of a workspace you're a member of, see [What is a Workspace Owner](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership). From a758c031b78872993fd6abf5ba83749598c9ebcb Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:11:36 -1000 Subject: [PATCH 023/127] Update How-Subscriptions-Plans-and-Billing-Work.md --- .../How-Subscriptions-Plans-and-Billing-Work.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md index 95e1174bb688..535034df6641 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md @@ -20,7 +20,7 @@ Expensify offers two workspace plans: - **Collect**: Designed for small teams that need expense management and reimbursements. - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. -To learn which plan is right for your organization, see Compare the Collect and Control Plans. +To learn which plan is right for your organization, see [Compare the Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). ## What is a subscription? From a32774c00a5f335a16aaed0a24fef8a607ed02a6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:17:15 -1000 Subject: [PATCH 024/127] Update redirects.csv --- docs/redirects.csv | 4 ++++ 1 file changed, 4 insertions(+) diff --git a/docs/redirects.csv b/docs/redirects.csv index ab7bc631a2a7..950603b73d4c 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -991,3 +991,7 @@ https://help.expensify.com/articles/travel/travel-invoicing/Book-Travel-Using-Tr https://help.expensify.com/articles/travel/travel-invoicing/Complete-a-Hotel-Stay-Using-Travel-Invoicing,https://help.expensify.com/articles/travel/consolidated-travel-billing/Complete-a-Hotel-Stay-Using-Consolidated-Travel-Billing https://help.expensify.com/travel/hubs/travel-invoicing,https://help.expensify.com/travel/hubs/consolidated-travel-billing/ https://help.expensify.com/travel/hubs/travel-invoicing/,https://help.expensify.com/travel/hubs/consolidated-travel-billing/ +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption From 2c2049f14020f5507a5ec58b624ee167fba2841c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:20:18 -1000 Subject: [PATCH 025/127] Update redirects.csv --- docs/redirects.csv | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/redirects.csv b/docs/redirects.csv index 950603b73d4c..864370261f52 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -995,3 +995,4 @@ https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add- https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://help.expensify.com/articles/new-expensify/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans From b93162bcfceb5b3570fcdde58cac93c3846d8aa9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:43:18 -1000 Subject: [PATCH 026/127] Create Understand-Why-Billing-Issues-Occur.md --- .../Understand-Why-Billing-Issues-Occur.md | 68 +++++++++++++++++++ 1 file changed, 68 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md new file mode 100644 index 000000000000..95b07ea42023 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md @@ -0,0 +1,68 @@ +--- +title: Understand why billing issues occur +description: Learn why billing issues occur, who can resolve them, where they appear in Expensify, and what the different billing messages mean. +keywords: [billing issue, payment failed, payment could not be processed, subscription payment failed, red dot account, red dot subscription, workspace owner, billing owner, payment card declined] +internalScope: Audience is workspace owners. Covers why billing issues occur, who can resolve them, where they appear in Expensify, and what common billing messages mean. Does not cover how to resolve specific billing issues. +contentType: topic +platform: new +--- + +# Understand why billing issues occur + +Billing issues occur when Expensify can't successfully process payment for your workspace subscription. When this happens, the workspace owner is notified. Expensify displays a notification in the app explaining the problem and what action is required. + +This article explains why billing issues occur. For instructions on resolving a specific billing issue, see Fix a billing issue. + +--- + +## Who can see billing issues + +Only the Workspace owner can see billing issue notifications and manage subscription payments. + +Workspace Admins and other members can't view subscription payment information or resolve billing issues. + +--- + +## Where billing issues appear + +When a billing issue occurs, you'll see it in several places throughout the app: + + - A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). + - A red dot next to **Subscription** under **Account**. + - A message at the top of **Account > Subscription** explaining the billing issue and any action required. + +The notification remains visible until the billing issue is resolved. + +--- + +## What billing messages mean + +The message shown in **Account > Subscription** explains why payment couldn't be processed. + +Depending on the issue, you might see messages such as: + + - Your payment couldn't be processed. + - Your payment card has expired or is about to expire. + - Your payment requires authentication, such as 3D Secure verification. + - Your payment information is no longer valid. + - Your subscription payment is overdue. + - A payment dispute is preventing the charge from being processed. + +For instructions on resolving a specific billing issue, see Fix a billing issue. + +--- + +## What happens if you don't resolve a billing issue + +Billing issues remain visible until the Workspace owner successfully updates the payment method or completes any required action. + +If the billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. + +After the billing issue is resolved: + +- The red notification dots are removed. +- The message is removed from **Account > Subscription**. +- Access to paid features is restored. + +--- + From ab58ced9fcbc8c0ad96b07858f27da36640c127d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 17:56:12 -1000 Subject: [PATCH 027/127] Create Fix-a-Billing-Issue.md --- .../Fix-a-Billing-Issue.md | 69 +++++++++++++++++++ 1 file changed, 69 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md new file mode 100644 index 000000000000..28bd00b23513 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md @@ -0,0 +1,69 @@ +--- +title: Fix a Billing Issue +description: Learn how to resolve billing issues by updating your payment method or completing the action shown in Account > Subscription. +keywords: [fix billing issue, payment failed, retry payment, update payment card, authenticate payment, billing issue, payment could not be processed] +internalScope: Audience is Workspace owners. Covers resolving billing issues from Account > Subscription. Does not cover pricing, subscription management, or billing ownership. +contentType: task +platform: new +--- + +# Fix a billing issue + +If Expensify can't process your subscription payment, a message appears at the top of **Account > Subscription** explaining the problem and the action required to resolve it. + +Only the **Workspace owner** can resolve billing issues. + +For common reasons why billing fails, see [Understand Why Billing Issues Occur](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur). + +--- + +## Where billing issues appear + +When a billing issue occurs, you'll see it in several places throughout the app: + + - A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). + - A red dot next to **Subscription** under **Account**. + - A message at the top of **Account > Subscription** explaining the billing issue and any action required. + +The notification remains visible until the billing issue is resolved. + +--- + +## How to fix a billing issue + +1. Go to **Account > Subscription**. +2. Review the message at the top of the page. +3. Complete the action shown. + +| If the message says... | Do this | +| --- | --- | +| **Your payment could not be processed** | Click **Retry payment**. If the payment still fails, contact your bank or update your payment card. | +| **Your payment card has expired** | Update your payment card, then **Retry payment**. | +| **Your payment card is expiring soon** | Update your payment card before it expires to avoid future billing issues. | +| **Your payment requires authentication** | Complete the required authentication, such as 3D Secure verification. | +| **Your payment information is outdated** | Update your payment card and **Retry payment**. | +| **Your payment is past due** | Pay the outstanding balance. | +| **A billing dispute is preventing payment** | Resolve the dispute with your bank before retrying the payment. | + +--- + +## How to confirm a billing issue is resolved + +After payment is successfully processed: + +- The message is removed from **Account > Subscription**. +- The red notification dots are removed from **Account**. +- A receipt for the successful payment appears under **View payment history** +- Access to paid features is restored. + +--- + +# FAQ + +## Why can't I fix the billing issue? + +Only the **Workspace owner** can manage subscription payments. If you don't see the payment options, make sure you're signed in as the Workspace owner. + +## Can I fix a billing issue from the mobile app? + +No. Subscription management is available on the web only. From fd1d92a99b86dc51f8f93240740763e687048cce Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:01:33 -1000 Subject: [PATCH 028/127] Clarify billing issue explanations and add links Updated text for clarity and added links for instructions on resolving billing issues. --- .../Understand-Why-Billing-Issues-Occur.md | 26 +++++-------------- 1 file changed, 7 insertions(+), 19 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md index 95b07ea42023..2659fa9f2e06 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md @@ -9,9 +9,9 @@ platform: new # Understand why billing issues occur -Billing issues occur when Expensify can't successfully process payment for your workspace subscription. When this happens, the workspace owner is notified. Expensify displays a notification in the app explaining the problem and what action is required. +Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. When this happens, the workspace owner is notified. Expensify displays a notification in the app explaining the problem and what action is required. -This article explains why billing issues occur. For instructions on resolving a specific billing issue, see Fix a billing issue. +This article explains why billing issues occur. For instructions on resolving a specific billing issue, see [Fix a Billing Issue.](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue) --- @@ -23,13 +23,9 @@ Workspace Admins and other members can't view subscription payment information o --- -## Where billing issues appear +## How to check why your payment failed -When a billing issue occurs, you'll see it in several places throughout the app: - - - A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). - - A red dot next to **Subscription** under **Account**. - - A message at the top of **Account > Subscription** explaining the billing issue and any action required. +When a billing issue occurs, you'll see a message at the top of **Account > Subscription** explaining the billing issue and any action required. The notification remains visible until the billing issue is resolved. @@ -37,9 +33,7 @@ The notification remains visible until the billing issue is resolved. ## What billing messages mean -The message shown in **Account > Subscription** explains why payment couldn't be processed. - -Depending on the issue, you might see messages such as: +Depending on the reason payment couldn't be processed, you might see messages such as: - Your payment couldn't be processed. - Your payment card has expired or is about to expire. @@ -48,7 +42,7 @@ Depending on the issue, you might see messages such as: - Your subscription payment is overdue. - A payment dispute is preventing the charge from being processed. -For instructions on resolving a specific billing issue, see Fix a billing issue. +For instructions on resolving a specific billing issue, see [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md). --- @@ -56,13 +50,7 @@ For instructions on resolving a specific billing issue, see Fix a billing issue. Billing issues remain visible until the Workspace owner successfully updates the payment method or completes any required action. -If the billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. +If the billing issue isn't resolved, the Workspace loses access to paid features. Access is restored after payment is successfully processed. -After the billing issue is resolved: -- The red notification dots are removed. -- The message is removed from **Account > Subscription**. -- Access to paid features is restored. - ---- From ec766f070898ee4448624ed0d4630a9da89bd8d3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:04:24 -1000 Subject: [PATCH 029/127] Update redirects.csv --- docs/redirects.csv | 1 - 1 file changed, 1 deletion(-) diff --git a/docs/redirects.csv b/docs/redirects.csv index 864370261f52..6b917ff13e11 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -710,7 +710,6 @@ https://help.expensify.com/articles/new-expensify/expenses-and-payments/Export-d https://help.expensify.com/articles/new-expensify/getting-started/Track-Expenses-on-Personal-Workspace,https://help.expensify.com/articles/new-expensify/getting-started/create-a-workspace-to-track-personal-expenses https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/bank-accounts/Enable-Global-Reimbursements,https://help.expensify.com/articles/expensify-classic/bank-accounts-and-payments/payments/Enable-Global-Reimbursement https://help.expensify.com/articles/expensify-classic/expenses/Split-an-expense.html,https://help.expensify.com/articles/expensify-classic/expenses/Edit-expenses#split-an-expense -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://www.expensify.com/pricing https://help.expensify.com/expensify-classic/hubs/connect-credit-cards/company-cards.html,https://help.expensify.com/articles/expensify-classic/connect-credit-cards/Manage-Company-Cards https://help.expensify.com/articles/expensify-classic/connect-credit-cards/Connect-Company-Cards.html,https://help.expensify.com/articles/expensify-classic/connect-credit-cards/Manage-Company-Cards https://help.expensify.com/new-expensify/hubs/connect-credit-cards/company-cards,https://help.expensify.com/new-expensify/hubs/connect-credit-cards/ From 6746a8739d414baa82db50ad1cb6dbc99262785f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:06:06 -1000 Subject: [PATCH 030/127] Update Change-Your-Workspace-Plan.md --- .../Change-Your-Workspace-Plan.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md index dd0561fd0f7f..d6066804c7db 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md @@ -14,7 +14,7 @@ Every workspace uses either the Collect or Control plan. Your workspace plan det Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. -To learn which plan is right for your organization, see C[ompare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). +To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). --- From 3f93791d5be1945283345956b5672788114a45fd Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 1 Jul 2026 18:11:07 -1000 Subject: [PATCH 031/127] Rename learn-about-plans section to learn-about-plans-subscriptions-and-pricing. Update the section folder, hub page, and internal billing article link to match the new path. Co-authored-by: Cursor --- .../Compare-Collect-and-Control-Plans.md | 0 .../Understand-Expensify-Pricing.md | 0 .../_meta.yml | 0 ...ions.html => learn-about-plans-subscriptions-and-pricing.html} | 0 4 files changed, 0 insertions(+), 0 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/{learn-about-plans-and-subscriptions => learn-about-plans-subscriptions-and-pricing}/Compare-Collect-and-Control-Plans.md (100%) rename docs/articles/new-expensify/billing-and-subscriptions/{learn-about-plans-and-subscriptions => learn-about-plans-subscriptions-and-pricing}/Understand-Expensify-Pricing.md (100%) rename docs/articles/new-expensify/billing-and-subscriptions/{learn-about-plans-and-subscriptions => learn-about-plans-subscriptions-and-pricing}/_meta.yml (100%) rename docs/new-expensify/hubs/billing-and-subscriptions/{learn-about-plans-and-subscriptions.html => learn-about-plans-subscriptions-and-pricing.html} (100%) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans.md rename to docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing.md rename to docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/_meta.yml rename to docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html b/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing.html similarity index 100% rename from docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-and-subscriptions.html rename to docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing.html From 9166c5f6f4d42fb984ee7a9571c2e2ce803fa131 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 1 Jul 2026 18:21:13 -1000 Subject: [PATCH 032/127] Add default handling for hub articles and sections in lhn-template.html --- docs/_includes/lhn-template.html | 3 +++ 1 file changed, 3 insertions(+) diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index ce41f8f5e095..91490ff9d0ee 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -33,6 +33,9 @@ {{ hub.title }}
      + {% assign emptyItems = "" | split: "," %} + {% assign hubArticles = hub.articles | default: emptyItems %} + {% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} {% assign sortedSections = hubSections | sort: 'order' %} {% assign sortedArticles = hubArticles | sort: 'order' %} From 66b30be7d0d3bd17a67c1073f0356f9e7e9fc9de Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:36:00 -1000 Subject: [PATCH 033/127] Update and rename How-Subscriptions-Plans-and-Billing-Work.md to Overview-of-How-Subscriptions-Plans-and-Billing-Work.md --- ...> Overview-of-How-Subscriptions-Plans-and-Billing-Work.md} | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/{How-Subscriptions-Plans-and-Billing-Work.md => Overview-of-How-Subscriptions-Plans-and-Billing-Work.md} (96%) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md similarity index 96% rename from docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md rename to docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md index 535034df6641..4a13156af414 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md @@ -1,5 +1,5 @@ --- -title: How Subscriptions Plans and Billing Work +title: Overview of How Subscriptions Plans and Billing Work description: Learn how Workspaces, plans, subscriptions, billing, and pricing work together in Expensify. keywords: [Expensify billing, plans, subscriptions, billing overview, Workspace billing] internalScope: Audience is anyone using or evaluating Expensify. Covers the relationship between plans, subscriptions, pricing, and billing. Does not cover changing plans, subscription management, or billing tasks. @@ -7,7 +7,7 @@ contentType: concept order: 1 --- -# How Subscriptions Plans and Billing Work +# Overview of How Subscriptions Plans and Billing Work Expensify organizes billing around three core concepts: your workspace plan, your subscription, and your organization's Expensify Card usage. Together, these determine the features available to your organization and the pricing you qualify for. From 376c08dc44c7245d4a01228ad83c9e07456102b1 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:37:26 -1000 Subject: [PATCH 034/127] Update and rename Understand-Workspace-Ownership.md to Understand-Workspace-Ownership-and-Billing-Permissions.md --- ...Understand-Workspace-Ownership-and-Billing-Permissions.md} | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/{Understand-Workspace-Ownership.md => Understand-Workspace-Ownership-and-Billing-Permissions.md} (96%) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md similarity index 96% rename from docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md rename to docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md index 64ea7304503e..a8107ed465d2 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md @@ -1,5 +1,5 @@ --- -title: Understand Workspace Ownership +title: Understand Workspace Ownership and Billing Permissions description: Learn how workspace ownership works in New Expensify, including who pays for a workspace, who can manage subscriptions, and how being a workspace owner differs from being a Workspace Admin. keywords: [billing owner, workspace Admin, subscription owner, billing permissions, workspace billing, workspace owner] internalScope: Audience is workspace owners and Workspace Admins. Explains workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. @@ -9,7 +9,7 @@ platform: new order: 3 --- -# Understand Workspace Ownership +# Understand Workspace Ownership and Billing Permissions Every paid workspace has a workspace owner, sometimes called the billing owner. The owner is responsible for paying the workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. From 90a448753c5ad1047fbcb6ad9551e444ee47b8eb Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 1 Jul 2026 18:39:49 -1000 Subject: [PATCH 035/127] Update View-Your-Plan-and-Subscription.md --- .../View-Your-Plan-and-Subscription.md | 6 ++++-- 1 file changed, 4 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md index ad4404784b87..3aa2d119f740 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md @@ -14,9 +14,11 @@ Workspace owners can confirm which plan they're on— Collect or Control—and t --- -## Who can view Subscriptions +## Who can view your plan and subscription -Only the workspace owner can view the **Subscription** page. If you don't see **Subscription** under **Account**, you're not a workspace owner. +Only the workspace owner can view the **Subscription** page to see the workspace plan and subscription. If you don't see **Subscription** under **Account**, you're not a workspace owner. + +Workspace Admins can view the workspace plan under **Overview > Plan type**. --- From f276a9d5565297ef2ce6d64dd97c6eb31758f71e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 1 Jul 2026 18:45:16 -1000 Subject: [PATCH 036/127] Order billing hub content and fix links after article renames. Rename the plans section title, sort hub articles and sections together by order, and update internal links and redirects for the renamed billing articles. Co-authored-by: Cursor --- docs/_includes/hub.html | 4 +--- docs/_includes/lhn-template.html | 4 +--- ...verview-of-How-Subscriptions-Plans-and-Billing-Work.md | 6 +++--- .../Understand-Billing-Terms-and-Definitions.md | 2 +- ...erstand-Workspace-Ownership-and-Billing-Permissions.md | 4 ++-- .../Compare-Collect-and-Control-Plans.md | 2 +- .../learn-about-plans-subscriptions-and-pricing/_meta.yml | 4 ++-- .../billing-and-subscriptions/manage-billing/_meta.yml | 2 +- .../Change-Your-Workspace-Plan.md | 4 ++-- .../View-Your-Plan-and-Subscription.md | 6 +++--- .../manage-your-plan-and-subscription/_meta.yml | 2 +- docs/redirects.csv | 8 ++++++-- 12 files changed, 24 insertions(+), 24 deletions(-) diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 8a483ac84ef5..647e2407b3b7 100644 --- a/docs/_includes/hub.html +++ b/docs/_includes/hub.html @@ -15,9 +15,7 @@

      {{ hub.title }}

      {% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} - {% assign sortedSections = hubSections | sort: 'order' %} - {% assign sortedArticles = hubArticles | sort: 'order' %} - {% assign sortedSectionsAndArticles = sortedSections | concat: sortedArticles %} + {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'order' %} {% else %} {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%} diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index 91490ff9d0ee..3a5709e3d205 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -37,9 +37,7 @@ {% assign hubArticles = hub.articles | default: emptyItems %} {% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} - {% assign sortedSections = hubSections | sort: 'order' %} - {% assign sortedArticles = hubArticles | sort: 'order' %} - {% assign sortedSectionsAndArticles = sortedSections | concat: sortedArticles %} + {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'order' %} {% else %} {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%} diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md index 4a13156af414..89dc1dce1ec2 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md @@ -20,7 +20,7 @@ Expensify offers two workspace plans: - **Collect**: Designed for small teams that need expense management and reimbursements. - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. -To learn which plan is right for your organization, see [Compare the Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). +To learn which plan is right for your organization, see [Compare the Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). ## What is a subscription? @@ -38,7 +38,7 @@ Organizations with an annual subscription qualify for different pricing tiers ba Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing). +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). ## How your monthly bill is calculated @@ -57,4 +57,4 @@ Each Workspace has an owner, sometimes called the billing owner, who is responsi Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. -To learn more, see [Understand Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership). +To learn more, see [Understand Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md index 1111767a4514..1bf925603795 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -37,7 +37,7 @@ Subscription types include: Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. -To learn more, see [How Billing, Plans and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work). +To learn more, see [How Billing, Plans and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md index a8107ed465d2..1060b9190454 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md @@ -6,7 +6,7 @@ internalScope: Audience is workspace owners and Workspace Admins. Explains works retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between workspace owners and Workspace Admins. contentType: topic platform: new -order: 3 +order: 6 --- # Understand Workspace Ownership and Billing Permissions @@ -65,5 +65,5 @@ To learn more, see Take Over Workspace Ownership. ## Related articles - [Understand Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions) -- [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work) +- [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index c80a97966e9d..78b9bbf5ef28 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -77,4 +77,4 @@ Yes. Every Workspace is created with either the Collect or Control plan. Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. -To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). +To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml index aba3bb195cd0..6d95dd1a1270 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml @@ -1,2 +1,2 @@ -title: Learn about Plans and Subscriptions -order: 1 +title: Learn about Plans and Subscriptions and Pricing +order: 3 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml index e0c2a6500e68..0d54f1ff17b9 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml @@ -1,2 +1,2 @@ title: Manage Billing -order: 3 +order: 5 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md index d6066804c7db..33c87705fbce 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md @@ -14,7 +14,7 @@ Every workspace uses either the Collect or Control plan. Your workspace plan det Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. -To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans). +To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). --- @@ -41,7 +41,7 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. ## Related articles - [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription) - - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing) + - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md index 3aa2d119f740..af2415a78823 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md @@ -32,7 +32,7 @@ Workspace Admins can view the workspace plan under **Overview > Plan type**. ## Related Articles - - [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work) + - [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work) - [Change Your Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan) --- @@ -43,8 +43,8 @@ Workspace Admins can view the workspace plan under **Overview > Plan type**. Control pricing depends on your subscription type and your organization's qualifying Expensify Card usage, so it's displayed as a starting rate per active member. The lowest rate applies when you have an annual subscription and qualifying Expensify Card usage. -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing). +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). ## How do I find the workspace owner? -To find the owner of a workspace you're a member of, see [What is a Workspace Owner](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership). +To find the owner of a workspace you're a member of, see [What is a Workspace Owner](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml index ade5e0a63896..6ab1f28d10d3 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml @@ -1,2 +1,2 @@ title: Manage Your Plan and Subscription -order: 2 +order: 4 diff --git a/docs/redirects.csv b/docs/redirects.csv index 6b917ff13e11..599be7d8e5a5 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -992,6 +992,10 @@ https://help.expensify.com/travel/hubs/travel-invoicing,https://help.expensify.c https://help.expensify.com/travel/hubs/travel-invoicing/,https://help.expensify.com/travel/hubs/consolidated-travel-billing/ https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://help.expensify.com/articles/new-expensify/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions From e357d6af6221320aabbfdc68e018ce50ff59de2c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Wed, 1 Jul 2026 18:50:36 -1000 Subject: [PATCH 037/127] Fix pricing currency selector and update section title. Restore the currency dropdown and toggle script on the pricing article, enable markdown rendering for pricing tables, and rename the plans section to Learn about Plans Subscriptions and Pricing. Co-authored-by: Cursor --- .../Understand-Expensify-Pricing.md | 40 ++++++++++++++++--- .../_meta.yml | 2 +- 2 files changed, 36 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 6bf72b08107e..301b21920dfa 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -18,7 +18,19 @@ For an explanation of how subscription charges are calculated, see How Your Plan Select your billing currency to view the subscription prices. -
      +

      Select your billing currency:

      + + + +

      + +
      | Workspace plan | Subscription | Price | | -------------- | ------------ | ----- | @@ -30,7 +42,7 @@ Select your billing currency to view the subscription prices.
