diff --git a/.github/scripts/createDocsRoutes.ts b/.github/scripts/createDocsRoutes.ts index cd118b974eec0..5c6a8167ab632 100644 --- a/.github/scripts/createDocsRoutes.ts +++ b/.github/scripts/createDocsRoutes.ts @@ -42,6 +42,7 @@ const platformNames = { expensifyClassic: 'expensify-classic', newExpensify: 'new-expensify', travel: 'travel', + consolidated: 'consolidated', } as const; /** @@ -142,11 +143,20 @@ function run() { const expensifyClassicArticleHubs = fs.readdirSync(`${docsDir}/articles/${platformNames.expensifyClassic}`); const newExpensifyArticleHubs = fs.readdirSync(`${docsDir}/articles/${platformNames.newExpensify}`); const travelArticleHubs = fs.readdirSync(`${docsDir}/articles/${platformNames.travel}`); + const consolidatedArticleHubs = fs.readdirSync(`${docsDir}/articles/${platformNames.consolidated}`); + const expensifyClassicRoute = routes.platforms.find((platform) => platform.href === platformNames.expensifyClassic); const newExpensifyRoute = routes.platforms.find((platform) => platform.href === platformNames.newExpensify); const travelRoute = routes.platforms.find((platform) => platform.href === platformNames.travel); + const consolidatedRoute = routes.platforms.find( + (platform) => platform.href === platformNames.consolidated +); + if (!consolidatedRoute) { + console.error('Consolidated platform missing from _routes.yml'); + process.exit(1); +} if (expensifyClassicArticleHubs.length !== expensifyClassicRoute?.hubs.length) { console.error(warnMessage(platformNames.expensifyClassic)); process.exit(1); @@ -162,9 +172,15 @@ function run() { process.exit(1); } + if (consolidatedArticleHubs.length !== consolidatedRoute?.hubs.length) { + console.error(warnMessage(platformNames.consolidated)); + process.exit(1); +} + createHubsWithArticles(expensifyClassicArticleHubs, platformNames.expensifyClassic, expensifyClassicRoute.hubs); createHubsWithArticles(newExpensifyArticleHubs, platformNames.newExpensify, newExpensifyRoute.hubs); createHubsWithArticles(travelArticleHubs, platformNames.travel, travelRoute.hubs); + createHubsWithArticles(consolidatedArticleHubs, platformNames.consolidated, consolidatedRoute.hubs); // Convert the object to YAML and write it to the file let yamlString = yaml.dump(routes); diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 98bcd4b7ea8d7..df017531c3da4 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -202,3 +202,45 @@ platforms: title: Event Management icon: /assets/images/envelope-receipt.svg description: "Learn how to create and manage Travel Events for group bookings." + + - href: consolidated + title: Consolidated Help Site + hub-title: Consolidated Help Site + hub-description: Questions? Find the answers by clicking a Category or using the search bar. + url: use.expensify.com + description: "Get the help you need." + image: /assets/images/help-travel.png + + hubs: + - href: billing + title: Billing & Subscriptions + icon: /assets/images/accounting.svg + description: "Learn about billing." + + sections: + - href: subscription-and-plan-management + title: Managing Plans and Subscriptions + articles: + - href: what-billing-ownership-means-in-expensify + title: What billing ownership means in Expensify + - href: Managing-subscriptions-in-Expensify + title: Managing subscriptions in Expensify + - href: Deleting-workspaces-in-Expensify + title: Deleting a workspace in Expensify + - href: How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic + title: Manage Billing & Subscriptions in Expensify Classic + - href: How-to-Manage-Subscriptions-and-Billing-in-New-Expensify + title: How to manage subscriptions and billing in New Expensify + + - href: plans-and-pricing + title: Plans and Pricing + articles: + - href: expensify_plan_overview + title: "Expensify Plans Overview: Collect vs Control" + - href: expensify_plan_pricing + title: "Expensify Plan Pricing and Billing: Annual, Pay-Per-Use, and Localized Rates" + - href: expensify_card_pricing_benefits + title: "Expensify Card: How Pricing Discounts and Cash Back Work" + - href: expensify_legacy_pricing + title: "Expensify Legacy Pricing: Who Qualifies and What It Means" + diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 20f57789a74fe..1ad91b8ddcf7c 100644 --- a/docs/_includes/hub.html +++ b/docs/_includes/hub.html @@ -3,27 +3,51 @@ {% assign activeHub = urlParts[3] %} {% assign platform = site.data.routes.platforms | where: "href", activePlatform | first %} - {% assign hub = platform.hubs | where: "href", activeHub | first %} -

{{ hub.title }}

+{% if hub %} +

{{ hub.title }}

+

{{ hub.description }}

+ + {% assign sections = hub.sections %} + {% assign articles = hub.articles %} -

{{ hub.description }}

+ {% assign combined = nil %} -{% if hub.articles %} - {% assign sortedSectionsAndArticles = hub.sections | concat