      -

    {% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} - {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'order' %} {% else %} - {% assign sortedSectionsAndArticles = hubSections | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%}
    diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index cb46c4f5961c..3a5709e3d205 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -37,9 +37,9 @@ {% assign hubArticles = hub.articles | default: emptyItems %} {% assign hubSections = hub.sections | default: emptyItems %} {% if hub.articles %} - {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | concat: hubArticles | sort: 'order' %} {% else %} - {% assign sortedSectionsAndArticles = hubSections | sort: 'title' %} + {% assign sortedSectionsAndArticles = hubSections | sort: 'order' %} {% endif%} {% for item in sortedSectionsAndArticles %} {% if item.articles %} diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md index c7a60777c7a7..89dc1dce1ec2 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md @@ -4,6 +4,7 @@ description: Learn how Workspaces, plans, subscriptions, billing, and pricing wo keywords: [Expensify billing, plans, subscriptions, billing overview, Workspace billing] internalScope: Audience is anyone using or evaluating Expensify. Covers the relationship between plans, subscriptions, pricing, and billing. Does not cover changing plans, subscription management, or billing tasks. contentType: concept +order: 1 --- # Overview of How Subscriptions Plans and Billing Work diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md index 292dff471ded..1bf925603795 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md @@ -6,6 +6,7 @@ internalScope: Audience is workspace owners. Explains the terminology used throu retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. contentType: topic platform: new +order: 2 --- # Understand Billing Terms and Definitions diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md index 71030a0a131f..1060b9190454 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md @@ -6,6 +6,7 @@ internalScope: Audience is workspace owners and Workspace Admins. Explains works retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between workspace owners and Workspace Admins. contentType: topic platform: new +order: 6 --- # Understand Workspace Ownership and Billing Permissions From 1c0b6c41e2a88e2e748482a1d15ffc98209a7f1a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 11:21:20 -1000 Subject: [PATCH 044/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 8 +++++--- 1 file changed, 5 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index 78b9bbf5ef28..a362802c3e69 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -45,7 +45,7 @@ The table below summarizes the most important differences. For the complete, up- | Feature | **Collect Plan** | **Control Plan** | |------------------------|----------------------------------------------|--------------------------------------------------| | **Best for** | Small teams with up to 10 members | Mid-size to large teams with 10–1,000 members | -| **Base cost**¹ | $5 per member/month | $9–36 per member/month | +| **Base cost**¹ | $5 per unique member/month | $9–36 per active member/month | | **SmartScans** | ✅ Unlimited | ✅ Unlimited | | **Expensify Card** | ✅ Smart Limits and 1–2% cash back | ✅ Smart Limits and 1–2% cash back | | **Expense approvals** | ✅ Single approver | ✅ Multiple approvers | @@ -55,11 +55,13 @@ The table below summarizes the most important differences. For the complete, up- | **HR & payroll sync** | ❌ Not available | ✅ Gusto, TriNet, Certinia, Workday | | **Security & control** | ❌ Not available | ✅ SAML/SSO and admin-enforced controls | -## How do plans affect pricing? + + +## Where to learn about plan pricing Your workspace plan is one factor that determines your subscription cost. Pricing also depends on your subscription type and, for Control Workspaces, your organization's Expensify Card usage. -To learn more, see How Your Plan and Subscription Determine Your Bill. +To learn how plans, subscription pricing, and the Expensify Card discount work, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). # FAQ From 105f3b28f864d297b81b32d3afd5542fbc2e5293 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Thu, 2 Jul 2026 14:39:54 -1000 Subject: [PATCH 045/127] Reorganize billing hub articles and restructure manage sections. Rename billing overview and glossary articles, move plans content into Explore Plans Subscriptions and Pricing, and nest Manage Subscription and Manage Billing under Manage Your Subscription and Billing with redirects for old URLs. Co-authored-by: Cursor --- ....md => Learn-About-Billing-Permissions.md} | 8 ++--- ...rn-About-Billing-Terms-and-Definitions.md} | 6 ++-- ...arn-How-Billing-and-Subscriptions-Work.md} | 10 +++--- .../Compare-Collect-and-Control-Plans.md | 6 ++-- .../Understand-Expensify-Pricing.md | 2 +- .../_meta.yml | 2 ++ .../_meta.yml | 2 -- .../_meta.yml | 2 -- .../_meta.yml | 2 ++ .../manage-billing/Request-Tax-Exemption.md | 0 .../manage-billing/_meta.yml | 2 +- .../Fix-a-Billing-Issue.md | 2 +- .../Understand-Why-Billing-Issues-Occur.md | 4 +-- .../resolve-billing-issues/_meta.yml | 0 .../Change-Your-Workspace-Plan.md | 6 ++-- .../View-Your-Plan-and-Subscription.md | 8 ++--- .../manage-subscription/_meta.yml | 2 ++ ...lore-plans-subscriptions-and-pricing.html} | 0 ...manage-your-subscription-and-billing.html} | 0 .../manage-billing.html} | 0 .../resolve-billing-issues.html} | 0 .../manage-subscription.html | 5 +++ docs/redirects.csv | 31 +++++++++++++------ 23 files changed, 60 insertions(+), 40 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/{Understand-Workspace-Ownership-and-Billing-Permissions.md => Learn-About-Billing-Permissions.md} (88%) rename docs/articles/new-expensify/billing-and-subscriptions/{Understand-Billing-Terms-and-Definitions.md => Learn-About-Billing-Terms-and-Definitions.md} (94%) rename docs/articles/new-expensify/billing-and-subscriptions/{Overview-of-How-Subscriptions-Plans-and-Billing-Work.md => Learn-How-Billing-and-Subscriptions-Work.md} (84%) rename docs/articles/new-expensify/billing-and-subscriptions/{learn-about-plans-subscriptions-and-pricing => explore-plans-subscriptions-and-pricing}/Compare-Collect-and-Control-Plans.md (92%) rename docs/articles/new-expensify/billing-and-subscriptions/{learn-about-plans-subscriptions-and-pricing => explore-plans-subscriptions-and-pricing}/Understand-Expensify-Pricing.md (97%) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-subscription-and-billing}/manage-billing/Request-Tax-Exemption.md (100%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-subscription-and-billing}/manage-billing/_meta.yml (70%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-subscription-and-billing}/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md (96%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-subscription-and-billing}/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md (90%) rename docs/articles/new-expensify/billing-and-subscriptions/{ => manage-your-subscription-and-billing}/manage-billing/resolve-billing-issues/_meta.yml (100%) rename docs/articles/new-expensify/billing-and-subscriptions/{manage-your-plan-and-subscription => manage-your-subscription-and-billing/manage-subscription}/Change-Your-Workspace-Plan.md (90%) rename docs/articles/new-expensify/billing-and-subscriptions/{manage-your-plan-and-subscription => manage-your-subscription-and-billing/manage-subscription}/View-Your-Plan-and-Subscription.md (78%) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml rename docs/new-expensify/hubs/billing-and-subscriptions/{learn-about-plans-subscriptions-and-pricing.html => explore-plans-subscriptions-and-pricing.html} (100%) rename docs/new-expensify/hubs/billing-and-subscriptions/{manage-billing.html => manage-your-subscription-and-billing.html} (100%) rename docs/new-expensify/hubs/billing-and-subscriptions/{manage-billing/resolve-billing-issues.html => manage-your-subscription-and-billing/manage-billing.html} (100%) rename docs/new-expensify/hubs/billing-and-subscriptions/{manage-your-plan-and-subscription.html => manage-your-subscription-and-billing/manage-billing/resolve-billing-issues.html} (100%) create mode 100644 docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription.html diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md similarity index 88% rename from docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md rename to docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md index 1060b9190454..98c71f0ba476 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md @@ -1,5 +1,5 @@ --- -title: Understand Workspace Ownership and Billing Permissions +title: Learn About Billing Permissions description: Learn how workspace ownership works in New Expensify, including who pays for a workspace, who can manage subscriptions, and how being a workspace owner differs from being a Workspace Admin. keywords: [billing owner, workspace Admin, subscription owner, billing permissions, workspace billing, workspace owner] internalScope: Audience is workspace owners and Workspace Admins. Explains workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. @@ -9,7 +9,7 @@ platform: new order: 6 --- -# Understand Workspace Ownership and Billing Permissions +# Learn About Billing Permissions Every paid workspace has a workspace owner, sometimes called the billing owner. The owner is responsible for paying the workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. @@ -64,6 +64,6 @@ To learn more, see Take Over Workspace Ownership. ## Related articles -- [Understand Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions) -- [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work) +- [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) +- [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md similarity index 94% rename from docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md rename to docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md index 1bf925603795..d79197ec159d 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md @@ -1,5 +1,5 @@ --- -title: Understand Billing Terms and Definitions +title: Learn About Billing Terms and Definitions description: Learn what common subscription billing terms mean in Expensify, including plans, subscriptions, members, seats, payment methods, and billing settings. keywords: [billing terms, billing glossary, subscription, plan, active member, unique member, seats, payment card, Expensify Card] internalScope: Audience is workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. @@ -9,7 +9,7 @@ platform: new order: 2 --- -# Understand Billing Terms and Definitions +# Learn About Billing Terms and Definitions Subscription billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. @@ -37,7 +37,7 @@ Subscription types include: Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. -To learn more, see [How Billing, Plans and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work). +To learn more, see [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md similarity index 84% rename from docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md rename to docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md index 89dc1dce1ec2..80779c18ac39 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md @@ -1,5 +1,5 @@ --- -title: Overview of How Subscriptions Plans and Billing Work +title: Learn How Billing and Subscriptions Work description: Learn how Workspaces, plans, subscriptions, billing, and pricing work together in Expensify. keywords: [Expensify billing, plans, subscriptions, billing overview, Workspace billing] internalScope: Audience is anyone using or evaluating Expensify. Covers the relationship between plans, subscriptions, pricing, and billing. Does not cover changing plans, subscription management, or billing tasks. @@ -7,7 +7,7 @@ contentType: concept order: 1 --- -# Overview of How Subscriptions Plans and Billing Work +# Learn How Billing and Subscriptions Work Expensify organizes billing around three core concepts: your workspace plan, your subscription, and your organization's Expensify Card usage. Together, these determine the features available to your organization and the pricing you qualify for. @@ -20,7 +20,7 @@ Expensify offers two workspace plans: - **Collect**: Designed for small teams that need expense management and reimbursements. - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. -To learn which plan is right for your organization, see [Compare the Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). +To learn which plan is right for your organization, see [Compare the Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). ## What is a subscription? @@ -38,7 +38,7 @@ Organizations with an annual subscription qualify for different pricing tiers ba Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). ## How your monthly bill is calculated @@ -57,4 +57,4 @@ Each Workspace has an owner, sometimes called the billing owner, who is responsi Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. -To learn more, see [Understand Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions). +To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md similarity index 92% rename from docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md rename to docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index a362802c3e69..a54b1c1b08fc 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -61,7 +61,7 @@ The table below summarizes the most important differences. For the complete, up- Your workspace plan is one factor that determines your subscription cost. Pricing also depends on your subscription type and, for Control Workspaces, your organization's Expensify Card usage. -To learn how plans, subscription pricing, and the Expensify Card discount work, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +To learn how plans, subscription pricing, and the Expensify Card discount work, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). # FAQ @@ -69,7 +69,7 @@ To learn how plans, subscription pricing, and the Expensify Card discount work, Yes. If your organization's needs change, you can switch between the Collect and Control plans. However, if you are on an annual subscription, you may need to wait until your current subscription term ends before downgrading your plan. -To learn more, see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan). +To learn more, see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan). ## Does every Workspace need a plan? @@ -79,4 +79,4 @@ Yes. Every Workspace is created with either the Collect or Control plan. Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. -To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). +To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md similarity index 97% rename from docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md rename to docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index a36975b8e01d..3efaf68af17c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -144,7 +144,7 @@ Legacy Collect pricing is: Legacy Collect subscriptions use active members for billing instead of unique members. -To learn about the difference between active members and unique members, see [Understand Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions#what-member-terms-mean). +To learn about the difference between active members and unique members, see [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions#what-member-terms-mean). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml new file mode 100644 index 000000000000..889b5b588f44 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml @@ -0,0 +1,2 @@ +title: Explore Plans, Subscriptions, and Pricing +order: 3 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml deleted file mode 100644 index 9735187295cc..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/_meta.yml +++ /dev/null @@ -1,2 +0,0 @@ -title: Learn about Plans Subscriptions and Pricing -order: 3 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml deleted file mode 100644 index 6ab1f28d10d3..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/_meta.yml +++ /dev/null @@ -1,2 +0,0 @@ -title: Manage Your Plan and Subscription -order: 4 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml new file mode 100644 index 000000000000..8595c9d8d4a6 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml @@ -0,0 +1,2 @@ +title: Manage Your Subscription and Billing +order: 4 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/_meta.yml similarity index 70% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/_meta.yml index 0d54f1ff17b9..250a6874f19e 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/_meta.yml @@ -1,2 +1,2 @@ title: Manage Billing -order: 5 +order: 2 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md similarity index 96% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md index 28bd00b23513..7e8985f86f14 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md @@ -13,7 +13,7 @@ If Expensify can't process your subscription payment, a message appears at the t Only the **Workspace owner** can resolve billing issues. -For common reasons why billing fails, see [Understand Why Billing Issues Occur](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur). +For common reasons why billing fails, see [Understand Why Billing Issues Occur](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md similarity index 90% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md index 467c623c1fd5..82880ef654e2 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md @@ -11,7 +11,7 @@ platform: new Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. When this happens, the workspace owner is notified. Expensify displays a notification in the app explaining the problem and what action is required. -This article explains why billing issues occur. For instructions on resolving a specific billing issue, see [Fix a Billing Issue.](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue) +This article explains why billing issues occur. For instructions on resolving a specific billing issue, see [Fix a Billing Issue.](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue) --- @@ -42,7 +42,7 @@ Depending on the reason payment couldn't be processed, you might see messages su - Your subscription payment is overdue. - A payment dispute is preventing the charge from being processed. -For instructions on resolving a specific billing issue, see [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue). +For instructions on resolving a specific billing issue, see [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue). --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/_meta.yml rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md similarity index 90% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index 33c87705fbce..3db3d2d3f66a 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -14,7 +14,7 @@ Every workspace uses either the Collect or Control plan. Your workspace plan det Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. -To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). +To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). --- @@ -40,8 +40,8 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. ## Related articles - - [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription) - - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) + - [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) + - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) --- diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md similarity index 78% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md index 924a01e7c19f..b16b76618190 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md @@ -32,8 +32,8 @@ Workspace Admins can view the workspace plan under **Overview > Plan type**. ## Related articles - - [How Subscriptions Plans and Billing Work](/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work) - - [Change Your Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan) + - [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work) + - [Change Your Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) --- @@ -43,8 +43,8 @@ Workspace Admins can view the workspace plan under **Overview > Plan type**. Control pricing depends on your subscription type and your organization's qualifying Expensify Card usage, so it's displayed as a starting rate per active member. The lowest rate applies when you have an annual subscription and qualifying Expensify Card usage. -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). ## How do I find the workspace owner? -To find the owner of a workspace you're a member of, see [What is a Workspace Owner](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions). +To find the owner of a workspace you're a member of, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml new file mode 100644 index 000000000000..52ff5cfc1e93 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml @@ -0,0 +1,2 @@ +title: Manage Subscription +order: 1 diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing.html b/docs/new-expensify/hubs/billing-and-subscriptions/explore-plans-subscriptions-and-pricing.html similarity index 100% rename from docs/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing.html rename to docs/new-expensify/hubs/billing-and-subscriptions/explore-plans-subscriptions-and-pricing.html diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing.html similarity index 100% rename from docs/new-expensify/hubs/billing-and-subscriptions/manage-billing.html rename to docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing.html diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing.html similarity index 100% rename from docs/new-expensify/hubs/billing-and-subscriptions/manage-billing/resolve-billing-issues.html rename to docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing.html diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues.html similarity index 100% rename from docs/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription.html rename to docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues.html diff --git a/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription.html b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription.html new file mode 100644 index 000000000000..86641ee60b7d --- /dev/null +++ b/docs/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription.html @@ -0,0 +1,5 @@ +--- +layout: default +--- + +{% include section.html %} diff --git a/docs/redirects.csv b/docs/redirects.csv index 599be7d8e5a5..43a6be889283 100644 --- a/docs/redirects.csv +++ b/docs/redirects.csv @@ -990,12 +990,25 @@ https://help.expensify.com/articles/travel/travel-invoicing/Book-Travel-Using-Tr https://help.expensify.com/articles/travel/travel-invoicing/Complete-a-Hotel-Stay-Using-Travel-Invoicing,https://help.expensify.com/articles/travel/consolidated-travel-billing/Complete-a-Hotel-Stay-Using-Consolidated-Travel-Billing https://help.expensify.com/travel/hubs/travel-invoicing,https://help.expensify.com/travel/hubs/consolidated-travel-billing/ https://help.expensify.com/travel/hubs/travel-invoicing/,https://help.expensify.com/travel/hubs/consolidated-travel-billing/ -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work -https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Add-a-payment-card-and-view-your-subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Changing-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Billing-Overview,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Plan-types-and-pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Understand-Expensify-Pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-and-subscriptions/Compare-Collect-and-Control-Plans,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/How-Subscriptions-Plans-and-Billing-Work,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Overview-of-How-Subscriptions-Plans-and-Billing-Work,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Billing-Terms-and-Definitions,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership-and-Billing-Permissions,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Understand-Expensify-Pricing,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/View-Your-Plan-and-Subscription,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-plan-and-subscription/Change-Your-Workspace-Plan,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/Request-Tax-Exemption,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur +https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue,https://help.expensify.com/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue +https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/learn-about-plans-subscriptions-and-pricing,https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/explore-plans-subscriptions-and-pricing +https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/manage-your-plan-and-subscription,https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing +https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/manage-billing,https://help.expensify.com/new-expensify/hubs/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing From 36f124b22b41ca1b20de698f07347ab1ce5da4df Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Thu, 2 Jul 2026 14:43:29 -1000 Subject: [PATCH 046/127] Update billing hub display order for articles and sections. Reorder billing hub cards and sidebar items so permissions and terms appear before plans and manage sections. Co-authored-by: Cursor --- .../Learn-About-Billing-Permissions.md | 2 +- .../Learn-About-Billing-Terms-and-Definitions.md | 2 +- .../explore-plans-subscriptions-and-pricing/_meta.yml | 2 +- .../manage-your-subscription-and-billing/_meta.yml | 2 +- 4 files changed, 4 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md index 98c71f0ba476..c91fb08eccd1 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md @@ -6,7 +6,7 @@ internalScope: Audience is workspace owners and Workspace Admins. Explains works retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between workspace owners and Workspace Admins. contentType: topic platform: new -order: 6 +order: 2 --- # Learn About Billing Permissions diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md index d79197ec159d..d96eb282b147 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md @@ -6,7 +6,7 @@ internalScope: Audience is workspace owners. Explains the terminology used throu retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. contentType: topic platform: new -order: 2 +order: 3 --- # Learn About Billing Terms and Definitions diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml index 889b5b588f44..c85102355efc 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/_meta.yml @@ -1,2 +1,2 @@ title: Explore Plans, Subscriptions, and Pricing -order: 3 +order: 4 diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml index 8595c9d8d4a6..06450421a6af 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/_meta.yml @@ -1,2 +1,2 @@ title: Manage Your Subscription and Billing -order: 4 +order: 5 From ec0f16e671c9662338b3201bcf44e517e0abc4aa Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Thu, 2 Jul 2026 14:44:33 -1000 Subject: [PATCH 047/127] Rename Manage Subscription section to Manage Your Plan and Subscription. Co-authored-by: Cursor --- .../manage-subscription/_meta.yml | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml index 52ff5cfc1e93..9c05eea6555c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/_meta.yml @@ -1,2 +1,2 @@ -title: Manage Subscription +title: Manage Your Plan and Subscription order: 1 From 80c292c20917bd61bb13f77938c4c378f04bfee9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Thu, 2 Jul 2026 14:50:40 -1000 Subject: [PATCH 048/127] Fix empty nested billing sections in hub and sidebar. Treat sections with subsections as section cards instead of article links, and render nested subsection content in the sidebar for Manage Your Subscription and Billing. Co-authored-by: Cursor --- docs/_includes/hub.html | 2 +- docs/_includes/lhn-template.html | 56 +++++++++++++++++++++++++++++++- docs/_includes/section.html | 3 +- 3 files changed, 58 insertions(+), 3 deletions(-) diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 647e2407b3b7..c8d17d930e73 100644 --- a/docs/_includes/hub.html +++ b/docs/_includes/hub.html @@ -23,7 +23,7 @@

    {{ hub.title }}

    {% for item in sortedSectionsAndArticles %} - {% if item.articles %} + {% if item.articles or item.sections %} {% include section-card.html platform=activePlatform hub=hub.href section=item.href title=item.title %} {% else %} {% include article-card.html hub=hub.href href=item.href title=item.title platform=activePlatform %} diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index 3a5709e3d205..4c53e964f2a0 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -154,7 +154,61 @@ {% endif %}
{% else %} - + + + {{ item.title }} + + {% endif %} + + {% elsif item.sections %} +
  • + {% assign lhnSectionActive = false %} + {% if page.url contains item.href %} + {% assign lhnSectionActive = true %} + {% endif %} + {% if lhnSectionActive %} +
    + + {{ item.title }} +
    +
      + {% assign lhnSortedSubsections = item.sections | sort: 'order' %} + {% for subsection in lhnSortedSubsections %} +
    • + + + {{ subsection.title }} + + {% if subsection.articles %} +
        + {% for article in subsection.articles %} + {% assign article_href = subsection.href | append: '/' | append: article.href %} + {% include lhn-article-link.html platform=activePlatform hub=hub.href href=article_href title=article.title %} + {% endfor %} +
      + {% endif %} + {% if subsection.sections %} +
        + {% for subsubsection in subsection.sections %} +
      • + {{ subsubsection.title }} + {% if subsubsection.articles %} +
          + {% for article in subsubsection.articles %} + {% assign article_href = subsubsection.href | append: '/' | append: article.href %} + {% include lhn-article-link.html platform=activePlatform hub=hub.href href=article_href title=article.title %} + {% endfor %} +
        + {% endif %} +
        • + {% endfor %} +
      + {% endif %} +
      • + {% endfor %} +
    + {% else %} + {{ item.title }} diff --git a/docs/_includes/section.html b/docs/_includes/section.html index 302e69a13155..54fda7ce653d 100644 --- a/docs/_includes/section.html +++ b/docs/_includes/section.html @@ -22,7 +22,8 @@

    {% include section-card.html platform=activePlatform hub=hub.href section=subsection.href title=subsection.title %} {% endfor %} {% endif %} - {% assign sortedArticles = section.articles | default: empty %} + {% assign emptyItems = "" | split: "," %} + {% assign sortedArticles = section.articles | default: emptyItems %} {% for article in sortedArticles %} {% assign article_href = section.href | append: '/' | append: article.href %} {% include article-card.html hub=hub.href href=article_href title=article.title platform=activePlatform %} From e7c043f9478ec5cd4dc0812d95729b6cc83e1eb7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:07:47 -1000 Subject: [PATCH 049/127] Update Fix-a-Billing-Issue.md --- .../Fix-a-Billing-Issue.md | 41 ++++++++++++------- 1 file changed, 27 insertions(+), 14 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md index 7e8985f86f14..200182580915 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md @@ -9,29 +9,29 @@ platform: new # Fix a billing issue -If Expensify can't process your subscription payment, a message appears at the top of **Account > Subscription** explaining the problem and the action required to resolve it. +Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. -Only the **Workspace owner** can resolve billing issues. +When this happens, only the Workspace owner is notified. A message in **Account > Subscription** explains why payment couldn't be processed and what action is required. -For common reasons why billing fails, see [Understand Why Billing Issues Occur](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur). +If a billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. --- -## Where billing issues appear +## Check why your payment failed -When a billing issue occurs, you'll see it in several places throughout the app: +Go to **Account > Subscription**. - - A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). - - A red dot next to **Subscription** under **Account**. - - A message at the top of **Account > Subscription** explaining the billing issue and any action required. +If a billing issue exists, the Workspace owner will see: -The notification remains visible until the billing issue is resolved. +- A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). +- A red dot next to **Subscription** under **Account**. +- A message at the top of **Account > Subscription** explaining why payment couldn't be processed and what you need to do next. ---- +The red notification dot remains visible until the billing issue is resolved. ## How to fix a billing issue -1. Go to **Account > Subscription**. +1. In the navigation tabs (on the left on web, on the bottom on mobile) go to **Account > Subscription**. 2. Review the message at the top of the page. 3. Complete the action shown. @@ -62,8 +62,21 @@ After payment is successfully processed: ## Why can't I fix the billing issue? -Only the **Workspace owner** can manage subscription payments. If you don't see the payment options, make sure you're signed in as the Workspace owner. +Only the **Workspace owner** can manage subscription payments. If you don't see the **Subscription** under **Account**, make sure you're signed in as the Workspace owner. + +## What happens if a billing issue isn't fixed? + +The billing issue remains visible until it's resolved. If payment isn't successfully processed, the Workspace loses access to paid features. Access is restored after payment succeeds. + +## Why did my payment fail? + +Common reasons include: -## Can I fix a billing issue from the mobile app? +- Your payment card couldn't be charged. +- Your payment card has expired or is about to expire. +- Your payment requires authentication, such as 3D Secure verification. +- Your payment information is no longer valid. +- Your payment is past due. +- A billing dispute is preventing payment. -No. Subscription management is available on the web only. +To see the specific reason for your Workspace, go to **Account > Subscription**. From 02eb0a49f099b6adf98304eb96e4a70b2be52c27 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:09:32 -1000 Subject: [PATCH 050/127] Update Fix-a-Billing-Issue.md --- .../resolve-billing-issues/Fix-a-Billing-Issue.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md index 200182580915..928222b552d1 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md @@ -56,6 +56,8 @@ After payment is successfully processed: - A receipt for the successful payment appears under **View payment history** - Access to paid features is restored. +To learn how to view your billing receipt, see Find Your Expensify Bllling Receipt. + --- # FAQ From f7f6e7d7fcf3bec7ce953c91edabeb50dd1c98f9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:10:55 -1000 Subject: [PATCH 051/127] Delete docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md --- .../Understand-Why-Billing-Issues-Occur.md | 56 ------------------- 1 file changed, 56 deletions(-) delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md deleted file mode 100644 index 82880ef654e2..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Understand-Why-Billing-Issues-Occur.md +++ /dev/null @@ -1,56 +0,0 @@ ---- -title: Understand why billing issues occur -description: Learn why billing issues occur, who can resolve them, where they appear in Expensify, and what the different billing messages mean. -keywords: [billing issue, payment failed, payment could not be processed, subscription payment failed, red dot account, red dot subscription, workspace owner, billing owner, payment card declined] -internalScope: Audience is workspace owners. Covers why billing issues occur, who can resolve them, where they appear in Expensify, and what common billing messages mean. Does not cover how to resolve specific billing issues. -contentType: topic -platform: new ---- - -# Understand why billing issues occur - -Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. When this happens, the workspace owner is notified. Expensify displays a notification in the app explaining the problem and what action is required. - -This article explains why billing issues occur. For instructions on resolving a specific billing issue, see [Fix a Billing Issue.](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue) - ---- - -## Who can see billing issues - -Only the Workspace owner can see billing issue notifications and manage subscription payments. - -Workspace Admins and other members can't view subscription payment information or resolve billing issues. - ---- - -## How to check why your payment failed - -When a billing issue occurs, you'll see a message at the top of **Account > Subscription** explaining the billing issue and any action required. - -The notification remains visible until the billing issue is resolved. - ---- - -## What billing messages mean - -Depending on the reason payment couldn't be processed, you might see messages such as: - - - Your payment couldn't be processed. - - Your payment card has expired or is about to expire. - - Your payment requires authentication, such as 3D Secure verification. - - Your payment information is no longer valid. - - Your subscription payment is overdue. - - A payment dispute is preventing the charge from being processed. - -For instructions on resolving a specific billing issue, see [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue). - ---- - -## What happens if you don't resolve a billing issue - -Billing issues remain visible until the Workspace owner successfully updates the payment method or completes any required action. - -If the billing issue isn't resolved, the Workspace loses access to paid features. Access is restored after payment is successfully processed. - - - From e41860a1621155d72243c4418c2ff3c52030b1b6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:11:17 -1000 Subject: [PATCH 052/127] Delete docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues directory --- .../Fix-a-Billing-Issue.md | 84 ------------------- .../resolve-billing-issues/_meta.yml | 2 - 2 files changed, 86 deletions(-) delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md delete mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md deleted file mode 100644 index 928222b552d1..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/Fix-a-Billing-Issue.md +++ /dev/null @@ -1,84 +0,0 @@ ---- -title: Fix a Billing Issue -description: Learn how to resolve billing issues by updating your payment method or completing the action shown in Account > Subscription. -keywords: [fix billing issue, payment failed, retry payment, update payment card, authenticate payment, billing issue, payment could not be processed] -internalScope: Audience is Workspace owners. Covers resolving billing issues from Account > Subscription. Does not cover pricing, subscription management, or billing ownership. -contentType: task -platform: new ---- - -# Fix a billing issue - -Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. - -When this happens, only the Workspace owner is notified. A message in **Account > Subscription** explains why payment couldn't be processed and what action is required. - -If a billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. - ---- - -## Check why your payment failed - -Go to **Account > Subscription**. - -If a billing issue exists, the Workspace owner will see: - -- A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). -- A red dot next to **Subscription** under **Account**. -- A message at the top of **Account > Subscription** explaining why payment couldn't be processed and what you need to do next. - -The red notification dot remains visible until the billing issue is resolved. - -## How to fix a billing issue - -1. In the navigation tabs (on the left on web, on the bottom on mobile) go to **Account > Subscription**. -2. Review the message at the top of the page. -3. Complete the action shown. - -| If the message says... | Do this | -| --- | --- | -| **Your payment could not be processed** | Click **Retry payment**. If the payment still fails, contact your bank or update your payment card. | -| **Your payment card has expired** | Update your payment card, then **Retry payment**. | -| **Your payment card is expiring soon** | Update your payment card before it expires to avoid future billing issues. | -| **Your payment requires authentication** | Complete the required authentication, such as 3D Secure verification. | -| **Your payment information is outdated** | Update your payment card and **Retry payment**. | -| **Your payment is past due** | Pay the outstanding balance. | -| **A billing dispute is preventing payment** | Resolve the dispute with your bank before retrying the payment. | - ---- - -## How to confirm a billing issue is resolved - -After payment is successfully processed: - -- The message is removed from **Account > Subscription**. -- The red notification dots are removed from **Account**. -- A receipt for the successful payment appears under **View payment history** -- Access to paid features is restored. - -To learn how to view your billing receipt, see Find Your Expensify Bllling Receipt. - ---- - -# FAQ - -## Why can't I fix the billing issue? - -Only the **Workspace owner** can manage subscription payments. If you don't see the **Subscription** under **Account**, make sure you're signed in as the Workspace owner. - -## What happens if a billing issue isn't fixed? - -The billing issue remains visible until it's resolved. If payment isn't successfully processed, the Workspace loses access to paid features. Access is restored after payment succeeds. - -## Why did my payment fail? - -Common reasons include: - -- Your payment card couldn't be charged. -- Your payment card has expired or is about to expire. -- Your payment requires authentication, such as 3D Secure verification. -- Your payment information is no longer valid. -- Your payment is past due. -- A billing dispute is preventing payment. - -To see the specific reason for your Workspace, go to **Account > Subscription**. diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml deleted file mode 100644 index 889ff8855438..000000000000 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/resolve-billing-issues/_meta.yml +++ /dev/null @@ -1,2 +0,0 @@ -title: Resolve Billing Issues -order: 1 From f41fb8a6d6a2300154ad47588c41a3d6bc6c4631 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:13:18 -1000 Subject: [PATCH 053/127] Create Fix-a-Billing-Issue.md --- .../manage-billing/Fix-a-Billing-Issue.md | 84 +++++++++++++++++++ 1 file changed, 84 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md new file mode 100644 index 000000000000..d28b55eef124 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md @@ -0,0 +1,84 @@ +--- +title: Fix a Billing Issue +description: Learn how to resolve billing issues by updating your payment method or completing the action shown in Account > Subscription. +keywords: [fix billing issue, payment failed, retry payment, update payment card, authenticate payment, billing issue, payment could not be processed] +internalScope: Audience is Workspace owners. Covers resolving billing issues from Account > Subscription. Does not cover pricing, subscription management, or billing ownership. +contentType: task +platform: new +--- + +# Fix a billing issue + +Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. + +When this happens, only the Workspace owner is notified. A message in **Account > Subscription** explains why payment couldn't be processed and what action is required. + +If a billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. + +--- + +## Check why your payment failed + +Go to **Account > Subscription**. + +If a billing issue exists, the Workspace owner will see: + +- A red dot on **Account** in the navigation tabs (on the left on web, on the bottom on mobile). +- A red dot next to **Subscription** under **Account**. +- A message at the top of **Account > Subscription** explaining why payment couldn't be processed and what you need to do next. + +The notification remains visible until the billing issue is resolved. + +## How to fix a billing issue + +1. In the navigation tabs (on the left on web, on the bottom on mobile) go to **Account > Subscription**. +2. Review the message at the top of the page. +3. Complete the action shown. + +| If the message says... | Do this | +| --- | --- | +| **Your payment could not be processed** | Click **Retry payment**. If the payment still fails, contact your bank or update your payment card. | +| **Your payment card has expired** | Update your payment card, then **Retry payment**. | +| **Your payment card is expiring soon** | Update your payment card before it expires to avoid future billing issues. | +| **Your payment requires authentication** | Complete the required authentication, such as 3D Secure verification. | +| **Your payment information is outdated** | Update your payment card and **Retry payment**. | +| **Your payment is past due** | Pay the outstanding balance. | +| **A billing dispute is preventing payment** | Resolve the dispute with your bank before retrying the payment. | + +--- + +## How to confirm a billing issue is resolved + +After payment is successfully processed: + +- The message is removed from **Account > Subscription**. +- The red notification dots are removed from **Account**. +- A receipt for the successful payment appears under **View payment history** +- Access to paid features is restored. + +To learn how to find your payment receipt, see Find Your Expensify Billing Receipt. + +--- + +# FAQ + +## Why can't I fix the billing issue? + +Only the **Workspace owner** can manage subscription payments. If you don't see the **Subscription** under **Account**, make sure you're signed in as the Workspace owner. + +## What happens if a billing issue isn't fixed? + +The billing issue remains visible until it's resolved. If payment isn't successfully processed, the Workspace loses access to paid features. Access is restored after payment succeeds. + +## Why did my payment fail? + +Common reasons include: + +- Your payment card couldn't be charged. +- Your payment card has expired or is about to expire. +- Your payment requires authentication, such as 3D Secure verification. +- Your payment information is no longer valid. +- Your payment is past due. +- A billing dispute is preventing payment. + +To see the specific reason for your Workspace, go to **Account > Subscription**. From 0b3ec90501a33559ed7d39cdeab2a2737fb4b8ff Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:21:12 -1000 Subject: [PATCH 054/127] Update Learn-How-Billing-and-Subscriptions-Work.md --- .../Learn-How-Billing-and-Subscriptions-Work.md | 10 ++++------ 1 file changed, 4 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md index 80779c18ac39..293c43c8db08 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md @@ -30,15 +30,13 @@ Depending on your workspace plan, you may have an Annual subscription or a Pay-p To learn more, see How Subscriptions Work. -## How Expensify Card pricing works +## How the Expensify Card can reduce your bill -For Control Workspaces, your organization's Expensify Card usage may reduce the amount you pay for your subscription. +For Control Workspaces on an Annual subscription, your organization's Expensify Card usage can reduce the amount you pay for Expensify by up to 50%. -Organizations with an annual subscription qualify for different pricing tiers based on how much of their approved spend is made using the Expensify Card. Greater card adoption results in lower subscription pricing. +Using the Expensify Card also earns up to 2% cash back on all USD transactions, which can optionally be applied to your Expensify bill to reduce it even further. -Using the Expensify Card also allows eligible organizations to earn cash back on qualifying purchases. - -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). ## How your monthly bill is calculated From f587a48bc1e187c401cfa03c51eefeca159d488c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 15:41:50 -1000 Subject: [PATCH 055/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 10 +++++----- 1 file changed, 5 insertions(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index a54b1c1b08fc..9ddf860c9f68 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -44,15 +44,15 @@ The table below summarizes the most important differences. For the complete, up- | Feature | **Collect Plan** | **Control Plan** | |------------------------|----------------------------------------------|--------------------------------------------------| -| **Best for** | Small teams with up to 10 members | Mid-size to large teams with 10–1,000 members | -| **Base cost**¹ | $5 per unique member/month | $9–36 per active member/month | +| **Base cost** | $5 per unique member/month | $9–$36 per active member/month | | **SmartScans** | ✅ Unlimited | ✅ Unlimited | | **Expensify Card** | ✅ Smart Limits and 1–2% cash back | ✅ Smart Limits and 1–2% cash back | | **Expense approvals** | ✅ Single approver | ✅ Multiple approvers | -| **ACH reimbursements** | ✅ Unlimited | ✅ Unlimited | -| **Bank feed support** | ❌ Not available | ✅ Card feeds and reconciliation | -| **Accounting sync** | ✅ QuickBooks Online, Xero | ✅ NetSuite, Sage Intacct, QuickBooks Desktop | +| **ACH reimbursements** | ✅ Unlimited | ✅ Unlimited | +| **Corporate card management** | ✅ One direct bank connection | ✅ Unlimited direct bank connections | +| **Accounting sync** | ✅ QuickBooks, Xero | ✅ ERP integrations (NetSuite, Sage Intacct) | | **HR & payroll sync** | ❌ Not available | ✅ Gusto, TriNet, Certinia, Workday | +| **Custom expense rules** | ❌ Not available | ✅ Fully customizable expense rules | | **Security & control** | ❌ Not available | ✅ SAML/SSO and admin-enforced controls | From 1ff55055c18bb076165f05bef53da31fdc6f5990 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 16:03:51 -1000 Subject: [PATCH 056/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 94 ++++++++----------- 1 file changed, 41 insertions(+), 53 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index 9ddf860c9f68..9751885fc68f 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -1,82 +1,70 @@ --- title: Compare Collect and Control Plans -description: Compare the features and capabilities of the Collect and Control plans to determine which is right for your organization. +description: Learn the primary differences between Expensify's Collect and Control plans and which organizations each plan is designed for. keywords: [Collect plan, Control plan, compare plans, Expensify plans, Workspace plans] -internalScope: Audience is anyone evaluating Expensify plans. Covers the differences between the Collect and Control plans. Does not cover change subscriptions or plans. -retrievalIntent: Feature comparison to choose Collect vs Control. +internalScope: Audience is anyone evaluating Expensify plans. Covers the high-level differences between Collect and Control. Does not provide a complete feature list or pricing. +retrievalIntent: Compare Collect and Control plans and determine which plan supports a particular capability. --- # Compare Collect and Control Plans -Expensify offers two Workspace plans: **Collect** and **Control**. Both help you manage expenses and company spending, but they're designed for organizations with different needs. +Expensify offers two Workspace plans: -For a full list of features and plan comparison, see [Expensify pricing and plans](https://www.expensify.com/pricing). +- **Collect** for organizations that need straightforward expense management and reimbursements. +- **Control** for organizations that need advanced spend management, automation, integrations, and administrative controls. -## When you should choose the Collect plan +For the complete feature comparison and current pricing, visit [Expensify Pricing](https://www.expensify.com/pricing). -Choose Collect if your organization needs: +## Choose Collect if you need - - Expense tracking and receipt scanning - - Employee reimbursements - - A simple approval workflow - - Basic accounting integrations - - An easy-to-manage solution for a small team +Collect is best for organizations that primarily want to: -Collect is suited for smaller organizations with straightforward expense management needs. +- Track expenses and scan receipts +- Reimburse employees +- Approve expenses with a simple approval workflow +- Connect to common accounting software like QuickBooks or Xero +- Manage expenses for a small or growing team -## When you should choose the Control plan +## Choose Control if you need -Choose Control if your organization needs: +Control is best for organizations that need additional financial controls, including: - - Multi-level approval workflows - - Company card management - - Advanced accounting integrations - - HR and payroll integrations - - Bank feeds and reconciliation - - Enterprise security features such as SAML/SSO - - Greater control over company spending +- Multi-step approval workflows +- Company card management +- ERP integrations like NetSuite and Sage Intacct +- HR integrations like Workday and Certinia +- Multiple corporate card connections +- Custom expense rules and automation +- Enterprise security features such as SAML/SSO +- Greater administrative control over company spending -Control is designed for organizations that need more advanced financial controls and automation. +## Common feature differences between Collect and Control -## What features are included in each plan? +Some capabilities are only available with the Control plan. -The table below summarizes the most important differences. For the complete, up-to-date feature list, see [Expensify pricing and plans](https://www.expensify.com/pricing). - -| Feature | **Collect Plan** | **Control Plan** | -|------------------------|----------------------------------------------|--------------------------------------------------| -| **Base cost** | $5 per unique member/month | $9–$36 per active member/month | -| **SmartScans** | ✅ Unlimited | ✅ Unlimited | -| **Expensify Card** | ✅ Smart Limits and 1–2% cash back | ✅ Smart Limits and 1–2% cash back | -| **Expense approvals** | ✅ Single approver | ✅ Multiple approvers | -| **ACH reimbursements** | ✅ Unlimited | ✅ Unlimited | -| **Corporate card management** | ✅ One direct bank connection | ✅ Unlimited direct bank connections | -| **Accounting sync** | ✅ QuickBooks, Xero | ✅ ERP integrations (NetSuite, Sage Intacct) | -| **HR & payroll sync** | ❌ Not available | ✅ Gusto, TriNet, Certinia, Workday | -| **Custom expense rules** | ❌ Not available | ✅ Fully customizable expense rules | -| **Security & control** | ❌ Not available | ✅ SAML/SSO and admin-enforced controls | - - - -## Where to learn about plan pricing - -Your workspace plan is one factor that determines your subscription cost. Pricing also depends on your subscription type and, for Control Workspaces, your organization's Expensify Card usage. - -To learn how plans, subscription pricing, and the Expensify Card discount work, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +| Capability | Collect | Control | +| --- | :---: | :---: | +| Multi-level approvals | ❌ | ✅ | +| ERP integrations | ❌ | ✅ | +| HR and payroll integrations | ❌ | ✅ | +| Multiple corporate card connections | ❌ | ✅ | +| Custom expense rules | ❌ | ✅ | +| SAML/SSO | ❌ | ✅ | # FAQ -## Can I change my workspace plan later? +## Can I change my Workspace plan later? -Yes. If your organization's needs change, you can switch between the Collect and Control plans. However, if you are on an annual subscription, you may need to wait until your current subscription term ends before downgrading your plan. +Yes. You can change your Workspace plan as your organization's needs change. Some changes, such as downgrading an annual subscription, may not be available until the end of your current subscription term. -To learn more, see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan). +To learn more see Change Your Workspace Plan. -## Does every Workspace need a plan? +## Does every Workspace have a plan? -Yes. Every Workspace is created with either the Collect or Control plan. +Yes. Every Workspace uses either the Collect or Control plan. ## Does the Expensify Card work with both plans? -Yes. The Expensify Card is available with both plans. However, only the Control plan offers subscription pricing that nets a discount on qualifying Expensify Card usage. +Yes. The Expensify Card works with both plans. Certain subscription pricing benefits are only available with eligible Control Workspaces. -To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). +Learn more in [Understand Expensify Pricing](...). From 4398f41f3f81f86a631564eff6c37e938b741652 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 2 Jul 2026 17:03:16 -1000 Subject: [PATCH 057/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 62 +++++++++---------- 1 file changed, 29 insertions(+), 33 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 3efaf68af17c..d9ffc3b3a475 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -32,53 +32,51 @@ Select your billing currency to view the subscription prices.
    -| Workspace plan | Subscription | Price | -| -------------- | ------------ | ----- | -| **Collect** | Pay-per-use | **$5** per unique member/month | -| **Control** | Annual | **$18** per member included in your subscription size/month, plus **$36** per active member above your subscription size/month | -| **Control** | Pay-per-use | **$36** per active member/month | - -

    *Annual Control subscriptions may qualify for an Expensify Card discount.

    +| Workspace plan | Subscription | Standard price | With Expensify Card* | +| -------------- | ------------ | -------------: | -------------------: | +| **Collect** | Pay-per-use | **$5** per unique member/month | — | +| **Control** | Annual | **$18** per member included in your subscription size/month, plus **$36** per active member above your subscription size/month | **As low as $9** per member included in your subscription size/month | +| **Control** | Pay-per-use | **$36** per active member/month | — |
    @@ -119,15 +117,13 @@ For more information about managing an Annual subscription, see Manage Annual Su ## How the Expensify Card discount works -Control Workspaces with an Annual subscription can receive up to 50% off their subscription price. +Control Workspaces with an Annual subscription can receive up to a 50% discount on their subscription pricing based on Expensify Card usage. -If at least 25% of workspace spend is incurred on the Expensify Card, your subscription discount matches that percentage, up to a maximum discount of 50%. If less than 25% of workspace spend is incurred on the Expensify Card, no discount is applied. +Your discount is calculated each billing month based on the percentage of qualifying USD spend that is incurred on the Expensify Card. As your Expensify Card usage increases, your discount increases proportionally, up to a maximum of 50%. -For example, on USD billing: - - If 50% of your qualifying spend is on the Expensify Card, you receive a 50% discount and your price is $9 per member in your subscription size. - - If 35% of your qualifying spend is on the Expensify Card, you receive a 35% discount and your subscription price is $11.70 per member in your subscription size. +With the full discount, subscription prices are reduced by 50%. For example, on USD billing, the price for members included in your subscription size is reduced from $18 to $9 per member/month, and the price for active members above your subscription size is reduced from $36 to $18 per member/month. -To qualify for the discount, Expensify Card spend must be incurred in USD and approved during the billing month. +Only approved USD spend incurred on the Expensify Card during the billing month counts toward the discount calculation. ## Understand legacy Collect pricing From 36414bfd4fc20c6ad1ed8effc07bad2f9d23973c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 07:41:32 -1000 Subject: [PATCH 058/127] Update Learn-About-Billing-Permissions.md --- .../Learn-About-Billing-Permissions.md | 30 +++++++++---------- 1 file changed, 15 insertions(+), 15 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md index c91fb08eccd1..bc54fbd9d139 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md @@ -11,19 +11,19 @@ order: 2 # Learn About Billing Permissions -Every paid workspace has a workspace owner, sometimes called the billing owner. The owner is responsible for paying the workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. +Every paid workspace has a Workspace owner, sometimes called the billing owner. The owner is responsible for paying the Workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. -Workspace ownership is separate from workspace administration. Understanding the difference between workspace owner and Workspace Admins helps explain why some members can manage a workspace but cannot change its subscription. +Workspace ownership is separate from Workspace administration. Understanding the difference between Workspace owner and Workspace Admins helps explain why some members can manage a Workspace but cannot change its subscription. --- -## What is a workspace owner? +## What is a Workspace owner? -The workspace owner is the person whose payment card is charged for the workspace's Expensify subscription. +The Workspace owner is the person whose payment card is charged for the Workspace's Expensify subscription. -Each workspace has exactly one owner. +Each Workspace has exactly one owner. -Only the workspace owner can: +Only the Workspace owner can: - Add or change the payment card - Retry failed subscription payments @@ -33,30 +33,30 @@ Only the workspace owner can: The workspace owner also receives subscription billing alerts and billing-related notifications. -You can confirm the owner of a workspace you're a member of by selecting **Workspaces** in the navigation tabs (on the left on web, on the bottom on mobile) and viewing the **Owner** column. +You can confirm the owner of a Workspace you're a member of by selecting **Workspaces** in the navigation tabs (on the left on web, on the bottom on mobile) and viewing the **Owner** column. --- -## What is the difference between a workspace owner and Workspace Admin? +## What is the difference between a Workspace owner and Workspace Admin? -The workspace owner is responsible for the workspace subscription and billing. They must also be a Workspace Admin. +The Workspace owner is responsible for the Workspace subscription and billing. They must also be a Workspace Admin. -A workspace can have multiple Workspace Admins, but only one workspace owner. While Workspace Admins can manage the workspace and its members, only the workspace owner has permission to manage billing and subscription settings. +A Workspace can have multiple Workspace Admins, but only one workspace owner. While Workspace Admins can manage the workspace and its members, only the Workspace owner has permission to manage billing and subscription settings. -| Billing owner | Workspace Admin | +| Workspace owner | Workspace Admin | | ----------------------------------------- | --------------------------------------------- | -| Pays for the workspace subscription | Manages the workspace | +| Pays for the Workspace subscription | Manages the Workspace | | Manages billing and subscription settings | Manages members and workspace configuration | | Receives billing alerts | Does not automatically receive billing alerts | -| One per workspace | Multiple admins are allowed | +| One per Workspace | Multiple admins are allowed | --- -## How to change the workspace owner +## How to change the Workspace owner -Any Workspace Admin can transfer billing ownership to themselves if they need to assume responsibility for a workspace's subscription. +Any Workspace Admin can transfer billing ownership to themselves if they need to assume responsibility for a Workspace's subscription. To learn more, see Take Over Workspace Ownership. From 9602f01fcbab65db50c1af0ef35b11723d40dbc5 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 07:44:02 -1000 Subject: [PATCH 059/127] Update Learn-About-Billing-Terms-and-Definitions.md --- .../Learn-About-Billing-Terms-and-Definitions.md | 14 +++++++------- 1 file changed, 7 insertions(+), 7 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md index d96eb282b147..5a1bee0ed50f 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md @@ -2,7 +2,7 @@ title: Learn About Billing Terms and Definitions description: Learn what common subscription billing terms mean in Expensify, including plans, subscriptions, members, seats, payment methods, and billing settings. keywords: [billing terms, billing glossary, subscription, plan, active member, unique member, seats, payment card, Expensify Card] -internalScope: Audience is workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. +internalScope: Audience is Workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. contentType: topic platform: new @@ -11,19 +11,19 @@ order: 3 # Learn About Billing Terms and Definitions -Subscription billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. +Expensify billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. -Most billing terminology is intended for workspace owners, since only workspace owners manage subscriptions. +Most billing terminology is intended for Workspace owners, since only Workspace owners manage subscriptions. --- ## What subscription terms mean -A **subscription** is the billing arrangement for a workspace. It determines how Expensify charges for your workspace and is managed from **Account > Subscription**. +A **subscription** is the billing arrangement for a Workspace. It determines how Expensify charges for your Workspace and is managed from **Account > Subscription**. Every subscription includes both a **plan** and a **subscription type**. -A **plan** determines which features are available for your workspace. Expensify currently offers two plans: +A **plan** determines which features are available for your Workspace. Expensify currently offers two plans: - **Collect** - **Control** @@ -45,13 +45,13 @@ To learn more, see [Learn How Billing and Subscriptions Work](/articles/new-expe A **member** is anyone who belongs to a workspace. -Collect subscriptions bill based on **unique members**, which includes every member in the workspace, regardless of whether they used Expensify during the billing period. +Collect subscriptions bill based on **unique members**, which includes every member in the Workspace, regardless of whether they used Expensify during the billing period. Control subscriptions bill based on **active members**, which are members who performed billable activity during the billing period. Billable activity includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge. You may also see the term **Workspace Admin**, which refers to a member who manages workspace settings. -The **workspace owner** is responsible for managing a workspace's subscription and payment method. +The **Workspace owner** is responsible for managing a workspace's subscription and payment method. From a19f05445e680ba15febc339238c848db3b02b17 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 07:49:43 -1000 Subject: [PATCH 060/127] Update Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md index 8e127b92b3ff..26aec996688d 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md @@ -2,7 +2,7 @@ title: Request Tax Exemption description: Learn how to request tax exemption for your Expensify subscription by submitting your organization's tax exemption documentation. keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonprofit billing, VAT, ST-119, 501(c)] -internalScope: Audience is Workspace Admins and billing contacts. Covers requesting tax-exempt status for an Expensify subscription. Does not cover removing tax-exempt status or tax refund requests. +internalScope: Audience is Workspace Admins and Workspace owners. Covers requesting tax-exempt status for an Expensify subscription. Does not cover transferring Workspace ownership or troubleshooting. retrievalIntent: Request tax exemption for an Expensify subscription. contentType: task --- @@ -32,9 +32,9 @@ Your documentation should include your VAT number (or RUT if your organization i ## What happens after you request tax exemption -Our team reviews your documentation and contacts you if additional information is required. Once your request has been processed, Concierge will send you a message to confirm your account has tax exempt status. +Expensify reviews your documentation and contacts you if additional information is required. Once your request has been processed, Concierge will send you a message to confirm your account has tax exempt status. -After your request is approved, sales tax will no longer be applied to future Expensify subscription invoices. +After your request is approved, sales tax will no longer be applied to future Expensify subscription billings. # FAQ From 094be756d9d8eb71edc4f26282a88785e8566c4d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 07:52:14 -1000 Subject: [PATCH 061/127] Standardize capitalization of 'Workspace' Updated capitalization for consistency in references to 'Workspace' and 'workspace' throughout the document. --- .../View-Your-Plan-and-Subscription.md | 12 ++++++------ 1 file changed, 6 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md index b16b76618190..c4b8bc098467 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md @@ -1,8 +1,8 @@ --- title: View Your Plan and Subscription -description: See your current workspace plan and subscription details. +description: See your current Workspace plan and subscription details. keywords: [New Expensify, current plan, view plan, pricing, billing rate, per member, Collect, Control, billing owner, subscription, workspace owner] -internalScope: Audience is workspace owners. Covers how to view the current Workspace plan and billing rate under Account > Subscription. Does not cover how to change, enable, or configure a plan or subscription. +internalScope: Audience is Workspace owners. Covers how to view the current Workspace plan and billing rate under Account > Subscription. Does not cover how to change, enable, or configure a plan or subscription. retrievalIntent: How to view your current plan and subscription. contentType: task platform: new @@ -16,9 +16,9 @@ Workspace owners can confirm which plan they're on— Collect or Control—and t ## Who can view your plan and subscription -Only the workspace owner can view the **Subscription** page to see the workspace plan and subscription. If you don't see **Subscription** under **Account**, you're not a workspace owner. +Only the Workspace owner can view the **Subscription** page to see the Workspace plan and subscription. If you don't see **Subscription** under **Account**, you're not a Workspace owner. -Workspace Admins can view the workspace plan under **Overview > Plan type**. +Workspace Admins can view the Workspace plan under **Overview > Plan type**. --- @@ -33,7 +33,7 @@ Workspace Admins can view the workspace plan under **Overview > Plan type**. ## Related articles - [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work) - - [Change Your Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) + - [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) --- @@ -47,4 +47,4 @@ To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billin ## How do I find the workspace owner? -To find the owner of a workspace you're a member of, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). +To find the owner of a Workspace you're a member of, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). From 84cacad60d4b4b806b696a8f493e87d764231b5e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 07:55:24 -1000 Subject: [PATCH 062/127] Update Change-Your-Workspace-Plan.md --- .../Change-Your-Workspace-Plan.md | 16 ++++++++-------- 1 file changed, 8 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index 3db3d2d3f66a..5281d51349b7 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -1,8 +1,8 @@ --- title: Change Your Workspace Plan -description: Switch a workspace between the Collect and Control plans from the workspace's Plan type setting. +description: Switch a Workspace between the Collect and Control plans from the Workspace's Plan type setting. keywords: [New Expensify, change workspace plan, switch plan, Collect plan, Control plan, plan type, upgrade, downgrade, upgrade to Control, downgrade to Collect, workspace admin] -internalScope: Audience is workspace owners. Covers how to switch a workspace between the Collect and Control plans. Does not cover the differences between the plans or how to change a subscription. +internalScope: Audience is workspace owners. Covers how to switch a Workspace between the Collect and Control plans. Does not cover the differences between the plans or how to change a subscription. retrievalIntent: How to switch a workspace between Collect and Control. contentType: task platform: new @@ -10,17 +10,17 @@ platform: new # Change Your Workspace Plan -Every workspace uses either the Collect or Control plan. Your workspace plan determines which features are available. If your needs change, you can switch plans from the workspace's **Plan type** setting. +Every Workspace uses either the Collect or Control plan. Your Workspace plan determines which features are available. If your needs change, you can switch plans from the Workspace's **Plan type** setting. -Changing a workspace plan is different from changing your subscription. This article explains how to switch a workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. +Changing a Workspace plan is different from changing your subscription. This article explains how to switch a Workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). --- -## Who can change the workspace plan +## Who can change the Workspace plan -Only the workspace owner can change the workspace plan. Changing the plan may change the monthly Expensify bill. +Only the Workspace owner can change the Workspace plan. Changing the plan may change the monthly Expensify bill. To learn more, see How Your Plan and Subscription Determine Your Bill. @@ -49,7 +49,7 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. ## Can I switch back to Control after downgrading to Collect? -Yes. You can move a workspace between Collect and Control whenever your needs change by returning to the **Plan type** setting. +Yes. You can upgrade a Workspace to Control at any time by returning to the **Plan type** setting. ## Why is my Plan type locked? @@ -57,5 +57,5 @@ This happens when you're on the Control plan with an Annual subscription. You've ## Why can't I downgrade my invoiced subscription? -You can't downgrade the plan on an invoiced subscription from the app. Reach out to your account manager or Concierge to discuss or make changes to your subscription. +You can't downgrade the plan on an invoiced subscription from the app. Reach out to your Account Aanager or Concierge to discuss or make changes to your subscription. From 396d4338aa88944141144e2ef521ae7581c9a4c3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:02:43 -1000 Subject: [PATCH 063/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index 9751885fc68f..a7a258be7c24 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -57,7 +57,7 @@ Some capabilities are only available with the Control plan. Yes. You can change your Workspace plan as your organization's needs change. Some changes, such as downgrading an annual subscription, may not be available until the end of your current subscription term. -To learn more see Change Your Workspace Plan. +To learn more see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan). ## Does every Workspace have a plan? @@ -67,4 +67,4 @@ Yes. Every Workspace uses either the Collect or Control plan. Yes. The Expensify Card works with both plans. Certain subscription pricing benefits are only available with eligible Control Workspaces. -Learn more in [Understand Expensify Pricing](...). +To learn more see [Understand Expensift Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-and-subscriptions/Understand-Expensify-Pricing) From c90d974976b0b8a15b9903c16f66bd05f87f04fb Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:07:47 -1000 Subject: [PATCH 064/127] Update Learn-About-Billing-Permissions.md --- .../Learn-About-Billing-Permissions.md | 20 +++++++++---------- 1 file changed, 10 insertions(+), 10 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md index bc54fbd9d139..11434da278ce 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md @@ -1,9 +1,9 @@ --- title: Learn About Billing Permissions -description: Learn how workspace ownership works in New Expensify, including who pays for a workspace, who can manage subscriptions, and how being a workspace owner differs from being a Workspace Admin. -keywords: [billing owner, workspace Admin, subscription owner, billing permissions, workspace billing, workspace owner] -internalScope: Audience is workspace owners and Workspace Admins. Explains workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. -retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between workspace owners and Workspace Admins. +description: Learn how Workspace ownership works in New Expensify, including who pays for a Workspace, who can manage subscriptions, and how being a Workspace owner differs from being a Workspace Admin. +keywords: [billing owner, Workspace Admin, subscription owner, billing permissions, Workspace billing, Workspace owner] +internalScope: Audience is Workspace owners and Workspace Admins. Explains Workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. +retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between Workspace owners and Workspace Admins. contentType: topic platform: new order: 2 @@ -11,7 +11,7 @@ order: 2 # Learn About Billing Permissions -Every paid workspace has a Workspace owner, sometimes called the billing owner. The owner is responsible for paying the Workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. +Every paid Workspace has a Workspace owner, sometimes called the billing owner. The owner is responsible for paying the Workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. Workspace ownership is separate from Workspace administration. Understanding the difference between Workspace owner and Workspace Admins helps explain why some members can manage a Workspace but cannot change its subscription. @@ -21,7 +21,7 @@ Workspace ownership is separate from Workspace administration. Understanding the The Workspace owner is the person whose payment card is charged for the Workspace's Expensify subscription. -Each Workspace has exactly one owner. +Each Workspace has exactly one owner, but the same member can own multiple Workspaces. Only the Workspace owner can: @@ -29,9 +29,9 @@ Only the Workspace owner can: - Retry failed subscription payments - Manage subscription settings - Cancel the subscription - - Delete a paid workspace + - Delete a paid Workspace -The workspace owner also receives subscription billing alerts and billing-related notifications. +The Workspace owner also receives subscription billing alerts and billing-related notifications. You can confirm the owner of a Workspace you're a member of by selecting **Workspaces** in the navigation tabs (on the left on web, on the bottom on mobile) and viewing the **Owner** column. @@ -41,13 +41,13 @@ You can confirm the owner of a Workspace you're a member of by selecting **Works The Workspace owner is responsible for the Workspace subscription and billing. They must also be a Workspace Admin. -A Workspace can have multiple Workspace Admins, but only one workspace owner. While Workspace Admins can manage the workspace and its members, only the Workspace owner has permission to manage billing and subscription settings. +A Workspace can have multiple Workspace Admins, but only one Workspace owner. While Workspace Admins can manage the Workspace and its members, only the Workspace owner has permission to manage billing and subscription settings. | Workspace owner | Workspace Admin | | ----------------------------------------- | --------------------------------------------- | | Pays for the Workspace subscription | Manages the Workspace | -| Manages billing and subscription settings | Manages members and workspace configuration | +| Manages billing and subscription settings | Manages members and Workspace configuration | | Receives billing alerts | Does not automatically receive billing alerts | | One per Workspace | Multiple admins are allowed | From 1a7cd71adb84a091fbfa1766dc273b7e523025c7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:11:12 -1000 Subject: [PATCH 065/127] Update Learn-How-Billing-and-Subscriptions-Work.md --- .../Learn-How-Billing-and-Subscriptions-Work.md | 2 ++ 1 file changed, 2 insertions(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md index 293c43c8db08..c3dccf7a8707 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md @@ -53,6 +53,8 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. Each Workspace has an owner, sometimes called the billing owner, who is responsible for the monthly bill. +A single member can own multiple Workspaces. The Workspace owner is billed for all billable members across every Workspace they own, rather than each Workspace being billed separately. Because billing is tied to the Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. + Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). From 06a36628f74bcb1fa6824fc319dab9320ccd34bf Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:17:49 -1000 Subject: [PATCH 066/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index a7a258be7c24..563649e0ac89 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -67,4 +67,4 @@ Yes. Every Workspace uses either the Collect or Control plan. Yes. The Expensify Card works with both plans. Certain subscription pricing benefits are only available with eligible Control Workspaces. -To learn more see [Understand Expensift Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-and-subscriptions/Understand-Expensify-Pricing) +To learn more see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-and-subscriptions/Understand-Expensify-Pricing) From 4d063ec63318e64401b91a3977d769ee7674e050 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:20:28 -1000 Subject: [PATCH 067/127] Fix formatting in Expensify Pricing document --- .../Understand-Expensify-Pricing.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index d9ffc3b3a475..5da53283bd90 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -32,7 +32,7 @@ Select your billing currency to view the subscription prices.
    -| Workspace plan | Subscription | Standard price | With Expensify Card* | +| Workspace plan | Subscription | Standard price | With Expensify Card | | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **$5** per unique member/month | — | | **Control** | Annual | **$18** per member included in your subscription size/month, plus **$36** per active member above your subscription size/month | **As low as $9** per member included in your subscription size/month | From c0ae455f0a90ce0d2cc98df49b900f55517b6f50 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 08:43:46 -1000 Subject: [PATCH 068/127] Update Learn-About-Billing-Terms-and-Definitions.md --- .../Learn-About-Billing-Terms-and-Definitions.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md index 5a1bee0ed50f..c1dde2d127af 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md @@ -33,7 +33,7 @@ A **subscription type** determines how you pay for your plan. Subscription types include: - **Annual**, which includes a 12-month commitment with discounted pricing. - - **Pay-per-use**, which bills month-to-month with no annual commitment. + - **Pay-per-use**, which has no annual commitment. Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. From 472580eb771c97b5d9e4747a2589da3191c43f2a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 09:36:09 -1000 Subject: [PATCH 069/127] Create Learn-How-Subscriptions-Work.md --- .../Learn-How-Subscriptions-Work.md | 60 +++++++++++++++++++ 1 file changed, 60 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md new file mode 100644 index 000000000000..f80821625672 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md @@ -0,0 +1,60 @@ +--- +title: Learn How Subscriptions Work +description: Learn what a subscription is, the subscription options available in Expensify, and how subscriptions affect billing. +keywords: [New Expensify, subscriptions, Annual, Pay-per-use, billing owner, billing] +internalScope: Audience is all workspace Owners. Explains what subscriptions are, how they work, and the available subscription options. Does not explain pricing, billing definitions, or how to manage subscriptions. +retrievalIntent: What a subscription is and Annual vs Pay per use. +contentType: topic +platform: new +--- + +# How Subscriptions Work + +Every Workspace owner has a single subscription that covers all of the Workspaces they own. That subscription determines how those Workspaces are billed, including whether you pay month-to-month or commit to an annual term. + +Expensify offers two subscription options: **Annual** and **Pay-per-use**. Both subscription models work with either the Collect or Control plan. + +--- + +## Who can view and manage a subscription + +A Workspace owner's subscription applies to every Workspace they own. Only the Workspace owner can view or manage the subscription under **Account > Subscription**. + +Because a single subscription covers all Workspaces owned by the same Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. + +[For more details, see Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permission). + +--- + +## What subscriptions are available + +Expensify offers two subscription options: + + - **Annual** subscriptions include a 12-month commitment and are billed monthly. + - **Pay-per-use** subscriptions have no commitment and are billed monthly. + +Your subscription determines how your Workspaces are billed, but it does not determine which features are available. Features are determined by each Workspace's plan. + +--- + +## How subscriptions work with your plan + +Plans and subscriptions are independent. + +Workspaces can use either subscription type with either plan: + +| Plan | Available subscriptions | +| ------- | ----------------------- | +| Collect | Annual or Pay-per-use | +| Control | Annual or Pay-per-use | + +Together, each Workspace's plan and its owner's subscription determine how that Workspace is billed. + +To learn more, see [How Your Plan and Subscription Determine Your Bill](How-Your-Plan-and-Subscription-Determine-Your-Bill.md). + +--- + +## Related articles + +- [Understand Expensify Pricing](Understand-Expensify-pricing.md) +- [Understand Plan and Subscription Management](Understand-Plan-and-Subscription-Management.md) From 1c6909689d7a24fee01b46d09ee24ab2d0efc3e4 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 09:49:10 -1000 Subject: [PATCH 070/127] Update and rename Learn-How-Subscriptions-Work.md to Learn-About-Subscriptions.md --- ...criptions-Work.md => Learn-About-Subscriptions.md} | 11 +++++------ 1 file changed, 5 insertions(+), 6 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/{Learn-How-Subscriptions-Work.md => Learn-About-Subscriptions.md} (82%) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md similarity index 82% rename from docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md rename to docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index f80821625672..aa2650a530c2 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-How-Subscriptions-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -1,5 +1,5 @@ --- -title: Learn How Subscriptions Work +title: Learn About Subscriptions description: Learn what a subscription is, the subscription options available in Expensify, and how subscriptions affect billing. keywords: [New Expensify, subscriptions, Annual, Pay-per-use, billing owner, billing] internalScope: Audience is all workspace Owners. Explains what subscriptions are, how they work, and the available subscription options. Does not explain pricing, billing definitions, or how to manage subscriptions. @@ -8,7 +8,7 @@ contentType: topic platform: new --- -# How Subscriptions Work +# Learn About Subscriptions Every Workspace owner has a single subscription that covers all of the Workspaces they own. That subscription determines how those Workspaces are billed, including whether you pay month-to-month or commit to an annual term. @@ -33,7 +33,7 @@ Expensify offers two subscription options: - **Annual** subscriptions include a 12-month commitment and are billed monthly. - **Pay-per-use** subscriptions have no commitment and are billed monthly. -Your subscription determines how your Workspaces are billed, but it does not determine which features are available. Features are determined by each Workspace's plan. +Your subscription determines how your Workspaces are billed, but it does not determine which features are available. Features are determined by each Workspace's plan. --- @@ -50,11 +50,10 @@ Workspaces can use either subscription type with either plan: Together, each Workspace's plan and its owner's subscription determine how that Workspace is billed. -To learn more, see [How Your Plan and Subscription Determine Your Bill](How-Your-Plan-and-Subscription-Determine-Your-Bill.md). +To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). --- ## Related articles -- [Understand Expensify Pricing](Understand-Expensify-pricing.md) -- [Understand Plan and Subscription Management](Understand-Plan-and-Subscription-Management.md) +- [Understand Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Understand-Plan-and-Subscription-Management) From d15f81fad0af7999e0b610478bd70518a649faea Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 10:00:31 -1000 Subject: [PATCH 071/127] Create Learn-About-Plan-and-Subscription-Management.md --- ...-About-Plan-and-Subscription-Management.md | 53 +++++++++++++++++++ 1 file changed, 53 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md new file mode 100644 index 000000000000..fa47a65955b4 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md @@ -0,0 +1,53 @@ +--- +title: Learn About Plan and Subscription Management +description: Learn who can change a workspace's plan or subscription in New Expensify and the conditions that apply, including when you can and can't downgrade. +keywords: [New Expensify, plan management, subscription management, change plan, change subscription, downgrade plan, workspace Owner, Collect, Control, Annual, Pay-per-use] +internalScope: Audience is workspace Owners. Covers who can change a workspace's plan or subscription and the conditions that apply. Does not cover plan features or how to change a subscription. +retrievalIntent: Overview of who can change plan/subscription and the rules on when. +contentType: topic +platform: new +--- + +# Learn About Plan and Subscription Management + +Every paid workspace has a plan and a subscription, and together they determine how your Workspace is billed. While every Workspace has these settings, only the Workspace owner can manage them, and some changes are subject to additional restrictions. + +If you're new to Expensify billing, start with [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). + +--- + +## Who can change a plan or subscription + +Only the Workspace owner can change a workspace's plan and subscription under **Account > Subscription**. Each Workspace has exactly one owner, whose payment card is charged for the subscription. + +Being a Workspace Admin doesn't include plan and subscription management permissions. Admins can manage members and workspace settings, but they can't change the workspace's plan or subscription unless they first take over workspace ownership. + +To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). + +--- + +## When you can change your plan + +The workspace Owner can switch between the **Collect** and **Control** plans. + +- **On a Pay-per-use subscription**, you can upgrade from Collect to Control or downgrade from Control to Collect at any time. +- **On an Annual subscription**, you can upgrade from Collect to Control at any time, but you can't downgrade from Control to Collect until the annual term ends. + +--- + +## When you can change your subscription + +Your subscription determines your billing commitment, so the rules for changing it depend on which subscription you have. + + - **On a Pay-per-use subscription**, there is no commitment. You can switch to an Annual subscription at any time. + - **On an Annual subscription**, your subscription includes a 12-month commitment. Requests to cancel the subscription and switch to Pay-per-use before the term ends are reviewed for eligibility and aren't automatically approved. + +--- + +## How to manage your plan or subscription + +Use these articles to complete common plan and subscription tasks: + +- [View your current plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) +- [Change your Workspace plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) +- [Manage your subscription settings](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings) From f2abdf0472f049c92bf5dec6f8f89d815e699586 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 10:04:43 -1000 Subject: [PATCH 072/127] Create Manage-Annual-Subscription-Settings.md --- .../Manage-Annual-Subscription-Settings.md | 64 +++++++++++++++++++ 1 file changed, 64 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md new file mode 100644 index 000000000000..29dc3df154d5 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md @@ -0,0 +1,64 @@ +--- +title: Manage Annual Subscription Settings +description: Learn how the Workspace owner can adjust Annual subscription size, auto-renew, and auto-increase for an Expensify Annual subscription. +keywords: [New Expensify, annual subscription, subscription settings, subscription size, auto-renew, auto-increase annual seats, increase seats, billing owner, workspace owner, contract, 12-month commitment] +internalScope: Audience is Workspace owners on an Annual subscription. Covers changing subscription size, auto-renew, and auto-increase under Account > Subscription. Does not cover pricing, billing calculations, plans, or Pay-per-use subscriptions. +retrievalIntent: How to change subscription size, auto-renew, and auto-increase seats. +contentType: task +platform: new +--- + +# Manage Annual subscription settings + +Annual subscriptions include settings that let you manage your subscription, including **Subscription size**, **Auto-renew**, and **Auto-increase annual seats**. + +These settings apply only to Annual subscriptions. A Pay-per-use subscription has no commitment. + +--- + +## Who can manage Annual subscription settings + +Only the workspace Owner can view and change Annual subscription settings. If you don't see **Subscription** under **Account**, you're not a Workspace owner. To find out who is, open the **Workspaces** tab (on the left on web, at the bottom on mobile) and check the **Owner** column for your Workspace. + +--- + +## What each Annual subscription setting controls + + - **Subscription size** is the maximum number of active members covered by your Annual subscription. You can increase your subscription size at any time, but you can't decrease it until the subscription term ends. Any time you increase it—whether manually or through Auto-increase—you start a new 12-month subscription at that larger size. + - **Auto-renew** keeps your Annual subscription going. When it's enabled, the subscription renews for another 12 months at the end of the term. When it's disabled, the Annual subscription does not renew and your Workspace continues on Pay-per-use billing after the renewal date. + - **Auto-increase annual seats** removes the need to adjust your subscription size manually as your team grows. When it's enabled and your active members exceed your Subscription size, Expensify raises the size to cover them—which starts a new 12-month subscription and extends your subscription end date. + +--- + +## How to increase your Annual subscription size + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Account > Subscription**. +2. Choose **Subscription settings**. +3. In the **Subscription size** field, enter the number of seats you want to increase to. +4. Confirm the new Annual subscription details. + +**Note:** You can increase your subscription size during an Annual subscription term, but you can't decrease it until the current term ends. Increasing your subscription size starts a new 12-month term, and you can't lower the size again until that term ends. + +To learn more, see [Learn About Subscriptions](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions). + +--- + +## How to enable or disable Auto-increase annual seats + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Account > Subscription**. +2. Choose **Subscription settings**. +3. Enable or disable **Auto-increase annual seats**. + +While it's enabled, any month your active members exceed your subscription size, your size increases automatically to cover them and a new 12-month subscription begins at the higher size. + +--- + +## How to disable Auto-renew + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Account > Subscription**. +2. Choose **Subscription settings**. +3. Disable **Auto-renew** and confirm your choice. + +Your Annual subscription stays active until the renewal date shown on the page. After that, your Workspace continues on Pay-per-use billing. + +* [How to view your current plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription) From 916cabe5e265c25b097819c9a0ae43ff6128db56 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 10:11:01 -1000 Subject: [PATCH 073/127] Create Find-Your-Expensify-Billing-Receipt.md --- .../Find-Your-Expensify-Billing-Receipt.md | 34 +++++++++++++++++++ 1 file changed, 34 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md new file mode 100644 index 000000000000..d00a8afdd07d --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -0,0 +1,34 @@ +--- +title: Find Your Expensify Billing Receipt +description: Learn how to locate your monthly Expensify billing receipt in your subscription settings using View payment history. +keywords: [where is my receipt, download receipt, view payment history, find billing receipt, locate receipt] +internalScope: Audience is billing owners. Covers how to locate the monthly Expensify billing receipt in Subscription settings. Does not cover pricing or how to interpret the receipt. +platform: new +contentType: task +--- + +# Find Your Expensify Billing Receipt + +Expensify creates a billing receipt each time you are charged for your subscription. You can find the receipts in your subscription settings under **View payment history**, where each charge opens its own receipt. + +Only the Workspace owner can view billing receipts. + +## Who can find billing receipts + +Only the owner of the Workspace can view its billing receipts. If you don't see the options described below, you're likely not the Workspace owner. + +To confirm who the Workspace owner is, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). + +## How to find your billing receipt + +1. In the navigation tabs (on the left on web, on the bottom on mobile) go to **Account > Subscription**. +2. Select **View payment history**. +3. Select any charge to open its billing receipt. + +**Note:** **View payment history** appears only after your account has been billed at least once. + +## Related articles + +* [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-billing/Review-Your-Expensify-Billing-Receipt) +* [Take Over Billing Ownership](/articles/new-expensify/billing-and-subscriptions/manage-billing/Take-Over-Billing-Ownership) + From a7ac6f4262dfa6db806a2a6739642c68c3ab800a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 10:16:23 -1000 Subject: [PATCH 074/127] Create Review -Your Expensify Billing Receipt.md --- .../Review -Your Expensify Billing Receipt.md | 82 +++++++++++++++++++ 1 file changed, 82 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md new file mode 100644 index 000000000000..50036e198644 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md @@ -0,0 +1,82 @@ +--- +title: Review Your Expensify Billing Receipt +description: Learn how to read your Expensify billing receipt, including the summary, billing breakdown, discounts, and workspace activity. +keywords: [what does my receipt mean, receipt breakdown, receipt sections, billing summary, discounts] +internalScope: Audience is billing owners. Explains the purpose and sections of the monthly Expensify billing receipt. Does not explain billing calculations, pricing rules, or how to resolve billing issues. +platform: new +contentType: topic +--- + +# Review Your Expensify Billing Receipt + +Your monthly Expensify billing receipt summarizes your subscription charges across every Workspace you own. It explains what you were charged, where discounts were applied, and how each workspace contributed to your total bill. + +Only the Workspace owner can view subscription receipts. + +## How your billing receipt is organized + +Your receipt is organized into several sections that explain different parts of your monthly bill. + +It begins with a high-level summary of your subscription, followed by any available savings or discounts. It then provides a detailed billing breakdown before showing activity for each Workspace. + +Together, these sections explain both what you were charged and how your monthly total was calculated. + +## What the receipt summary shows + +The summary provides an overview of your monthly subscription. + +It includes: + + - The total amount charged across all workspaces you own. + - Your effective price per member. + - The members who generated billable activity during the billing period. + +This section provides a quick snapshot of your subscription before the detailed breakdown. + +## What savings and discounts appear on your receipt + +If your account qualifies for discounts or credits, they're displayed in the savings section of your receipt. + +Depending on your subscription, you may see: + + - Expensify Card discounts + - Expensify Card cash back + - Promotional discounts + +This section may also highlight opportunities to reduce future subscription costs, such as qualifying for Expensify Card pricing or switching to an annual subscription. + +## What the billing breakdown includes + +The billing breakdown itemizes every charge and credit included in your monthly total. + +Depending on your subscription, this section may include: + + - Billable members + - Non-billable members + - Subscription charges + - Discounts + - Credits + - The final amount charged + +Each line helps explain how your overall subscription cost was calculated. + +## What workspace activity appears on your receipt + +If you pay for multiple @orkspaces, your receipt includes a breakdown for each one. + +For every @orkspace, you'll see information such as: + + - Workspace name + - Workspace ID + - Subscription plan + - Number of billable members + - Amount charged + - Applied discounts + +This section makes it easier to understand how each Workspace contributed to your total monthly charge. + +## Related articles + + - [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) + - [Find Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt) + - [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue) From efc9034d28d042a3d0c6cb67986743487181e8bd Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 10:24:05 -1000 Subject: [PATCH 075/127] Create Transfer-Workspace-Ownership.md --- .../Transfer-Workspace-Ownership.md | 60 +++++++++++++++++++ 1 file changed, 60 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md new file mode 100644 index 000000000000..c1cf2fca4f4f --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md @@ -0,0 +1,60 @@ +--- +title: Transfer Workspace Ownership +description: Learn how a Workspace Admin can transfer ownership to themselves and become the Workspace owner. +keywords: [New Expensify, take over billing, transfer owner, billing owner, change owner, workspace owner, transfer ownership, subscription] +internalScope: Audience is Workspace Admins who want to become the owner of a Workspace. Covers how to transfer ownership from the current owner under Workspaces > Members. Does not cover how to configure or cancel a plan or subscription. +contentType: task +platform: new +--- + +# Transfer Workspace Ownership + +Taking over as Workspace owner makes you the billing owner of a workspace—the person whose payment card is charged for its subscription and the only one who can manage its billing settings. + +You'd transfer Workspace ownership when the current Workspace owner is leaving, no longer manages the Workspace, or simply needs you to take responsibility for the subscription. + +## Who can transfer Workspace owner + +Workspace Admins can transfer Workspace ownership to themselves to become the Workspace nowner. + +A few things to know before you start: + + - When you take over Workspace ownership, you become the owner for that Workspace only. Workspace ownership is transferred over one Workspace at a time. + - To take over Workspace ownership, you'll need a payment card on file. If you don't have one, you'll add it during the process. + +--- + +## How to take over Workspace ownershop + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [workspace name] > Members**. +2. Select the current billing owner from the member list. +3. Click **Transfer owner**. +4. If you don't have a payment card on file, click **Accept terms & add payment card** and add your payment card. + +Once confirmed, you'll see a message letting you know you're now the billing owner of the workspace. + +--- + +## What happens after you take over billing + +You become the workspace owner and billing owner, and your payment card is charged for the subscription going forward. You'll also start receiving the workspace's billing alerts and subscription receipts. + +If the previous owner had unbilled charges or an annual subscription, taking over may affect what you're charged: + +* **Outstanding balance:** If the previous owner has a balance from a prior month, you'll be asked to transfer it to take over billing. Your card is charged for that amount immediately. +* **Annual subscription:** If the workspace is on an annual subscription, it merges with your subscription and increases your subscription size by the number of members on that workspace. + +--- + +## Related articles + +* [Understand workspace ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership) +* [View your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription) + +--- + +# FAQ + +## Why can't I take over billing? + +If the current owner has an overdue Expensify Card settlement, you won't be able to take over billing until it's resolved. Ask them to contact Concierge to clear it, then try again. From e7973585514129ac00ecda98dbf003882ceb69ef Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 13:54:22 -1000 Subject: [PATCH 076/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 7 +++---- 1 file changed, 3 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index d00a8afdd07d..a102e552a3d5 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -2,7 +2,7 @@ title: Find Your Expensify Billing Receipt description: Learn how to locate your monthly Expensify billing receipt in your subscription settings using View payment history. keywords: [where is my receipt, download receipt, view payment history, find billing receipt, locate receipt] -internalScope: Audience is billing owners. Covers how to locate the monthly Expensify billing receipt in Subscription settings. Does not cover pricing or how to interpret the receipt. +internalScope: Audience is Workspace owners. Covers how to locate the monthly Expensify billing receipt in Subscription settings. Does not cover pricing or how to interpret the receipt. platform: new contentType: task --- @@ -29,6 +29,5 @@ To confirm who the Workspace owner is, see [Learn About Billing Permissions](/ar ## Related articles -* [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-billing/Review-Your-Expensify-Billing-Receipt) -* [Take Over Billing Ownership](/articles/new-expensify/billing-and-subscriptions/manage-billing/Take-Over-Billing-Ownership) - + - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-billing/Review-Your-Expensify-Billing-Receipt) + - [Take Over Billing Ownership](/articles/new-expensify/billing-and-subscriptions/manage-billing/Take-Over-Billing-Ownership) From 5ce8ba02a4c55b9f208f224ed56295a9544cf92c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 13:59:24 -1000 Subject: [PATCH 077/127] Update Review -Your Expensify Billing Receipt.md --- .../Review -Your Expensify Billing Receipt.md | 15 +++++++++------ 1 file changed, 9 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md index 50036e198644..a0c18e64fbab 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md @@ -2,17 +2,19 @@ title: Review Your Expensify Billing Receipt description: Learn how to read your Expensify billing receipt, including the summary, billing breakdown, discounts, and workspace activity. keywords: [what does my receipt mean, receipt breakdown, receipt sections, billing summary, discounts] -internalScope: Audience is billing owners. Explains the purpose and sections of the monthly Expensify billing receipt. Does not explain billing calculations, pricing rules, or how to resolve billing issues. +internalScope: Audience is Workspace owners. Explains the purpose and sections of the monthly Expensify billing receipt. Does not explain billing calculations, pricing rules, or how to resolve billing issues. platform: new contentType: topic --- # Review Your Expensify Billing Receipt -Your monthly Expensify billing receipt summarizes your subscription charges across every Workspace you own. It explains what you were charged, where discounts were applied, and how each workspace contributed to your total bill. +Your monthly Expensify billing receipt summarizes your subscription charges across every Workspace you own. It explains what you were charged, where discounts were applied, and how each Workspace contributed to your total bill. Only the Workspace owner can view subscription receipts. +[Learn how to find your Expensify billing receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt). + ## How your billing receipt is organized Your receipt is organized into several sections that explain different parts of your monthly bill. @@ -27,7 +29,7 @@ The summary provides an overview of your monthly subscription. It includes: - - The total amount charged across all workspaces you own. + - The total amount charged across all Workspaces you own. - Your effective price per member. - The members who generated billable activity during the billing period. @@ -45,6 +47,8 @@ Depending on your subscription, you may see: This section may also highlight opportunities to reduce future subscription costs, such as qualifying for Expensify Card pricing or switching to an annual subscription. +[Learn how the Expensify Card discount works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). + ## What the billing breakdown includes The billing breakdown itemizes every charge and credit included in your monthly total. @@ -60,7 +64,7 @@ Depending on your subscription, this section may include: Each line helps explain how your overall subscription cost was calculated. -## What workspace activity appears on your receipt +## What Workspace activity appears on your receipt If you pay for multiple @orkspaces, your receipt includes a breakdown for each one. @@ -78,5 +82,4 @@ This section makes it easier to understand how each Workspace contributed to you ## Related articles - [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) - - [Find Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt) - - [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue) + - [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) From 4f626657fe7f45e07647f6c2c888228fbe327726 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 14:45:52 -1000 Subject: [PATCH 078/127] Update Transfer-Workspace-Ownership.md --- .../Transfer-Workspace-Ownership.md | 69 +++++++++++++------ 1 file changed, 47 insertions(+), 22 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md index c1cf2fca4f4f..ae58096fda17 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md @@ -1,48 +1,52 @@ --- title: Transfer Workspace Ownership -description: Learn how a Workspace Admin can transfer ownership to themselves and become the Workspace owner. -keywords: [New Expensify, take over billing, transfer owner, billing owner, change owner, workspace owner, transfer ownership, subscription] -internalScope: Audience is Workspace Admins who want to become the owner of a Workspace. Covers how to transfer ownership from the current owner under Workspaces > Members. Does not cover how to configure or cancel a plan or subscription. +description: Learn how a Workspace Admin can transfer Workspace ownership to themselves and become the Workspace owner. +keywords: [transfer workspace ownership, transfer owner, workspace owner, billing owner, change workspace owner, subscription] +internalScope: Audience is Workspace Admins who want to become the owner of a Workspace. Covers how to transfer ownership from the current owner under Workspaces > Members and how to transfer an annual subscription. Does not cover how to configure or cancel a plan or subscription. contentType: task platform: new --- # Transfer Workspace Ownership -Taking over as Workspace owner makes you the billing owner of a workspace—the person whose payment card is charged for its subscription and the only one who can manage its billing settings. +The Workspace owner, sometimes called the billing owner, is responsible for a Workspace's subscription. They manage the Workspace's billing settings, and their payment card is charged for the subscription. -You'd transfer Workspace ownership when the current Workspace owner is leaving, no longer manages the Workspace, or simply needs you to take responsibility for the subscription. +You might transfer Workspace ownership when the current Workspace owner is leaving your organization, no longer manages the Workspace, or needs someone else to take responsibility for the Expensify subscription. -## Who can transfer Workspace owner +## Who can transfer Workspace ownership -Workspace Admins can transfer Workspace ownership to themselves to become the Workspace nowner. +Workspace Admins can transfer Workspace ownership to themselves to become the Workspace owner. -A few things to know before you start: +Before you begin: - - When you take over Workspace ownership, you become the owner for that Workspace only. Workspace ownership is transferred over one Workspace at a time. - - To take over Workspace ownership, you'll need a payment card on file. If you don't have one, you'll add it during the process. +- You can transfer ownership for one Workspace at a time. +- You'll need a payment card on file. If you don't have one, you'll be prompted to add it during the transfer. --- -## How to take over Workspace ownershop +## How to transfer Workspace ownership -1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [workspace name] > Members**. -2. Select the current billing owner from the member list. +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace name] > Members**. +2. Select the current Workspace owner from the member list. 3. Click **Transfer owner**. -4. If you don't have a payment card on file, click **Accept terms & add payment card** and add your payment card. +4. Confirm the transfer. -Once confirmed, you'll see a message letting you know you're now the billing owner of the workspace. +When the transfer is complete, you'll see a confirmation message that you're now the Workspace owner. --- -## What happens after you take over billing +## What happens after you transfer Workspace ownership -You become the workspace owner and billing owner, and your payment card is charged for the subscription going forward. You'll also start receiving the workspace's billing alerts and subscription receipts. +- You become the Workspace owner for that Workspace. +- Your payment card is used for future subscription charges. +- You can manage the Workspace's billing settings. +- You'll receive billing notifications and receipts for that Workspace. -If the previous owner had unbilled charges or an annual subscription, taking over may affect what you're charged: +Depending on the Workspace's status and subscription, you may also see one of the following messages: -* **Outstanding balance:** If the previous owner has a balance from a prior month, you'll be asked to transfer it to take over billing. Your card is charged for that amount immediately. -* **Annual subscription:** If the workspace is on an annual subscription, it merges with your subscription and increases your subscription size by the number of members on that workspace. + - **Outstanding balance:** If there's an unpaid balance from a previous billing period, you'll be prompted to transfer the balance before ownership can be transferred. Your payment card is charged for that amount immediately. + - **Take over annual subscription:** If the Workspace is the only Workspace on the current owner's annual subscription, you'll be prompted to transfer the annual subscription to your account. This merges the annual subscription with your current subscription and increases your subscription size by the number of members shown in the message. + - **Duplicate subscription alert:** If the current Workspace owner has other Workspaces on the same annual subscription, you can't transfer the subscription by taking over just one Workspace. To transfer the annual subscription, ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription. Then transfer ownership of each Workspace. --- @@ -55,6 +59,27 @@ If the previous owner had unbilled charges or an annual subscription, taking ove # FAQ -## Why can't I take over billing? +## Why do I see the "Take over annual subscription" message? -If the current owner has an overdue Expensify Card settlement, you won't be able to take over billing until it's resolved. Ask them to contact Concierge to clear it, then try again. +This message appears when the Workspace you're taking over is the only Workspace included in the current owner's annual subscription. + +If you continue, the annual subscription is transferred to your account and merged with your existing subscription. Your subscription size increases by the number of members shown in the message. + +## Why do I see the "Duplicate subscription alert" message? + +This message appears because the current Workspace owner has multiple Workspaces on the same annual subscription. + +To transfer the annual subscription, you must be a Workspace Admin on every Workspace included in that subscription. Ask the current Workspace owner to add you as a Workspace Admin to all of their Workspaces, then transfer ownership for each Workspace. + +If you only want to become the owner of the current Workspace, click **Continue** to transfer ownership without transferring the annual subscription. + +## Why do I see the "Outstanding balance" message? + +This message appears when the current Workspace owner has an unpaid balance from a previous billing period. To complete the ownership transfer, you'll need to transfer the outstanding balance. Once you confirm, your payment card is charged for the outstanding amount and the ownership transfer continues. + +## How do I take over an annual subscription? + +You can take over an annual subscription only if you're a Workspace Admin on every Workspace included in that subscription. + +- If the subscription includes only the Workspace you're transferring, you'll see the **Take over annual subscription** message. Continue to transfer the subscription to your account. +- If the subscription includes multiple Workspaces, you'll see the **Duplicate subscription alert** message. Ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription, then transfer ownership of each Workspace. From 9f16234bdd24dad9feb71d3b0da1c85545a39416 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 14:47:41 -1000 Subject: [PATCH 079/127] Update Learn-About-Subscriptions.md --- .../Learn-About-Subscriptions.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index aa2650a530c2..567bb0e8a058 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -22,7 +22,7 @@ A Workspace owner's subscription applies to every Workspace they own. Only the W Because a single subscription covers all Workspaces owned by the same Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. -[For more details, see Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permission). +For more details, see [Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permission). --- From b9bbb4b3e0effdf0e6dff70805b5bf6a6c036428 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 14:49:10 -1000 Subject: [PATCH 080/127] Fix capitalization in subscription management document Updated descriptions and internal scope to use consistent capitalization for 'Workspace'. --- .../Learn-About-Plan-and-Subscription-Management.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md index fa47a65955b4..5e1235c45aa4 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md @@ -1,8 +1,8 @@ --- title: Learn About Plan and Subscription Management -description: Learn who can change a workspace's plan or subscription in New Expensify and the conditions that apply, including when you can and can't downgrade. +description: Learn who can change a Workspace's plan or subscription in New Expensify and the conditions that apply, including when you can and can't downgrade. keywords: [New Expensify, plan management, subscription management, change plan, change subscription, downgrade plan, workspace Owner, Collect, Control, Annual, Pay-per-use] -internalScope: Audience is workspace Owners. Covers who can change a workspace's plan or subscription and the conditions that apply. Does not cover plan features or how to change a subscription. +internalScope: Audience is Workspace owners. Covers who can change a Workspace's plan or subscription and the conditions that apply. Does not cover plan features or how to change a subscription. retrievalIntent: Overview of who can change plan/subscription and the rules on when. contentType: topic platform: new @@ -28,7 +28,7 @@ To learn more, see [Learn About Billing Permissions](/articles/new-expensify/bil ## When you can change your plan -The workspace Owner can switch between the **Collect** and **Control** plans. +The Workspace owner can switch between the **Collect** and **Control** plans. - **On a Pay-per-use subscription**, you can upgrade from Collect to Control or downgrade from Control to Collect at any time. - **On an Annual subscription**, you can upgrade from Collect to Control at any time, but you can't downgrade from Control to Collect until the annual term ends. From 2986ba32d7065ae52b763cc7bb6db578a90d290d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:18:16 -1000 Subject: [PATCH 081/127] Update Manage-Annual-Subscription-Settings.md --- .../Manage-Annual-Subscription-Settings.md | 10 ++++++---- 1 file changed, 6 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md index 29dc3df154d5..fadda9779752 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md @@ -14,11 +14,15 @@ Annual subscriptions include settings that let you manage your subscription, inc These settings apply only to Annual subscriptions. A Pay-per-use subscription has no commitment. +To check your current plan and subscription settings, see [how to view your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription). + --- ## Who can manage Annual subscription settings -Only the workspace Owner can view and change Annual subscription settings. If you don't see **Subscription** under **Account**, you're not a Workspace owner. To find out who is, open the **Workspaces** tab (on the left on web, at the bottom on mobile) and check the **Owner** column for your Workspace. +Only the Workspace owner can view and change Annual subscription settings. + +If you don't see **Subscription** under **Account**, you're not a Workspace owner. To find out who is, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). --- @@ -39,7 +43,7 @@ Only the workspace Owner can view and change Annual subscription settings. If yo **Note:** You can increase your subscription size during an Annual subscription term, but you can't decrease it until the current term ends. Increasing your subscription size starts a new 12-month term, and you can't lower the size again until that term ends. -To learn more, see [Learn About Subscriptions](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions). +For more details, see [Learn About Subscriptions](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions). --- @@ -60,5 +64,3 @@ While it's enabled, any month your active members exceed your subscription size, 3. Disable **Auto-renew** and confirm your choice. Your Annual subscription stays active until the renewal date shown on the page. After that, your Workspace continues on Pay-per-use billing. - -* [How to view your current plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription) From eafc760990d52eab89021bf82f69c1a1dc5b1164 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:21:18 -1000 Subject: [PATCH 082/127] Rename Review -Your Expensify Billing Receipt.md to Review-Your-Expensify-Billing-Receipt.md --- ...illing Receipt.md => Review-Your-Expensify-Billing-Receipt.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/{Review -Your Expensify Billing Receipt.md => Review-Your-Expensify-Billing-Receipt.md} (100%) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md similarity index 100% rename from docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review -Your Expensify Billing Receipt.md rename to docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md From 4338c232f12cc33e42c52ee3615e7c1197226c41 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:47:15 -1000 Subject: [PATCH 083/127] Update Learn-About-Subscriptions.md --- .../Learn-About-Subscriptions.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index 567bb0e8a058..168f46a2d584 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -22,7 +22,7 @@ A Workspace owner's subscription applies to every Workspace they own. Only the W Because a single subscription covers all Workspaces owned by the same Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. -For more details, see [Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permission). +For more details, see [Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). --- @@ -50,7 +50,7 @@ Workspaces can use either subscription type with either plan: Together, each Workspace's plan and its owner's subscription determine how that Workspace is billed. -To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). +For more details, see [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Plan-and-Subscription-Management). --- From 7862113c134e5ecd1738ffcf87824eb953015530 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:48:20 -1000 Subject: [PATCH 084/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index a102e552a3d5..7f4224968008 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -29,5 +29,5 @@ To confirm who the Workspace owner is, see [Learn About Billing Permissions](/ar ## Related articles - - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-billing/Review-Your-Expensify-Billing-Receipt) + - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt) - [Take Over Billing Ownership](/articles/new-expensify/billing-and-subscriptions/manage-billing/Take-Over-Billing-Ownership) From 2968ec3088ddcbe2285e3219f5bd8d2434b986d0 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:48:55 -1000 Subject: [PATCH 085/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index 7f4224968008..e273f4bebb71 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -30,4 +30,4 @@ To confirm who the Workspace owner is, see [Learn About Billing Permissions](/ar ## Related articles - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt) - - [Take Over Billing Ownership](/articles/new-expensify/billing-and-subscriptions/manage-billing/Take-Over-Billing-Ownership) + - [Take Over Billing Ownership](//articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) From 9415fb97d599e98963df1535bda3df37689d1e03 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:51:36 -1000 Subject: [PATCH 086/127] Update link text for workspace ownership transfer --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index e273f4bebb71..1401fad9c7fd 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -30,4 +30,4 @@ To confirm who the Workspace owner is, see [Learn About Billing Permissions](/ar ## Related articles - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt) - - [Take Over Billing Ownership](//articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) + - [Transfer Workspace Ownership](//articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) From 80c5012ad91972c033fd7178b5b18de445a84d15 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:53:15 -1000 Subject: [PATCH 087/127] Update Transfer-Workspace-Ownership.md --- .../manage-billing/Transfer-Workspace-Ownership.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md index ae58096fda17..c049612513ad 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md @@ -52,8 +52,8 @@ Depending on the Workspace's status and subscription, you may also see one of th ## Related articles -* [Understand workspace ownership](/articles/new-expensify/billing-and-subscriptions/Understand-Workspace-Ownership) -* [View your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription) + - [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions) + - [View your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) --- From b0535a341cf07858274de61eb44d98e9ee14514c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:54:28 -1000 Subject: [PATCH 088/127] Update Manage-Annual-Subscription-Settings.md --- .../manage-subscription/Manage-Annual-Subscription-Settings.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md index fadda9779752..5b58d6ac6366 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md @@ -14,7 +14,7 @@ Annual subscriptions include settings that let you manage your subscription, inc These settings apply only to Annual subscriptions. A Pay-per-use subscription has no commitment. -To check your current plan and subscription settings, see [how to view your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-plans-and-subscriptions/View-Your-Plan-and-Subscription). +To check your current plan and subscription settings, see [how to view your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription). --- From e6c3e0d03582c04ed8f6aa2bef7f74377ebb4fc0 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 15:55:22 -1000 Subject: [PATCH 089/127] Update Review-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Review-Your-Expensify-Billing-Receipt.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md index a0c18e64fbab..2a3b1cea90cb 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md @@ -66,9 +66,9 @@ Each line helps explain how your overall subscription cost was calculated. ## What Workspace activity appears on your receipt -If you pay for multiple @orkspaces, your receipt includes a breakdown for each one. +If you pay for multiple Wworkspaces, your receipt includes a breakdown for each one. -For every @orkspace, you'll see information such as: +For every Workspace, you'll see information such as: - Workspace name - Workspace ID From f0919fa89a29430abe39e09ab9056c28b15cd6cd Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:01:17 -1000 Subject: [PATCH 090/127] Update Learn-About-Plan-and-Subscription-Management.md --- .../Learn-About-Plan-and-Subscription-Management.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md index 5e1235c45aa4..dd29e59edd8c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md @@ -6,6 +6,7 @@ internalScope: Audience is Workspace owners. Covers who can change a Workspace's retrievalIntent: Overview of who can change plan/subscription and the rules on when. contentType: topic platform: new +order: 1 --- # Learn About Plan and Subscription Management From 3f258898f037ad5d5cbeabb609cd39381fb40708 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:01:57 -1000 Subject: [PATCH 091/127] Update View-Your-Plan-and-Subscription.md --- .../manage-subscription/View-Your-Plan-and-Subscription.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md index c4b8bc098467..2ebdd207b478 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md @@ -6,6 +6,7 @@ internalScope: Audience is Workspace owners. Covers how to view the current Work retrievalIntent: How to view your current plan and subscription. contentType: task platform: new +order: 2 --- # View Your Plan and Subscription From fb4dbaaaaba159e0416393778598aeb4e0fed920 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:02:33 -1000 Subject: [PATCH 092/127] Update Manage-Annual-Subscription-Settings.md --- .../manage-subscription/Manage-Annual-Subscription-Settings.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md index 5b58d6ac6366..768669e5a91b 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md @@ -6,6 +6,7 @@ internalScope: Audience is Workspace owners on an Annual subscription. Covers ch retrievalIntent: How to change subscription size, auto-renew, and auto-increase seats. contentType: task platform: new +order: 3 --- # Manage Annual subscription settings From d4192287a709bcc65ce829267669092b307b8726 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:02:51 -1000 Subject: [PATCH 093/127] Update Change-Your-Workspace-Plan.md --- .../manage-subscription/Change-Your-Workspace-Plan.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index 5281d51349b7..7c659d12f712 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -6,6 +6,7 @@ internalScope: Audience is workspace owners. Covers how to switch a Workspace be retrievalIntent: How to switch a workspace between Collect and Control. contentType: task platform: new +order: 4 --- # Change Your Workspace Plan From 2ecc66b6bf370d215da80d41748c37a5d98c16f1 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:11:01 -1000 Subject: [PATCH 094/127] Update Change-Your-Workspace-Plan.md --- .../manage-subscription/Change-Your-Workspace-Plan.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index 7c659d12f712..12dffb0419a0 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -58,5 +58,5 @@ This happens when you're on the Control plan with an Annual subscription. You've ## Why can't I downgrade my invoiced subscription? -You can't downgrade the plan on an invoiced subscription from the app. Reach out to your Account Aanager or Concierge to discuss or make changes to your subscription. +You can't downgrade the plan on an invoiced subscription from the app. Reach out to your Account Manager or Concierge to discuss or make changes to your subscription. From bfc371fcdbeae8eba24c8b1a250d8a89986b6f39 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:14:04 -1000 Subject: [PATCH 095/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index 1401fad9c7fd..a1be3380c1cc 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -5,6 +5,7 @@ keywords: [where is my receipt, download receipt, view payment history, find bil internalScope: Audience is Workspace owners. Covers how to locate the monthly Expensify billing receipt in Subscription settings. Does not cover pricing or how to interpret the receipt. platform: new contentType: task +order: 1 --- # Find Your Expensify Billing Receipt From 8a44eca8d669e3e12f3edb712134627168008a8c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 16:14:25 -1000 Subject: [PATCH 096/127] Update Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md index 26aec996688d..ccaa9b0c06ac 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md @@ -5,6 +5,7 @@ keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonpro internalScope: Audience is Workspace Admins and Workspace owners. Covers requesting tax-exempt status for an Expensify subscription. Does not cover transferring Workspace ownership or troubleshooting. retrievalIntent: Request tax exemption for an Expensify subscription. contentType: task +order: 2 --- # Request Tax Exemption From ab130a77d9fd6c1d66c6573711e4ab27ec3e4c33 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 18:41:29 -1000 Subject: [PATCH 097/127] Update Review-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Review-Your-Expensify-Billing-Receipt.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md index 2a3b1cea90cb..d86b65ff785c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md @@ -66,7 +66,7 @@ Each line helps explain how your overall subscription cost was calculated. ## What Workspace activity appears on your receipt -If you pay for multiple Wworkspaces, your receipt includes a breakdown for each one. +If you pay for multiple Workspaces, your receipt includes a breakdown for each one. For every Workspace, you'll see information such as: From 0eb6b046ef635424bc5c59e64a4f3e6860e98c30 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 18:59:35 -1000 Subject: [PATCH 098/127] Update Learn-About-Subscriptions.md --- .../Learn-About-Subscriptions.md | 16 +++++++--------- 1 file changed, 7 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index 168f46a2d584..6830e87196cd 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -10,9 +10,9 @@ platform: new # Learn About Subscriptions -Every Workspace owner has a single subscription that covers all of the Workspaces they own. That subscription determines how those Workspaces are billed, including whether you pay month-to-month or commit to an annual term. +Every Workspace owner has a single subscription that covers all of the Workspaces they own. That subscription determines how those Workspaces are billed. -Expensify offers two subscription options: **Annual** and **Pay-per-use**. Both subscription models work with either the Collect or Control plan. +Expensify offers two subscription options: Annual and Pay-per-use. The subscription options available depend on your Workspace's plan. --- @@ -39,21 +39,19 @@ Your subscription determines how your Workspaces are billed, but it does not det ## How subscriptions work with your plan -Plans and subscriptions are independent. - -Workspaces can use either subscription type with either plan: +The subscription options available for your Workspace depend on its plan. | Plan | Available subscriptions | | ------- | ----------------------- | -| Collect | Annual or Pay-per-use | +| Collect | Pay-per-use | | Control | Annual or Pay-per-use | -Together, each Workspace's plan and its owner's subscription determine how that Workspace is billed. +A Workspace's plan and its owner's subscription together determine how that Workspace is billed. -For more details, see [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Plan-and-Subscription-Management). +**Note:** If your organization's first Workspace was created before April 1, 2025, your organization may use legacy Collect pricing. For more information, see [Understand legacy Collect pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing#understand-legacy-collect-pricing). --- ## Related articles -- [Understand Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Understand-Plan-and-Subscription-Management) +- [Understand Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Plan-and-Subscription-Management) From e60c802e7a4bb4e07a925d7ea79abc850eae3af2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 19:01:30 -1000 Subject: [PATCH 099/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Find-Your-Expensify-Billing-Receipt.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index a1be3380c1cc..b959bf52b647 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -31,4 +31,4 @@ To confirm who the Workspace owner is, see [Learn About Billing Permissions](/ar ## Related articles - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt) - - [Transfer Workspace Ownership](//articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) + - [Transfer Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) From 3f650d02f6154d6f74321b9832e7314bad6480e4 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 19:09:34 -1000 Subject: [PATCH 100/127] Update Learn-About-Plan-and-Subscription-Management.md --- .../Learn-About-Plan-and-Subscription-Management.md | 10 ++++------ 1 file changed, 4 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md index dd29e59edd8c..f7e1d8086d5c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md @@ -11,7 +11,7 @@ order: 1 # Learn About Plan and Subscription Management -Every paid workspace has a plan and a subscription, and together they determine how your Workspace is billed. While every Workspace has these settings, only the Workspace owner can manage them, and some changes are subject to additional restrictions. +Every paid Workspace has a plan and a subscription, and together they determine how your Workspace is billed. While every Workspace has these settings, only the Workspace owner can manage them, and some changes are subject to additional restrictions. If you're new to Expensify billing, start with [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). @@ -19,9 +19,9 @@ If you're new to Expensify billing, start with [Learn How Billing and Subscripti ## Who can change a plan or subscription -Only the Workspace owner can change a workspace's plan and subscription under **Account > Subscription**. Each Workspace has exactly one owner, whose payment card is charged for the subscription. +Only the Workspace owner can change a Workspace's plan and subscription under **Account > Subscription**. Each Workspace has exactly one owner, whose payment card is charged for the subscription. -Being a Workspace Admin doesn't include plan and subscription management permissions. Admins can manage members and workspace settings, but they can't change the workspace's plan or subscription unless they first take over workspace ownership. +Being a Workspace Admin doesn't include plan and subscription management permissions. Admins can manage members and Workspace settings, but they can't change the Workspace's plan or subscription unless they first take over Workspace ownership. To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). @@ -29,10 +29,8 @@ To learn more, see [Learn About Billing Permissions](/articles/new-expensify/bil ## When you can change your plan -The Workspace owner can switch between the **Collect** and **Control** plans. - - **On a Pay-per-use subscription**, you can upgrade from Collect to Control or downgrade from Control to Collect at any time. -- **On an Annual subscription**, you can upgrade from Collect to Control at any time, but you can't downgrade from Control to Collect until the annual term ends. +- **On an Annual subscription**, you can upgrade from Collect to Control at any time, but you can't downgrade from Control to Collect. --- From 2e7a2610f0e7c352d8d220ed03b034a9646abce6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Mon, 6 Jul 2026 19:12:42 -1000 Subject: [PATCH 101/127] Update Transfer-Workspace-Ownership.md --- .../manage-billing/Transfer-Workspace-Ownership.md | 6 ++++++ 1 file changed, 6 insertions(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md index c049612513ad..387503499332 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md @@ -83,3 +83,9 @@ You can take over an annual subscription only if you're a Workspace Admin on eve - If the subscription includes only the Workspace you're transferring, you'll see the **Take over annual subscription** message. Continue to transfer the subscription to your account. - If the subscription includes multiple Workspaces, you'll see the **Duplicate subscription alert** message. Ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription, then transfer ownership of each Workspace. + +## Why can't I see billing history from the previous Workspace owner? + +Billing history only includes subscription charges made while you're the Workspace owner. Charges paid by the previous Workspace owner won't appear in your billing history. + +If you need to review previous subscription charges, ask the previous Workspace owner to add those billing charges to an expense report. Once they're included in an expense report that you can access, you'll be able to view them as expenses. From a9cfed1dad03795bb82df3f328b6291be0dd9eb7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 12:19:07 -1000 Subject: [PATCH 102/127] Update Learn-How-Billing-and-Subscriptions-Work.md --- ...earn-How-Billing-and-Subscriptions-Work.md | 23 ++++++++++--------- 1 file changed, 12 insertions(+), 11 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md index c3dccf7a8707..d198c77099fd 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work.md @@ -3,19 +3,20 @@ title: Learn How Billing and Subscriptions Work description: Learn how Workspaces, plans, subscriptions, billing, and pricing work together in Expensify. keywords: [Expensify billing, plans, subscriptions, billing overview, Workspace billing] internalScope: Audience is anyone using or evaluating Expensify. Covers the relationship between plans, subscriptions, pricing, and billing. Does not cover changing plans, subscription management, or billing tasks. +retrievalIntent: How does billing work in Expensify? contentType: concept order: 1 --- # Learn How Billing and Subscriptions Work -Expensify organizes billing around three core concepts: your workspace plan, your subscription, and your organization's Expensify Card usage. Together, these determine the features available to your organization and the pricing you qualify for. +Expensify organizes billing around three core concepts: your Workspace plan, your subscription, and your organization's Expensify Card usage. Together, these determine the features available to your organization and the pricing you qualify for. -## What is a workspace plan? +## What is a Workspace plan? -A workspace plan determines the features available to your organization. +A Workspace plan determines the features available to your organization. -Expensify offers two workspace plans: +Expensify offers two plans: - **Collect**: Designed for small teams that need expense management and reimbursements. - **Control**: Designed for growing organizations that need advanced approvals, accounting integrations, and spend management. @@ -24,11 +25,11 @@ To learn which plan is right for your organization, see [Compare the Collect and ## What is a subscription? -A subscription determines how your workspace is billed. +A subscription determines how your Workspace is billed. -Depending on your workspace plan, you may have an Annual subscription or a Pay-per-use subscription. Your subscription affects your billing rate and may determine whether you qualify for reduced pricing. +Depending on your Workspace plan, you may have an Annual subscription or a Pay-per-use subscription. Your subscription affects your billing rate and may determine whether you qualify for reduced pricing. -To learn more, see How Subscriptions Work. +To learn more see [How Subscription Pricing Works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions#how-annual-subscription-pricing-works). ## How the Expensify Card can reduce your bill @@ -42,19 +43,19 @@ To learn more, see [How the Expensify Card Discount Works](/articles/new-expensi Your monthly Expensify bill is calculated based on: - - Your workspace plan + - Your Workspace plan - Your subscription type - The number of billable members - Whether your organization qualifies for reduced pricing through the Expensify Card -To learn more, see How Your Plan and Subscription Determine Your Bill. +To learn more, see [How the Expensify Card Discount Works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#find-your-subscription-price) ## Who pays the monthly bill Each Workspace has an owner, sometimes called the billing owner, who is responsible for the monthly bill. -A single member can own multiple Workspaces. The Workspace owner is billed for all billable members across every Workspace they own, rather than each Workspace being billed separately. Because billing is tied to the Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. +A single member can own multiple workspaces. The Workspace owner is billed for all billable members across every Workspace they own, rather than each Workspace being billed separately. Because billing is tied to the Workspace owner, organizations that use multiple workspaces typically assign the same Workspace owner to each Workspace. -Workspace owners can add and update payment cards, view billing receipts, and manage workspace plan and subscription settings. +Workspace owners can add and update payment cards, view billing receipts, and manage plan and subscription settings. To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). From c765ddc3636ac3b3a85ef20bb51878342d1b14ec Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:40:44 -1000 Subject: [PATCH 103/127] Update Change-Your-Workspace-Plan.md --- .../Change-Your-Workspace-Plan.md | 18 +++++++----------- 1 file changed, 7 insertions(+), 11 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index 12dffb0419a0..c0cd31e53e38 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -1,9 +1,9 @@ --- title: Change Your Workspace Plan -description: Switch a Workspace between the Collect and Control plans from the Workspace's Plan type setting. +description: Switch a Workspace's Plan type between Collect and Control. keywords: [New Expensify, change workspace plan, switch plan, Collect plan, Control plan, plan type, upgrade, downgrade, upgrade to Control, downgrade to Collect, workspace admin] -internalScope: Audience is workspace owners. Covers how to switch a Workspace between the Collect and Control plans. Does not cover the differences between the plans or how to change a subscription. -retrievalIntent: How to switch a workspace between Collect and Control. +internalScope: Audience is Workspace owners. Covers how to switch a Workspace between the Collect and Control plans. Does not cover the differences between plans or how to change a subscription. +retrievalIntent: How to switch a Workspace plan between Collect and Control. contentType: task platform: new order: 4 @@ -11,9 +11,7 @@ order: 4 # Change Your Workspace Plan -Every Workspace uses either the Collect or Control plan. Your Workspace plan determines which features are available. If your needs change, you can switch plans from the Workspace's **Plan type** setting. - -Changing a Workspace plan is different from changing your subscription. This article explains how to switch a Workspace between the Collect and Control plans. If you want to manage your subscription instead, see How to Manage Your Plan or Subscription. +Every Workspace uses either the Collect or Control plan. Your Workspace plan determines which features are available. If your needs change, you can switch the Workspace's **Plan type**. To learn which plan is right for your organization, see [Compare Collect and Control Plans](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans). @@ -21,9 +19,9 @@ To learn which plan is right for your organization, see [Compare Collect and Con ## Who can change the Workspace plan -Only the Workspace owner can change the Workspace plan. Changing the plan may change the monthly Expensify bill. +Only the Workspace owner can change a workspace's plan. -To learn more, see How Your Plan and Subscription Determine Your Bill. +If you have an Annual subcription, changes to your plan may be restricted. To learn more, see [When You Can Change Your Plan](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work#when-you-can-change-your-plan). --- @@ -35,14 +33,12 @@ To learn more, see How Your Plan and Subscription Determine Your Bill. 4. Choose **Collect** or **Control**. 5. Confirm your selection. -**Note:** If your workspace is on the Control plan with an Annual subscription, you can't downgrade to Collect until your subscription term ends. To learn more, see When You Can Change Your Plan. - --- ## Related articles - [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) - - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) + - [Understand Expensify pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). --- From 68b49c3f2089f1b84050192588921319c770ca4c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:41:01 -1000 Subject: [PATCH 104/127] Update Learn-About-Plan-and-Subscription-Management.md --- ...-About-Plan-and-Subscription-Management.md | 38 ++++++++++++++----- 1 file changed, 29 insertions(+), 9 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md index f7e1d8086d5c..390ec0b500d1 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management.md @@ -3,7 +3,7 @@ title: Learn About Plan and Subscription Management description: Learn who can change a Workspace's plan or subscription in New Expensify and the conditions that apply, including when you can and can't downgrade. keywords: [New Expensify, plan management, subscription management, change plan, change subscription, downgrade plan, workspace Owner, Collect, Control, Annual, Pay-per-use] internalScope: Audience is Workspace owners. Covers who can change a Workspace's plan or subscription and the conditions that apply. Does not cover plan features or how to change a subscription. -retrievalIntent: Overview of who can change plan/subscription and the rules on when. +retrievalIntent: When are Workspace plan or subscription changes allowed. contentType: topic platform: new order: 1 @@ -11,17 +11,17 @@ order: 1 # Learn About Plan and Subscription Management -Every paid Workspace has a plan and a subscription, and together they determine how your Workspace is billed. While every Workspace has these settings, only the Workspace owner can manage them, and some changes are subject to additional restrictions. +Every paid Workspace has a plan and a subscription, and together they determine how billing is calculated. The Workspace owner can manage them, but changes may be restricted depending on your current subscription type. If you're new to Expensify billing, start with [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). --- -## Who can change a plan or subscription +## Who can manage a plan or subscription -Only the Workspace owner can change a Workspace's plan and subscription under **Account > Subscription**. Each Workspace has exactly one owner, whose payment card is charged for the subscription. +Only the Workspace owner can manage the Workspace's plan or subscription. Each workspace has exactly one owner, whose payment card is charged for the subscription. -Being a Workspace Admin doesn't include plan and subscription management permissions. Admins can manage members and Workspace settings, but they can't change the Workspace's plan or subscription unless they first take over Workspace ownership. +Being a Workspace Admin doesn't include plan and subscription management permissions. Admins can manage members and workspace settings, but they can't change the Workspace's plan or subscription unless they first take over ownership. To learn more, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). @@ -30,7 +30,7 @@ To learn more, see [Learn About Billing Permissions](/articles/new-expensify/bil ## When you can change your plan - **On a Pay-per-use subscription**, you can upgrade from Collect to Control or downgrade from Control to Collect at any time. -- **On an Annual subscription**, you can upgrade from Collect to Control at any time, but you can't downgrade from Control to Collect. +- **On an Annual subscription**, you can't switch from Control to Collect until the end of your subscription term. The Collect plan is only available with a Pay-per-use subscription. --- @@ -38,8 +38,8 @@ To learn more, see [Learn About Billing Permissions](/articles/new-expensify/bil Your subscription determines your billing commitment, so the rules for changing it depend on which subscription you have. - - **On a Pay-per-use subscription**, there is no commitment. You can switch to an Annual subscription at any time. - - **On an Annual subscription**, your subscription includes a 12-month commitment. Requests to cancel the subscription and switch to Pay-per-use before the term ends are reviewed for eligibility and aren't automatically approved. + - **On a Pay-per-use subscription**, there is no commitment. If your plan type supports an Annual subscription, you can switch at any time. + - **On an Annual subscription**, your subscription includes a 12-month commitment, and can't be changed until the end of the subscription term. --- @@ -47,6 +47,26 @@ Your subscription determines your billing commitment, so the rules for changing Use these articles to complete common plan and subscription tasks: -- [View your current plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) +- [View Your Current Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) - [Change your Workspace plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) - [Manage your subscription settings](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings) + +--- + +# FAQ + +## Can a Workspace Admin change the plan or subscription? + +No. Only the Workspace owner can manage the Workspace's plan or subscription. If an admin needs to make these changes, they must first become the Workspace owner. [Learn how to transfer workspace ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership). + +## Why can't I switch from Control to Collect? + +If your Workspace has an Annual subscription, you can't switch from the Control plan to the Collect plan until the end of your subscription term. The Collect plan is only available with a Pay-per-use subscription. + +## Can I switch from Pay-per-use to an Annual subscription? + +Yes, if your Workspace is on the Control plan. You can switch from a Pay-per-use subscription to an Annual subscription at any time. + +## Can I change my subscription before my Annual term ends? + +No. Annual subscriptions include a 12-month commitment and can't be changed until the end of the subscription term. From fd7753d4c4306955718ea5d8beeceb5218bc9330 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:43:01 -1000 Subject: [PATCH 105/127] Update Manage-Annual-Subscription-Settings.md --- .../Manage-Annual-Subscription-Settings.md | 32 ++++++++++++++++--- 1 file changed, 28 insertions(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md index 768669e5a91b..b6c3b4a1bb9c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings.md @@ -15,15 +15,15 @@ Annual subscriptions include settings that let you manage your subscription, inc These settings apply only to Annual subscriptions. A Pay-per-use subscription has no commitment. -To check your current plan and subscription settings, see [how to view your plan and subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription). +To check your current plan and subscription settings, see [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription). --- ## Who can manage Annual subscription settings -Only the Workspace owner can view and change Annual subscription settings. +Only the Workspace owner can view and change Annual subscription settings. -If you don't see **Subscription** under **Account**, you're not a Workspace owner. To find out who is, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). +The Workspace owner can make changes to the **Auto-renew**, and **Auto-increase annual seats** settings at any time. **Subscription size** can be increased at any time, but can't be decreased until the end of the subscription term. --- @@ -44,7 +44,7 @@ If you don't see **Subscription** under **Account**, you're not a Workspace owne **Note:** You can increase your subscription size during an Annual subscription term, but you can't decrease it until the current term ends. Increasing your subscription size starts a new 12-month term, and you can't lower the size again until that term ends. -For more details, see [Learn About Subscriptions](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions). +For more details, see [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management). --- @@ -65,3 +65,27 @@ While it's enabled, any month your active members exceed your subscription size, 3. Disable **Auto-renew** and confirm your choice. Your Annual subscription stays active until the renewal date shown on the page. After that, your Workspace continues on Pay-per-use billing. + +--- + +# FAQ + +## Can I reduce my Subscription size during my Annual term? + +No. You can increase your **Subscription size** at any time, but you can't reduce it until your current Annual subscription term ends. + +## What happens if I increase my Subscription size? + +Increasing your **Subscription size** starts a new 12-month Annual subscription at the larger size. Your new subscription end date is based on the date of the increase. + +## What happens if Auto-increase annual seats is enabled? + +If your number of active members exceeds your **Subscription size**, Expensify automatically increases your subscription size to cover them. This starts a new 12-month Annual subscription and extends your subscription end date. + +## What happens if I disable Auto-renew? + +Your Annual subscription remains active until its renewal date. After that, your Workspace moves to a Pay-per-use subscription unless you renew before the term ends. + +## Can I change my Annual subscription settings if I'm a Workspace Admin? + +No. Only the Workspace owner can view or change Annual subscription settings. From c914b0acbbecbbed6b4e6d14a723f9cc3162bb39 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:43:22 -1000 Subject: [PATCH 106/127] Update View-Your-Plan-and-Subscription.md --- .../View-Your-Plan-and-Subscription.md | 11 ++++++----- 1 file changed, 6 insertions(+), 5 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md index 2ebdd207b478..f272a0f1a2d7 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription.md @@ -17,9 +17,9 @@ Workspace owners can confirm which plan they're on— Collect or Control—and t ## Who can view your plan and subscription -Only the Workspace owner can view the **Subscription** page to see the Workspace plan and subscription. If you don't see **Subscription** under **Account**, you're not a Workspace owner. +Only the Workspace owner can view the Workspace's plan and subscription together under **Account > Subscription**. -Workspace Admins can view the Workspace plan under **Overview > Plan type**. +Workspace Admins can view the Workspace plan under **Overview > Plan type**, but they can't view the subscription. --- @@ -33,8 +33,9 @@ Workspace Admins can view the Workspace plan under **Overview > Plan type**. ## Related articles - - [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work) + - [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management) - [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan) + - [Manage Annual Subscription Settings](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings) --- @@ -46,6 +47,6 @@ Control pricing depends on your subscription type and your organization's qualif To learn more, see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing). -## How do I find the workspace owner? +## How do I find my Workspace's owner? -To find the owner of a Workspace you're a member of, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). +To find the owner of a Workspace you're a member of, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). From b504476548b46ef011264f3c0d64adefcf8d89d3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:56:07 -1000 Subject: [PATCH 107/127] Update Find-Your-Expensify-Billing-Receipt.md --- .../Find-Your-Expensify-Billing-Receipt.md | 29 ++++++++++++++----- 1 file changed, 21 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md index b959bf52b647..9cada6896cf0 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt.md @@ -3,6 +3,7 @@ title: Find Your Expensify Billing Receipt description: Learn how to locate your monthly Expensify billing receipt in your subscription settings using View payment history. keywords: [where is my receipt, download receipt, view payment history, find billing receipt, locate receipt] internalScope: Audience is Workspace owners. Covers how to locate the monthly Expensify billing receipt in Subscription settings. Does not cover pricing or how to interpret the receipt. +retrievalIntent: Where to find the Expensify billing receipt. platform: new contentType: task order: 1 @@ -10,25 +11,37 @@ order: 1 # Find Your Expensify Billing Receipt -Expensify creates a billing receipt each time you are charged for your subscription. You can find the receipts in your subscription settings under **View payment history**, where each charge opens its own receipt. - -Only the Workspace owner can view billing receipts. +Expensify creates a receipt for each subscription charge. The receipt is stored in the Workspace owner's account as an expense and can be found in the subscription settings under **View payment history**. ## Who can find billing receipts -Only the owner of the Workspace can view its billing receipts. If you don't see the options described below, you're likely not the Workspace owner. +By default, only the Workspace owner can view billing receipts under **View payment history**. + +If a billing receipt is added to a report, other Workspace Admins can also view it on the **Spend** page. -To confirm who the Workspace owner is, see [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). +--- -## How to find your billing receipt +## How to find billing receipts 1. In the navigation tabs (on the left on web, on the bottom on mobile) go to **Account > Subscription**. 2. Select **View payment history**. -3. Select any charge to open its billing receipt. +3. Select any expense to view its billing receipt. -**Note:** **View payment history** appears only after your account has been billed at least once. +--- ## Related articles - [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt) - [Transfer Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership) + +# FAQ + +## Why don't I see **View payment history**? + +**View payment history** appears only after the Workspace owner has been billed at least once. If you don't see it, [confirm that you're the Workspace owner](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). + +## How can I make billing receipts visible to other Workspace Admins? + +By default, only the Workspace owner can view billing receipts. To make them visible to other Workspace Admins, add the receipts to a report. Once they're added to a report, Workspace Admins can view them on the **Spend** page by searching for the merchant `Expensify`. + +To add Expensify billing receipts to reports automatically, create a Personal Expense Rule. To learn more, see [Personal Expense Rules](/articles/new-expensify/settings/Personal-Expense-Rules). From 831bec3911a7b6a2ff2acf9d51da83c60c33e481 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:58:44 -1000 Subject: [PATCH 108/127] Update Fix-a-Billing-Issue.md --- .../manage-billing/Fix-a-Billing-Issue.md | 17 +++++++++-------- 1 file changed, 9 insertions(+), 8 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md index d28b55eef124..d464c2f8f3cd 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue.md @@ -1,19 +1,18 @@ --- title: Fix a Billing Issue description: Learn how to resolve billing issues by updating your payment method or completing the action shown in Account > Subscription. -keywords: [fix billing issue, payment failed, retry payment, update payment card, authenticate payment, billing issue, payment could not be processed] +keywords: [fix billing issue, payment failed, retry payment, good standing, update payment card, authenticate payment, billing issue, payment could not be processed] internalScope: Audience is Workspace owners. Covers resolving billing issues from Account > Subscription. Does not cover pricing, subscription management, or billing ownership. +retrievalIntent: How to fix a failed payment. contentType: task platform: new --- # Fix a billing issue -Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. +Billing issues occur when Expensify can't successfully process payment for your Workspace subscription. When this happens, the Workspace owner sees a notification and **Account > Subscription** explains why payment couldn't be processed and what action is required. -When this happens, only the Workspace owner is notified. A message in **Account > Subscription** explains why payment couldn't be processed and what action is required. - -If a billing issue isn't resolved, the Workspace loses access to paid features until payment is successfully processed. +If the billing issue isn't resolved within 7 days, the Workspace loses access to paid features until the outstanding payment is successfully processed. --- @@ -56,7 +55,7 @@ After payment is successfully processed: - A receipt for the successful payment appears under **View payment history** - Access to paid features is restored. -To learn how to find your payment receipt, see Find Your Expensify Billing Receipt. +To learn how to find your payment receipt, see [Find Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt). --- @@ -64,11 +63,13 @@ To learn how to find your payment receipt, see Find Your Expensify Billing Recei ## Why can't I fix the billing issue? -Only the **Workspace owner** can manage subscription payments. If you don't see the **Subscription** under **Account**, make sure you're signed in as the Workspace owner. +Only the Workspace owner can manage subscription payments. To check who the Workspace owner is, see [What is a Workspace Owner](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions#what-is-a-workspace-owner). + +To become the Workspace owner, see [Transfer Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership). ## What happens if a billing issue isn't fixed? -The billing issue remains visible until it's resolved. If payment isn't successfully processed, the Workspace loses access to paid features. Access is restored after payment succeeds. +The billing issue remains visible until it's resolved. If the billing issue isn't resolved within 7 days, the Workspace loses access to paid features. Once payment is successfully processed, access to paid features is restored. ## Why did my payment fail? From 61359611d1defa8fa308051a95e7af64718d975f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:59:06 -1000 Subject: [PATCH 109/127] Update Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md index ccaa9b0c06ac..21a70708acda 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md @@ -3,7 +3,7 @@ title: Request Tax Exemption description: Learn how to request tax exemption for your Expensify subscription by submitting your organization's tax exemption documentation. keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonprofit billing, VAT, ST-119, 501(c)] internalScope: Audience is Workspace Admins and Workspace owners. Covers requesting tax-exempt status for an Expensify subscription. Does not cover transferring Workspace ownership or troubleshooting. -retrievalIntent: Request tax exemption for an Expensify subscription. +retrievalIntent: How to request tax exemption for an Expensify subscription. contentType: task order: 2 --- @@ -14,7 +14,7 @@ If your organization is exempt from sales tax, you can request tax exempt status ## Who can request tax exemption -Workspace Admins or the workspace owner for the subscription can request tax-exempt status. +Workspace Admins or the Workspace owner can request tax exempt status. To qualify, you'll need documentation proving your organization's tax-exempt status. Accepted documents include: From ab294d3c7f844ac695f91cba2d6c2ae20857c78b Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Wed, 8 Jul 2026 16:59:46 -1000 Subject: [PATCH 110/127] Update Request-Tax-Exemption.md --- .../manage-billing/Request-Tax-Exemption.md | 4 ++-- 1 file changed, 2 insertions(+), 2 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md index 21a70708acda..ff2b9178556c 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Request-Tax-Exemption.md @@ -2,7 +2,7 @@ title: Request Tax Exemption description: Learn how to request tax exemption for your Expensify subscription by submitting your organization's tax exemption documentation. keywords: [request tax-exempt status, tax exemption, sales tax exemption, nonprofit billing, VAT, ST-119, 501(c)] -internalScope: Audience is Workspace Admins and Workspace owners. Covers requesting tax-exempt status for an Expensify subscription. Does not cover transferring Workspace ownership or troubleshooting. +internalScope: Audience is Workspace owners. Covers requesting tax-exempt status for an Expensify subscription. Does not cover transferring Workspace ownership or troubleshooting. retrievalIntent: How to request tax exemption for an Expensify subscription. contentType: task order: 2 @@ -14,7 +14,7 @@ If your organization is exempt from sales tax, you can request tax exempt status ## Who can request tax exemption -Workspace Admins or the Workspace owner can request tax exempt status. +The Workspace owner can request tax exempt status. To qualify, you'll need documentation proving your organization's tax-exempt status. Accepted documents include: From eaffe171e2b5c5bff5dded544c0e3db2bf33bd01 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 10:16:54 -1000 Subject: [PATCH 111/127] Update Review-Your-Expensify-Billing-Receipt.md --- .../Review-Your-Expensify-Billing-Receipt.md | 96 ++++++++++--------- 1 file changed, 53 insertions(+), 43 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md index d86b65ff785c..7fc2ad4474a9 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md @@ -1,6 +1,6 @@ --- title: Review Your Expensify Billing Receipt -description: Learn how to read your Expensify billing receipt, including the summary, billing breakdown, discounts, and workspace activity. +description: Learn how to read your Expensify billing receipt, including billing breakdown, activity breakdown and discounts. keywords: [what does my receipt mean, receipt breakdown, receipt sections, billing summary, discounts] internalScope: Audience is Workspace owners. Explains the purpose and sections of the monthly Expensify billing receipt. Does not explain billing calculations, pricing rules, or how to resolve billing issues. platform: new @@ -9,77 +9,87 @@ contentType: topic # Review Your Expensify Billing Receipt -Your monthly Expensify billing receipt summarizes your subscription charges across every Workspace you own. It explains what you were charged, where discounts were applied, and how each Workspace contributed to your total bill. +Your monthly Expensify billing receipt summarizes your subscription charges for the billing period. It shows your total charge, any discounts or credits that were applied, and how subscription usage was distributed across the Workspaces you own. -Only the Workspace owner can view subscription receipts. +If you haven't accessed your receipt yet, [learn how to find your Expensify billing receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt). -[Learn how to find your Expensify billing receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt). - -## How your billing receipt is organized - -Your receipt is organized into several sections that explain different parts of your monthly bill. - -It begins with a high-level summary of your subscription, followed by any available savings or discounts. It then provides a detailed billing breakdown before showing activity for each Workspace. +--- -Together, these sections explain both what you were charged and how your monthly total was calculated. +## What the Billing breakdown shows -## What the receipt summary shows +The Billing breakdown lists the charges and credits included in your total subscription cost. -The summary provides an overview of your monthly subscription. +Depending on your subscription, it may include: -It includes: + - Inactive members + - Monthly or annual subscription charges + - Expensify Card discounts + - Expensify Card cashback credits + - Promotional discounts or credits + - Total amount charged - - The total amount charged across all Workspaces you own. - - Your effective price per member. - - The members who generated billable activity during the billing period. +Each line item includes the quantity, applicable rate, and resulting charge or credit, making it easier to understand how your final total was calculated. -This section provides a quick snapshot of your subscription before the detailed breakdown. +--- -## What savings and discounts appear on your receipt +## What discounts and credits appear on your receipt -If your account qualifies for discounts or credits, they're displayed in the savings section of your receipt. +If discounts or credits were applied during the billing period, they're included in the Billing breakdown. Depending on your subscription, you may see: - Expensify Card discounts - Expensify Card cash back - - Promotional discounts + - Promotional discounts or credits -This section may also highlight opportunities to reduce future subscription costs, such as qualifying for Expensify Card pricing or switching to an annual subscription. +Your receipt may also include informational messages about additional savings opportunities, such as qualifying for Expensify Card pricing. [Learn how the Expensify Card discount works](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing#how-the-expensify-card-discount-works). -## What the billing breakdown includes +--- -The billing breakdown itemizes every charge and credit included in your monthly total. +## What the Activity breakdown shows -Depending on your subscription, this section may include: - - - Billable members - - Non-billable members - - Subscription charges - - Discounts - - Credits - - The final amount charged +The Activity breakdown shows how subscription usage was distributed across your Workspaces during the billing period. -Each line helps explain how your overall subscription cost was calculated. +For each Workspace, you'll see: -## What Workspace activity appears on your receipt + - Workspace name + - Workspace ID + - Amount of subscription usage attributed to that Workspace -If you pay for multiple Workspaces, your receipt includes a breakdown for each one. +This section helps you understand which Workspaces contributed to your overall subscription charges. -For every Workspace, you'll see information such as: +--- - - Workspace name - - Workspace ID - - Subscription plan - - Number of billable members - - Amount charged - - Applied discounts +## What annual subscription details appear on your receipt -This section makes it easier to understand how each Workspace contributed to your total monthly charge. +If you have an annual subscription, your billing receipt includes information about your subscription term and renewal. + +Depending on your subscription, you may see: + +- The date of your final payment for the current subscription term +- Whether your subscription is set to renew automatically +- Your renewal date +- The date your first payment for the new subscription term will be charged + +This section helps you understand when your current annual subscription ends and when your next subscription period begins. + +--- ## Related articles - [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) - [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing) + +--- + +# FAQ + +## Why doesn't the Activity breakdown match the amount each Workspace spent? + +The Activity breakdown is a billing allocation, not a spending report. It shows how your subscription usage was attributed across your Workspaces for the billing period, which may differ from the expenses submitted or reimbursed in each Workspace. + +## Why doesn't the Activity breakdown add up the way I expected? + +The Activity breakdown is designed to explain how your subscription charges were allocated across your Workspaces. It's not an activity report and won't necessarily match the number of expenses, reports, reimbursements, or other Workspace metrics you see elsewhere in Expensify. From 2737d79f97104f3643e74c513782f30ffeaaf85f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 10:18:40 -1000 Subject: [PATCH 112/127] Update Review-Your-Expensify-Billing-Receipt.md --- .../manage-billing/Review-Your-Expensify-Billing-Receipt.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md index 7fc2ad4474a9..f112467fd0ff 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt.md @@ -3,6 +3,7 @@ title: Review Your Expensify Billing Receipt description: Learn how to read your Expensify billing receipt, including billing breakdown, activity breakdown and discounts. keywords: [what does my receipt mean, receipt breakdown, receipt sections, billing summary, discounts] internalScope: Audience is Workspace owners. Explains the purpose and sections of the monthly Expensify billing receipt. Does not explain billing calculations, pricing rules, or how to resolve billing issues. +retrievalIntent: What do the sections on my billing receipt mean platform: new contentType: topic --- From 04a246b68091323e85f9ecde3e7f9a8b09f0bb48 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 10:37:39 -1000 Subject: [PATCH 113/127] Update Transfer-Workspace-Ownership.md --- .../Transfer-Workspace-Ownership.md | 48 ++++++++++--------- 1 file changed, 25 insertions(+), 23 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md index 387503499332..be6103331ac0 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership.md @@ -1,32 +1,34 @@ --- title: Transfer Workspace Ownership -description: Learn how a Workspace Admin can transfer Workspace ownership to themselves and become the Workspace owner. +description: Learn how a Workspace Admin can transfer workspace ownership to themselves and become the Workspace owner. keywords: [transfer workspace ownership, transfer owner, workspace owner, billing owner, change workspace owner, subscription] -internalScope: Audience is Workspace Admins who want to become the owner of a Workspace. Covers how to transfer ownership from the current owner under Workspaces > Members and how to transfer an annual subscription. Does not cover how to configure or cancel a plan or subscription. +internalScope: Audience is Workspace Admins who want to become the owner of a Workspace. Covers how to transfer ownership from the current owner under Workspaces > Members and how to transfer an Annual subscription. Does not cover how to configure or cancel a plan or subscription. +retrievalIntent: How can I change the owner of a workspace subscription contentType: task platform: new --- # Transfer Workspace Ownership -The Workspace owner, sometimes called the billing owner, is responsible for a Workspace's subscription. They manage the Workspace's billing settings, and their payment card is charged for the subscription. +The Workspace owner, sometimes called the billing owner, is responsible for the Workspace's subscription. They manage its billing settings, and their payment card is charged for the subscription. -You might transfer Workspace ownership when the current Workspace owner is leaving your organization, no longer manages the Workspace, or needs someone else to take responsibility for the Expensify subscription. +You might transfer workspace ownership when the current Workspace owner is leaving your organization, no longer manages the Workspace, or needs someone else to take responsibility for the Expensify subscription. -## Who can transfer Workspace ownership +## Who can transfer workspace ownership -Workspace Admins can transfer Workspace ownership to themselves to become the Workspace owner. +Workspace Admins can transfer workspace ownership to themselves to become the Workspace owner. Before you begin: -- You can transfer ownership for one Workspace at a time. +- You'll need to be a Workspace Admin on the Workspace you're transferring. To take over an Annual subscription that includes multiple Workspaces, you must be a Workspace Admin on every workspace in that subscription. +- If there are multiple workspaces, you must transfer one workspace at a time. - You'll need a payment card on file. If you don't have one, you'll be prompted to add it during the transfer. --- -## How to transfer Workspace ownership +## How to transfer workspace ownership -1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [Workspace name] > Members**. +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Workspaces > [workspace name] > Members**. 2. Select the current Workspace owner from the member list. 3. Click **Transfer owner**. 4. Confirm the transfer. @@ -37,7 +39,7 @@ When the transfer is complete, you'll see a confirmation message that you're now ## What happens after you transfer Workspace ownership -- You become the Workspace owner for that Workspace. +- You become the Workspace owner for the Workspace. - Your payment card is used for future subscription charges. - You can manage the Workspace's billing settings. - You'll receive billing notifications and receipts for that Workspace. @@ -45,8 +47,8 @@ When the transfer is complete, you'll see a confirmation message that you're now Depending on the Workspace's status and subscription, you may also see one of the following messages: - **Outstanding balance:** If there's an unpaid balance from a previous billing period, you'll be prompted to transfer the balance before ownership can be transferred. Your payment card is charged for that amount immediately. - - **Take over annual subscription:** If the Workspace is the only Workspace on the current owner's annual subscription, you'll be prompted to transfer the annual subscription to your account. This merges the annual subscription with your current subscription and increases your subscription size by the number of members shown in the message. - - **Duplicate subscription alert:** If the current Workspace owner has other Workspaces on the same annual subscription, you can't transfer the subscription by taking over just one Workspace. To transfer the annual subscription, ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription. Then transfer ownership of each Workspace. + - **Take over Annual subscription:** If the Workspace is the only workspace on the current owner's Annual subscription, you'll be prompted to transfer the subscription to your account. This merges the Annual subscription with your current subscription and increases your subscription size by the number of members shown in the message. + - **Duplicate subscription alert:** If the current Workspace owner has other workspaces on the same Annual subscription, you can't transfer the subscription by taking over just one workspace. To transfer the Annual subscription, ask the current Workspace owner to add you as a Workspace Admin to every workspace included in the subscription. Then transfer ownership of each workspace. --- @@ -59,33 +61,33 @@ Depending on the Workspace's status and subscription, you may also see one of th # FAQ -## Why do I see the "Take over annual subscription" message? +## Why do I see the "Take over Annual subscription" message? -This message appears when the Workspace you're taking over is the only Workspace included in the current owner's annual subscription. +This message appears when the Workspace you're taking over is the only workspace included in the current owner's Annual subscription. -If you continue, the annual subscription is transferred to your account and merged with your existing subscription. Your subscription size increases by the number of members shown in the message. +If you continue, the Annual subscription is transferred to your account and merged with your existing subscription. Your subscription size increases by the number of members shown in the message. ## Why do I see the "Duplicate subscription alert" message? -This message appears because the current Workspace owner has multiple Workspaces on the same annual subscription. +This message appears because the current Workspace owner has multiple workspaces on the same Annual subscription. -To transfer the annual subscription, you must be a Workspace Admin on every Workspace included in that subscription. Ask the current Workspace owner to add you as a Workspace Admin to all of their Workspaces, then transfer ownership for each Workspace. +To transfer the Annual subscription, you must be a Workspace Admin on every workspace included in that subscription. Ask the current Workspace owner to add you as a Workspace Admin to all of their workspaces, then transfer ownership for each Workspace. -If you only want to become the owner of the current Workspace, click **Continue** to transfer ownership without transferring the annual subscription. +If you only want to become the owner of the current Workspace, click **Continue** to transfer ownership without transferring the Annual subscription. ## Why do I see the "Outstanding balance" message? This message appears when the current Workspace owner has an unpaid balance from a previous billing period. To complete the ownership transfer, you'll need to transfer the outstanding balance. Once you confirm, your payment card is charged for the outstanding amount and the ownership transfer continues. -## How do I take over an annual subscription? +## How do I take over an Annual subscription? -You can take over an annual subscription only if you're a Workspace Admin on every Workspace included in that subscription. +You can take over an Annual subscription only if you're a Workspace Admin on every workspace included in that subscription. -- If the subscription includes only the Workspace you're transferring, you'll see the **Take over annual subscription** message. Continue to transfer the subscription to your account. -- If the subscription includes multiple Workspaces, you'll see the **Duplicate subscription alert** message. Ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription, then transfer ownership of each Workspace. +- If the subscription includes only the Workspace you're transferring, you'll see the **Take over Annual subscription** message. Continue to transfer the subscription to your account. +- If the subscription includes multiple workspaces, you'll see the **Duplicate subscription alert** message. Ask the current Workspace owner to add you as a Workspace Admin to every Workspace included in the subscription, then transfer ownership of each workspace. ## Why can't I see billing history from the previous Workspace owner? Billing history only includes subscription charges made while you're the Workspace owner. Charges paid by the previous Workspace owner won't appear in your billing history. -If you need to review previous subscription charges, ask the previous Workspace owner to add those billing charges to an expense report. Once they're included in an expense report that you can access, you'll be able to view them as expenses. +If you need to review previous subscription charges, ask the previous Workspace owner to follow the steps to [make billing receipts visible to other Workspace Admins](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receip#how-can-i-make-billing-receipts-visible-to-other-workspace-admins). From 71937f86da9af17b311f23d48105071b6c506790 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 10:55:45 -1000 Subject: [PATCH 114/127] Update Learn-About-Billing-Terms-and-Definitions.md --- ...arn-About-Billing-Terms-and-Definitions.md | 66 +++++++++---------- 1 file changed, 31 insertions(+), 35 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md index c1dde2d127af..6f050766c5c7 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions.md @@ -1,9 +1,9 @@ --- title: Learn About Billing Terms and Definitions -description: Learn what common subscription billing terms mean in Expensify, including plans, subscriptions, members, seats, payment methods, and billing settings. -keywords: [billing terms, billing glossary, subscription, plan, active member, unique member, seats, payment card, Expensify Card] -internalScope: Audience is Workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows or troubleshooting. -retrievalIntent: Define common Expensify billing terminology, including subscriptions, plans, subscription types, members, seats, payment methods, and billing settings. +description: Learn what common subscription billing terms mean in Expensify, including subscriptions, plans, members, billing receipts, payment methods, and annual subscription settings. +keywords: [billing terms, billing glossary, subscription, billing receipt, active member, unique member, annual subscription, payment method] +internalScope: Audience is Workspace owners. Explains the terminology used throughout subscription billing. Does not explain billing workflows, pricing calculations, or troubleshooting. +retrievalIntent: What do the billing terms in Expensify mean contentType: topic platform: new order: 3 @@ -11,7 +11,7 @@ order: 3 # Learn About Billing Terms and Definitions -Expensify billing uses several terms to describe your workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret billing information, compare subscription options, and understand how your subscription is calculated. +Expensify uses several terms to describe your Workspace, subscription, and billing settings. Understanding these definitions makes it easier to interpret your billing receipt, compare subscription options, and understand your subscription. Most billing terminology is intended for Workspace owners, since only Workspace owners manage subscriptions. @@ -19,23 +19,21 @@ Most billing terminology is intended for Workspace owners, since only Workspace ## What subscription terms mean -A **subscription** is the billing arrangement for a Workspace. It determines how Expensify charges for your Workspace and is managed from **Account > Subscription**. +A **subscription** is the billing arrangement for a Workspace. It determines how Expensify charges for your Workspace and is managed by the Workspace owner under **Settings > Workspaces > Workspace name > Subscription**. Every subscription includes both a **plan** and a **subscription type**. -A **plan** determines which features are available for your Workspace. Expensify currently offers two plans: +A **plan** determines which features are available for your Workspace. Expensify currently offers: - - **Collect** - - **Control** +- **Collect** +- **Control** -A **subscription type** determines how you pay for your plan. +A **subscription type** determines how you pay for your plan. Subscription types include: -Subscription types include: +- **Annual**, which includes a 12-month commitment with discounted pricing. +- **Pay-per-use**, which has no annual commitment. - - **Annual**, which includes a 12-month commitment with discounted pricing. - - **Pay-per-use**, which has no annual commitment. - -Your plan and subscription type are independent. For example, a Control workspace can use either an Annual or Pay-per-use subscription. +The **billing period** is the period of time covered by your billing receipt. Expensify bills monthly in arrears, so each receipt reflects subscription activity from the previous month. To learn more, see [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). @@ -45,44 +43,42 @@ To learn more, see [Learn How Billing and Subscriptions Work](/articles/new-expe A **member** is anyone who belongs to a workspace. -Collect subscriptions bill based on **unique members**, which includes every member in the Workspace, regardless of whether they used Expensify during the billing period. +A **unique member** is every member in the Workspace, regardless of whether they used Expensify during the billing period. + +An **active member** is a member who performed billable activity during the billing period. + +**Billable activity** includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge. -Control subscriptions bill based on **active members**, which are members who performed billable activity during the billing period. Billable activity includes creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge. +An **inactive member** is a member who belongs to a Workspace but did not perform billable activity during the billing period. -You may also see the term **Workspace Admin**, which refers to a member who manages workspace settings. +A **Workspace Admin** is a member who has permissions to manage the Workspace settings. -The **Workspace owner** is responsible for managing a workspace's subscription and payment method. +The **Workspace owner** is the Workspace Admin who is responsible for managing the Workspace's subscription and payment card. --- -## What subscription settings affect your bill +## What Annual subscription terms mean -Some subscription settings affect how your workspace is billed over time. +Some Annual subscription settings affect how your Workspace is billed over time. -For annual subscriptions, **subscription size** (sometimes called **seats**) is the number of members included in your annual commitment. You can increase your subscription size at any time, but you cannot reduce it until your annual term ends. +**Subscription size** (sometimes called **seats**) is the number of members included in your annual commitment. You can increase your subscription size at any time, but you can't reduce it until your annual term ends. -**Auto-renew** determines whether your annual subscription automatically renews when the current commitment expires. +**Auto-renew** determines whether your Annual subscription automatically renews when the current subscription term expires. -**Auto-increase annual seats** automatically increases your subscription size if your active member count exceeds your committed seats. +**Auto-increase annual seats** automatically increases your subscription size if your member count exceeds your committed subscription size. -To learn more, see Manage Annual Subscription Settings. +To learn more, see [Manage Annual Subscription Settings](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Setting). --- ## What payment terms mean -The **payment card** is the credit card Expensify charges for your subscription. - -The **Expensify Card** is your company's corporate card for business spending. Although the names are similar, these are different products. The payment card is used to pay your subscription, while the Expensify Card is used to make business purchases. - -You may also encounter the following billing terms: +The **payment card** is the credit card Expensify charges for your subscription. The Workspace owner can add and manage the payment card. - - **Credit balance** — prepaid Expensify credits that can be applied toward future subscription charges. - - **Discount code** — a promotional code that applies an eligible discount to your subscription. - - **Billing currency** — the currency used to charge your subscription. - - **Tax exempt status** — an approved tax exemption that removes eligible taxes from subscription charges. +An **Expensify Card discount** reduces your subscription cost based on eligible Expensify Card usage. -To learn more, see Review Your Expensify Billing Receipt. +**Expensify Card cashback credit** is cashback earned on eligible Expensify Card spend that has been applied to your subscription charges. +To learn more about how these appear on your bill, see [Review Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Review-Your-Expensify-Billing-Receipt). From 13176bcaf656860c0b3b5377c9dd4607640c0947 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 11:07:43 -1000 Subject: [PATCH 115/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 24 ++++++++++--------- 1 file changed, 13 insertions(+), 11 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index 563649e0ac89..51e7d3977e34 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -3,7 +3,9 @@ title: Compare Collect and Control Plans description: Learn the primary differences between Expensify's Collect and Control plans and which organizations each plan is designed for. keywords: [Collect plan, Control plan, compare plans, Expensify plans, Workspace plans] internalScope: Audience is anyone evaluating Expensify plans. Covers the high-level differences between Collect and Control. Does not provide a complete feature list or pricing. -retrievalIntent: Compare Collect and Control plans and determine which plan supports a particular capability. +retrievalIntent: Which plan should I choose +contentType: topic +platform: new --- # Compare Collect and Control Plans @@ -13,9 +15,9 @@ Expensify offers two Workspace plans: - **Collect** for organizations that need straightforward expense management and reimbursements. - **Control** for organizations that need advanced spend management, automation, integrations, and administrative controls. -For the complete feature comparison and current pricing, visit [Expensify Pricing](https://www.expensify.com/pricing). +This article provides a high-level comparison to help you choose the right Workspace plan. For the complete feature comparison and current pricing, visit [Expensify Pricing](https://www.expensify.com/pricing). -## Choose Collect if you need +## When to choose the Collect plan Collect is best for organizations that primarily want to: @@ -25,14 +27,14 @@ Collect is best for organizations that primarily want to: - Connect to common accounting software like QuickBooks or Xero - Manage expenses for a small or growing team -## Choose Control if you need +## When to choose the Control plan Control is best for organizations that need additional financial controls, including: - Multi-step approval workflows - Company card management - ERP integrations like NetSuite and Sage Intacct -- HR integrations like Workday and Certinia +- HR integrations like Workday and BambooHR - Multiple corporate card connections - Custom expense rules and automation - Enterprise security features such as SAML/SSO @@ -40,7 +42,7 @@ Control is best for organizations that need additional financial controls, inclu ## Common feature differences between Collect and Control -Some capabilities are only available with the Control plan. +The table below highlights some of the most common feature differences between the Collect and Control plans. For the complete feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). | Capability | Collect | Control | | --- | :---: | :---: | @@ -55,16 +57,16 @@ Some capabilities are only available with the Control plan. ## Can I change my Workspace plan later? -Yes. You can change your Workspace plan as your organization's needs change. Some changes, such as downgrading an annual subscription, may not be available until the end of your current subscription term. +Yes. You can change your Workspace plan as your organization's needs change. Some changes, such as downgrading to the Collect plan when on an Annual subscription, may not be available until the end of your current subscription term. -To learn more see [Change Your Workspace Plan](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan). +To learn more see [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management). -## Does every Workspace have a plan? +## Does every workspace have a plan? -Yes. Every Workspace uses either the Collect or Control plan. +Yes. Every workspace uses either the Collect or Control plan. ## Does the Expensify Card work with both plans? Yes. The Expensify Card works with both plans. Certain subscription pricing benefits are only available with eligible Control Workspaces. -To learn more see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-and-subscriptions/Understand-Expensify-Pricing) +To learn more see [Understand Expensify Pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-and-subscriptions/Understand-Expensify-Pricing). From e1851e4f01b6a40591df8656b29a380dc6b43f22 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 11:25:20 -1000 Subject: [PATCH 116/127] Update Learn-About-Subscriptions.md --- .../Learn-About-Subscriptions.md | 40 ++++++++++++++----- 1 file changed, 30 insertions(+), 10 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index 6830e87196cd..319c4f7f4945 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -2,15 +2,15 @@ title: Learn About Subscriptions description: Learn what a subscription is, the subscription options available in Expensify, and how subscriptions affect billing. keywords: [New Expensify, subscriptions, Annual, Pay-per-use, billing owner, billing] -internalScope: Audience is all workspace Owners. Explains what subscriptions are, how they work, and the available subscription options. Does not explain pricing, billing definitions, or how to manage subscriptions. -retrievalIntent: What a subscription is and Annual vs Pay per use. +internalScope: Audience is all Workspace owners. Explains what subscriptions are, how they work, and the available subscription options. Does not explain pricing, billing definitions, or how to manage subscriptions. +retrievalIntent: What are the Annual and Pay per use subscriptions contentType: topic platform: new --- # Learn About Subscriptions -Every Workspace owner has a single subscription that covers all of the Workspaces they own. That subscription determines how those Workspaces are billed. +Every Workspace owner has a single subscription that covers all of the workspaces they own. That subscription determines how those workspaces are billed. Expensify offers two subscription options: Annual and Pay-per-use. The subscription options available depend on your Workspace's plan. @@ -18,11 +18,11 @@ Expensify offers two subscription options: Annual and Pay-per-use. The subscript ## Who can view and manage a subscription -A Workspace owner's subscription applies to every Workspace they own. Only the Workspace owner can view or manage the subscription under **Account > Subscription**. +A Workspace owner's subscription applies to every workspace they own. Only the Workspace owner can view and manage the subscription under **Account > Subscription**. -Because a single subscription covers all Workspaces owned by the same Workspace owner, organizations that use multiple Workspaces typically assign the same Workspace owner to each Workspace. +Because a single subscription covers all workspaces owned by the same Workspace owner, organizations that use multiple workspaces typically assign the same Workspace owner across all workspaces. -For more details, see [Learn about Billing Permissions](articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). +For more details, see [Learn about Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions). --- @@ -33,11 +33,11 @@ Expensify offers two subscription options: - **Annual** subscriptions include a 12-month commitment and are billed monthly. - **Pay-per-use** subscriptions have no commitment and are billed monthly. -Your subscription determines how your Workspaces are billed, but it does not determine which features are available. Features are determined by each Workspace's plan. +Your subscription determines how your Workspaces are billed, but it does not determine which features are available. Features are determined by each workspace's Plan. To learn more, see [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work). --- -## How subscriptions work with your plan +## How your plan affects available subscriptions The subscription options available for your Workspace depend on its plan. @@ -48,10 +48,30 @@ The subscription options available for your Workspace depend on its plan. A Workspace's plan and its owner's subscription together determine how that Workspace is billed. -**Note:** If your organization's first Workspace was created before April 1, 2025, your organization may use legacy Collect pricing. For more information, see [Understand legacy Collect pricing](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing#understand-legacy-collect-pricing). +**Note:** If your organization's first Workspace was created before April 1, 2025, you may still have a legacy Collect Annual subscription. For more information, see [Understand legacy Collect pricing](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management#understand-legacy-collect-pricing). --- ## Related articles -- [Understand Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Plan-and-Subscription-Management) +- [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Plan-and-Subscription-Management) + +--- + +# FAQ + +## Can different Workspaces have different subscriptions? + +No. All Workspaces owned by the same Workspace owner share the same subscription. However, each Workspace can have a different plan. + +## Does my subscription determine which features I can use? + +No. Your subscription determines how your Workspaces are billed. Available features are determined by each Workspace's plan. + +## Why can't I see the Subscription page? + +Only the Workspace owner can view and manage the subscription under **Account > Subscription**. + +## Can I manage subscriptions for multiple Workspaces from one place? + +Yes. Because your subscription applies to all Workspaces you own, you can view and manage it from **Account > Subscription**. From e3546e551829c6bd915e9b28bb86b031d826aaaa Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 11:56:57 -1000 Subject: [PATCH 117/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 39 ++++++++++++------- 1 file changed, 24 insertions(+), 15 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 5da53283bd90..10a2470709d9 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -1,20 +1,18 @@ --- title: Understand Expensify Pricing -description: Learn the current pricing for Collect and Control Workspaces, including subscription rates, Annual pricing, Expensify Card discounts, localized pricing, and legacy Collect pricing. +description: Learn the current pricing for Collect and Control workspaces, including subscription rates, Expensify Card discounts, and legacy Collect pricing. keywords: [billing, pricing, Collect, Control, subscription, currency, seat count, Expensify Card, workspace eligibility, NZD billing, GBP billing, EUR billing, AUD billing] internalScope: Covers current pricing for Collect and Control Workspaces, Annual and Pay-per-use subscriptions, localized pricing, Expensify Card discounts, and legacy Collect pricing. Does not explain how subscription charges are calculated or how to manage subscriptions. -retrievalIntent: Current subscription pricing, Annual pricing, Expensify Card discounts, legacy Collect pricing, localized pricing. +retrievalIntent: How much does Expensify cost contentType: topic platform: new --- # Understand Expensify Pricing -Expensify pricing depends on your Workspace plan, subscription type, billing currency, and, for some subscriptions, qualifying Expensify Card usage. This article lists the current subscription rates and pricing rules. +Expensify pricing depends on your Workspace plan, subscription type, billing currency, and, for eligible subscriptions, qualifying Expensify Card usage. This article provides an overview of the current pricing model. For the latest pricing details and feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). -For an explanation of how subscription charges are calculated, see How Your Plan and Subscription Determine Your Bill. - -## Find your subscription price +## Find your subscription pricing Select your billing currency to view the subscription prices. @@ -111,7 +109,7 @@ During your subscription term: - You can increase your subscription size at any time. - You can't decrease your subscription size until your subscription renews. -For more information about managing an Annual subscription, see Manage Annual Subscription Settings. +For more information about managing an Annual subscription, see [Manage Annual Subscription Settings](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Manage-Annual-Subscription-Settings). --- @@ -119,13 +117,13 @@ For more information about managing an Annual subscription, see Manage Annual Su Control Workspaces with an Annual subscription can receive up to a 50% discount on their subscription pricing based on Expensify Card usage. -Your discount is calculated each billing month based on the percentage of qualifying USD spend that is incurred on the Expensify Card. As your Expensify Card usage increases, your discount increases proportionally, up to a maximum of 50%. +Your discount is calculated based on the percentage of all approved USD expenses in your Workspace during the billing month that were incurred on the Expensify Card. As that percentage increases, your subscription discount increases proportionally, up to a maximum of 50%. With the full discount, subscription prices are reduced by 50%. For example, on USD billing, the price for members included in your subscription size is reduced from $18 to $9 per member/month, and the price for active members above your subscription size is reduced from $36 to $18 per member/month. -Only approved USD spend incurred on the Expensify Card during the billing month counts toward the discount calculation. - -## Understand legacy Collect pricing +--- + +## How legacy Collect pricing works The current Collect pricing applies only if your organization's first workspace was created on or after April 1, 2025. @@ -146,10 +144,6 @@ To learn about the difference between active members and unique members, see [Le # FAQ -## Does every customer qualify for the current Collect price? - -No. The current Collect price applies only if your organization's first Workspace was created on or after April 1, 2025. - ## Are localized prices converted from USD? No. Expensify uses fixed regional pricing rather than converting prices based on daily exchange rates. @@ -157,3 +151,18 @@ No. Expensify uses fixed regional pricing rather than converting prices based on ## Are taxes included in the prices shown? No. Applicable taxes are calculated separately based on your billing location and tax status. + +## Which Workspaces can use an Annual subscription? + +Only Control Workspaces can use an Annual subscription. Collect Workspaces are available only with a Pay-per-use subscription. + +## Can my subscription price change during an Annual term? + +Yes. If you increase your subscription size or exceed it during an Annual subscription, additional members are billed at the Pay-per-use rate. + +## Which currencies does Expensify support for localized pricing? + +Expensify offers localized pricing for USD, GBP, EUR, AUD, and NZD billing. + + + From d0979e73772a9ec261ef4ad02ca1c88468bc3533 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 13:22:43 -1000 Subject: [PATCH 118/127] Update Learn-About-Billing-Permissions.md --- .../Learn-About-Billing-Permissions.md | 65 +++++++++---------- 1 file changed, 29 insertions(+), 36 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md index 11434da278ce..e795097055da 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions.md @@ -1,9 +1,9 @@ --- title: Learn About Billing Permissions -description: Learn how Workspace ownership works in New Expensify, including who pays for a Workspace, who can manage subscriptions, and how being a Workspace owner differs from being a Workspace Admin. -keywords: [billing owner, Workspace Admin, subscription owner, billing permissions, Workspace billing, Workspace owner] -internalScope: Audience is Workspace owners and Workspace Admins. Explains Workspace ownership, permissions, and responsibilities of the Workspace Owner. Does not include management procedures. -retrievalIntent: Explain Workspace ownership, billing responsibilities, owner permissions, admin permissions, and the differences between Workspace owners and Workspace Admins. +description: Learn what a Workspace owner is, what billing responsibilities they have, and what subscription settings they can manage. +keywords: [Workspace owner, billing owner, billing permissions, subscription owner, Workspace billing] +internalScope: Audience is Workspace owners. Explains the billing responsibilities and permissions of the Workspace owner. Does not explain Workspace administration, ownership transfers, or pricing details. +retrievalIntent: Who manages Expensify billing and subscriptions contentType: topic platform: new order: 2 @@ -11,59 +11,52 @@ order: 2 # Learn About Billing Permissions -Every paid Workspace has a Workspace owner, sometimes called the billing owner. The owner is responsible for paying the Workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. +Every Workspace has a Workspace owner, sometimes called the billing owner. The Workspace owner is responsible for the Workspace's Expensify subscription and is the only person who can manage billing-related settings like plans and subscriptions. -Workspace ownership is separate from Workspace administration. Understanding the difference between Workspace owner and Workspace Admins helps explain why some members can manage a Workspace but cannot change its subscription. +To change the Workspace owner, see [Transfer Workspace Ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership). --- ## What is a Workspace owner? -The Workspace owner is the person whose payment card is charged for the Workspace's Expensify subscription. - -Each Workspace has exactly one owner, but the same member can own multiple Workspaces. - -Only the Workspace owner can: - - - Add or change the payment card - - Retry failed subscription payments - - Manage subscription settings - - Cancel the subscription - - Delete a paid Workspace - -The Workspace owner also receives subscription billing alerts and billing-related notifications. +The Workspace owner is the person whose payment card is charged for the Workspace's Expensify subscription. Each Workspace has exactly one owner, but the same member can own multiple workspaces. You can confirm the owner of a Workspace you're a member of by selecting **Workspaces** in the navigation tabs (on the left on web, on the bottom on mobile) and viewing the **Owner** column. --- -## What is the difference between a Workspace owner and Workspace Admin? - -The Workspace owner is responsible for the Workspace subscription and billing. They must also be a Workspace Admin. +## What billing permissions does the Workspace owner have? -A Workspace can have multiple Workspace Admins, but only one Workspace owner. While Workspace Admins can manage the Workspace and its members, only the Workspace owner has permission to manage billing and subscription settings. +Only the Workspace owner can manage the Workspace's subscription and billing settings. +These permissions include: -| Workspace owner | Workspace Admin | -| ----------------------------------------- | --------------------------------------------- | -| Pays for the Workspace subscription | Manages the Workspace | -| Manages billing and subscription settings | Manages members and Workspace configuration | -| Receives billing alerts | Does not automatically receive billing alerts | -| One per Workspace | Multiple admins are allowed | +- Adding or updating the payment method +- Managing the Workspace subscription +- Resolving billing issues +- Canceling the subscription +- Deleting the Workspace +The Workspace owner also receives billing receipts and subscription-related notifications. --- -## How to change the Workspace owner +## Related articles + +- [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) +- [Learn About Plan and Subscription Management](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management) +- [Fix a Billing Issue](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Fix-a-Billing-Issue) -Any Workspace Admin can transfer billing ownership to themselves if they need to assume responsibility for a Workspace's subscription. +# FAQ -To learn more, see Take Over Workspace Ownership. +## Can a Workspace have more than one owner? ---- +No. Each Workspace has one Workspace owner, although the same member can own multiple workspaces. -## Related articles +## Can Workspace Admins manage billing? -- [Learn About Billing Terms and Definitions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions) -- [Learn How Billing and Subscriptions Work](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work) +No. Workspace Admins can only manage workspace settings, but only the Workspace owner can manage billing and related settings. To learn more about the difference between Workspace Admin and Workspace owner, see [What member terms mean](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Terms-and-Definitions). + +## Who can view the Expensify billing receipts? +The Workspace owner receives Expensify billing receipts. They can share them with other Workspace Admins by adding them to a report. For more information on billing receipts and who can view them, see [Find Your Expensify Billing Receipt](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Find-Your-Expensify-Billing-Receipt). From 70f1d7263e618fddfe7c20f1d93ff158027dddbc Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 16:38:21 -1000 Subject: [PATCH 119/127] Update Change-Your-Workspace-Plan.md --- .../manage-subscription/Change-Your-Workspace-Plan.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md index c0cd31e53e38..4d27380b6b9f 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Change-Your-Workspace-Plan.md @@ -21,7 +21,7 @@ To learn which plan is right for your organization, see [Compare Collect and Con Only the Workspace owner can change a workspace's plan. -If you have an Annual subcription, changes to your plan may be restricted. To learn more, see [When You Can Change Your Plan](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work#when-you-can-change-your-plan). +If you have an Annual subscription, changes to your plan may be restricted. To learn more, see [When You Can Change Your Plan](/articles/new-expensify/billing-and-subscriptions/Learn-How-Billing-and-Subscriptions-Work#when-you-can-change-your-plan). --- From 31c33212cd825fe21d7fd11a3fc4f9f1901a1a7a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:10:19 -1000 Subject: [PATCH 120/127] Update Learn-About-Subscriptions.md --- .../Learn-About-Subscriptions.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md index 319c4f7f4945..1bd269b7cead 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Learn-About-Subscriptions.md @@ -6,6 +6,7 @@ internalScope: Audience is all Workspace owners. Explains what subscriptions are retrievalIntent: What are the Annual and Pay per use subscriptions contentType: topic platform: new +order: 1 --- # Learn About Subscriptions From e3556b1d01f3ca4cbc66cfda36bdc51a9c871ca2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:11:03 -1000 Subject: [PATCH 121/127] Update Compare-Collect-and-Control-Plans.md --- .../Compare-Collect-and-Control-Plans.md | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md index 51e7d3977e34..b9a35cb140b0 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Compare-Collect-and-Control-Plans.md @@ -6,6 +6,7 @@ internalScope: Audience is anyone evaluating Expensify plans. Covers the high-le retrievalIntent: Which plan should I choose contentType: topic platform: new +order: 2 --- # Compare Collect and Control Plans From 72cd6066c5f3903e64dbaa7a83acff234437caf9 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:11:43 -1000 Subject: [PATCH 122/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 3 ++- 1 file changed, 2 insertions(+), 1 deletion(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 10a2470709d9..57d3e1cfd123 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -6,11 +6,12 @@ internalScope: Covers current pricing for Collect and Control Workspaces, Annual retrievalIntent: How much does Expensify cost contentType: topic platform: new +order: 3 --- # Understand Expensify Pricing -Expensify pricing depends on your Workspace plan, subscription type, billing currency, and, for eligible subscriptions, qualifying Expensify Card usage. This article provides an overview of the current pricing model. For the latest pricing details and feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). +Expensify pricing depends on your Workspace plan, subscription type, billing currency, and for eligible subscriptions, qualifying Expensify Card usage. This article provides an overview of the current pricing model. For the latest pricing details and feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). ## Find your subscription pricing From 5f4cecbb4b855ba057591548a4a5ced078cc027c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:17:50 -1000 Subject: [PATCH 123/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 14 ++++++++------ 1 file changed, 8 insertions(+), 6 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 57d3e1cfd123..2dfb5fc4b040 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -11,7 +11,9 @@ order: 3 # Understand Expensify Pricing -Expensify pricing depends on your Workspace plan, subscription type, billing currency, and for eligible subscriptions, qualifying Expensify Card usage. This article provides an overview of the current pricing model. For the latest pricing details and feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). +Expensify pricing depends on your Workspace plan, subscription type, billing currency, and for eligible subscriptions, qualifying Expensify Card usage. This article provides an overview of the current pricing model. + +For the latest pricing details and feature comparison, visit [Expensify Pricing](https://www.expensify.com/pricing). ## Find your subscription pricing @@ -35,7 +37,7 @@ Select your billing currency to view the subscription prices. | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **$5** per unique member/month | — | | **Control** | Annual | **$18** per member included in your subscription size/month, plus **$36** per active member above your subscription size/month | **As low as $9** per member included in your subscription size/month | -| **Control** | Pay-per-use | **$36** per active member/month | — | +| **Control** | Pay-per-use | **$36** per active member/month | **As low as $18** per active member/month |
    @@ -45,7 +47,7 @@ Select your billing currency to view the subscription prices. | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **£5** per unique member/month | — | | **Control** | Annual | **£14** per member included in your subscription size/month, plus **£28** per active member above your subscription size/month | **As low as £7** per member included in your subscription size/month | -| **Control** | Pay-per-use | **£28** per active member/month | — | +| **Control** | Pay-per-use | **£28** per active member/month | **As low as £14** per active member/month | @@ -55,7 +57,7 @@ Select your billing currency to view the subscription prices. | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **€5** per unique member/month | — | | **Control** | Annual | **€16** per member included in your subscription size/month, plus **€32** per active member above your subscription size/month | **As low as €8** per member included in your subscription size/month | -| **Control** | Pay-per-use | **€32** per active member/month | — | +| **Control** | Pay-per-use | **€32** per active member/month | **As low as €16** per active member/month | @@ -65,7 +67,7 @@ Select your billing currency to view the subscription prices. | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **AU$8** per unique member/month | — | | **Control** | Annual | **AU$30** per member included in your subscription size/month, plus **AU$60** per active member above your subscription size/month | **As low as AU$15** per member included in your subscription size/month | -| **Control** | Pay-per-use | **AU$60** per active member/month | — | +| **Control** | Pay-per-use | **AU$60** per active member/month | **As low as AU$30** per active member/month | @@ -75,7 +77,7 @@ Select your billing currency to view the subscription prices. | -------------- | ------------ | -------------: | -------------------: | | **Collect** | Pay-per-use | **NZ$9** per unique member/month | — | | **Control** | Annual | **NZ$32** per member included in your subscription size/month, plus **NZ$64** per active member above your subscription size/month | **As low as NZ$16** per member included in your subscription size/month | -| **Control** | Pay-per-use | **NZ$64** per active member/month | — | +| **Control** | Pay-per-use | **NZ$64** per active member/month | **As low as NZ$32** per active member/month | From 798a23d973d0741cfe5ed7996fbdece02e8c5b8f Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:18:47 -1000 Subject: [PATCH 124/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 5 +---- 1 file changed, 1 insertion(+), 4 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index 2dfb5fc4b040..b58c4ce94efd 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -147,7 +147,7 @@ To learn about the difference between active members and unique members, see [Le # FAQ -## Are localized prices converted from USD? +## Are GBP, EUR, AUD, and NZD prices converted from USD? No. Expensify uses fixed regional pricing rather than converting prices based on daily exchange rates. @@ -166,6 +166,3 @@ Yes. If you increase your subscription size or exceed it during an Annual subscr ## Which currencies does Expensify support for localized pricing? Expensify offers localized pricing for USD, GBP, EUR, AUD, and NZD billing. - - - From 354f5045ce48ddbdbb018e3816e4964130a1610d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 17:45:07 -1000 Subject: [PATCH 125/127] Update Understand-Expensify-Pricing.md --- .../Understand-Expensify-Pricing.md | 6 +++--- 1 file changed, 3 insertions(+), 3 deletions(-) diff --git a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md index b58c4ce94efd..647f48e8facc 100644 --- a/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md +++ b/docs/articles/new-expensify/billing-and-subscriptions/explore-plans-subscriptions-and-pricing/Understand-Expensify-Pricing.md @@ -134,9 +134,9 @@ If your organization's first Workspace was created before April 1, 2025, your Wo Legacy Collect pricing is: -| Subscription | Price (USD) | -| ------------ | --------------------------: | -| Annual | $5 per active member/month | +| Subscription | Standard price (USD) | +| ------------ | -------------------------- | +| Annual | $5 per member included in your subscription size/month, plus $10 per active member above your subscription size/month | | Pay-per-use | $10 per active member/month | Legacy Collect subscriptions use active members for billing instead of unique members. From 876d75f5f3c2da298bc210b65412bb975d0f7630 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 18:24:44 -1000 Subject: [PATCH 126/127] Create Cancel-an-Annual-Subscription.md --- .../Cancel-an-Annual-Subscription.md | 77 +++++++++++++++++++ 1 file changed, 77 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Cancel-an-Annual-Subscription.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Cancel-an-Annual-Subscription.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Cancel-an-Annual-Subscription.md new file mode 100644 index 000000000000..59a69b6ddc88 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Cancel-an-Annual-Subscription.md @@ -0,0 +1,77 @@ +--- +title: Cancel an Annual Subscription +description: Learn how a Workspace owner can request to cancel an Annual subscription, when the request is approved, and how billing continues on Pay-per-use. +keywords: [New Expensify, cancel subscription, cancel annual subscription, switch to pay-per-use, downgrade annual, end subscription, stop subscription, billing owner, cancellation request, workspace owner] +internalScope: Audience is Workspace owners. Covers how to request cancellation of an Annual subscription so the workspace continues on Pay-per-use. Does not cover the differences between subscription types or how to change a plan. +retrievalIntent: How do I cancel an Annual subscription +contentType: task +platform: new +--- + +# Cancel an Annual subscription + +If you're a Workspace owner, you can ask Expensify to end your workspace's Annual subscription and continue on Pay-per-use billing instead. Canceling the Annual subscription ends the 12-month commitment but doesn't delete your workspace or interrupt access. Your workspace continues on Pay-per-use billing. + +Selecting **Cancel subscription** submits a *request* to cancel. It does not cancel your subscription on its own. Because an Annual subscription is a 12-month commitment, requests are reviewed to determine whether they qualify for cancellation, and not all requests are approved. + +For more details, see, [When You Can Change Your Subscription](docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/Learn-About-Plan-and-Subscription-Management#when-you-can-change-your-subscription). + +--- + +## Who can cancel an Annual subscription + +Only the Workspace owner can request a cancellation, and only when the workspace is on an **Annual** subscription. **Cancel subscription** appears under **Account > Subscription** after your free trial ends and once a payment card has been added or you've been billed at least once. + +If your workspace is already on Pay-per-use, there's no subscription to cancel. To stop billing in that case, delete the Workspace instead. + +--- + +## How to request Annual subscription cancellation + +1. In the navigation tabs (on the left on web, at the bottom on mobile), go to **Account > Subscription**. +2. Select **Cancel subscription**. +3. Choose the main reason you're canceling and add the requested details. +4. Review the acknowledgment that submitting the form requests cancellation and that approval is not guaranteed, then **Submit**. + +--- + +## When Expensify approves an Annual subscription cancellation request + +Your request may be approved automatically when **all** of the following are true: + + - You've only been billed once for the Annual subscription. + - You have no outstanding balance. + +If your request is approved automatically, you'll see a **Subscription canceled** confirmation right away. Any request that doesn't meet these conditions is reviewed manually and you'll see a **Request submitted** message instead—we'll follow up through your chat with **Concierge**. + +--- + +## What happens after your Annual subscription is canceled + +Once the Annual subscription is canceled, your workspace continues automatically on **Pay-per-use** and is billed month-to-month. You don't need to take any other action to switch. + +Canceling does not stop future charges. As long as the workspace exists, you'll be billed for any active members each month. To prevent all future activity and charges, **delete the workspace**—note that you'll still be billed for any activity already incurred during the current calendar month. + +--- + +## What happens if your Annual subscription cancellation request isn't approved + +Annual subscriptions are a 12-month commitment. Expensify may approve cancellation requests if you've only been billed once for the Annual subscription and have no outstanding balance. Otherwise, the subscription remains in effect for the rest of the commitment. + +If your request isn't approved, you'll continue to be billed for the remainder of your Annual subscription term. If you no longer want to manage the workspace, another Workspace admin can transfer ownership to themselves. Transferring ownership doesn't cancel the subscription or change the remaining billing commitment. [Learn how to transfer workspace ownership](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Transfer-Workspace-Ownership). + +--- + +# FAQ + +## Does canceling my Annual subscription delete my workspace or data? + +No. Canceling only ends the annual commitment. Your workspace, expenses, and reports remain, and the workspace continues on Pay-per-use. + +## What's the difference between the "Subscription canceled" and "Request submitted" messages? + +**Subscription canceled** means your request met the conditions for automatic approval and is already done. **Request submitted** means our team is reviewing your request and will respond through Concierge. + +## How do I stop being billed entirely? + +Delete the workspace to stop future billing. Canceling an Annual Subscription only switches the workspace to Pay-per-use, where monthly charges continue while the workspace remains active. From 21554a2a1237d9c4673273d388209d5b85847da0 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Thu, 9 Jul 2026 18:39:26 -1000 Subject: [PATCH 127/127] Create Add-or-Update-a-Payment-Card.md --- .../Add-or-Update-a-Payment-Card.md | 66 +++++++++++++++++++ 1 file changed, 66 insertions(+) create mode 100644 docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Add-or-Update-a-Payment-Card.md diff --git a/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Add-or-Update-a-Payment-Card.md b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Add-or-Update-a-Payment-Card.md new file mode 100644 index 000000000000..54e888b4a631 --- /dev/null +++ b/docs/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-billing/Add-or-Update-a-Payment-Card.md @@ -0,0 +1,66 @@ +--- +title: Add or Update a Payment Card +description: Add a payment card or replace the card on file to pay for your Expensify subscription. +keywords: [New Expensify, add payment card, update payment card, change payment card, replace card, billing owner, subscription, payment method, credit card, workspace owner, corporate karma, personal karma] +internalScope: Audience is all Workspace owners. Covers adding a payment card or replacing the card on file for Expensify subscription payments under Account > Subscription. Does not cover billing details or billing receipts. +retrievalIntent: How do I pay for Expensify +contentType: task +platform: new +--- + +# Add or Update a Payment Card + +Your Expensify subscription is paid using a single payment card stored under **Account > Subscription**. Add a payment card when you first start paying for Expensify, or update it if your card expires or you want to use a different card. + +--- + +## Who can add or update a payment card + +Only Workspace owners can add a payment card or update an existing one. If you're not the Workspace owner, the **Subscription** tab won't appear under **Account**. + +--- + +## How to add a payment card + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Account** > **Subscription**. +2. In the **Payment** section, select **Add payment card**. +3. Enter your payment card details. +4. Accept the terms and select **Add payment card**. + +Your payment card is saved and will be used for future Expensify subscription charges. + +--- + +## How to replace the payment card on file + +To replace an existing card: + +1. In the navigation tabs (on the left on web, on the bottom on mobile), go to **Account** > **Subscription**. +2. In the **Payment** section, select the three dots **(⋮)**, then select **Change payment card**. +3. Enter the new credit card details. +4. Select **Add payment card**. + +The new payment card replaces the previous one and will be used for future Expensify subscription charges. + +--- + +## Related Articles + +- [View Your Plan and Subscription](/articles/new-expensify/billing-and-subscriptions/manage-your-subscription-and-billing/manage-subscription/View-Your-Plan-and-Subscription) +- [Learn About Billing Permissions](/articles/new-expensify/billing-and-subscriptions/Learn-About-Billing-Permissions) + +--- + +# FAQ + +## Why don't I see the option to add or change a payment card? + +Only the workspace Owner can manage the payment card. If the **Subscription** tab or the **Payment** section isn't visible, you're not a Workspace owner. + +## Do I need to remove my old card before adding a new one? + +No. Selecting **Change payment card** and entering new details replaces the card on file automatically. + +## Can I pay for my Expensify subscription using ACH? + +No. Expensify subscriptions can only be paid using a payment card. ACH and other bank account payment methods aren't supported for subscription payments.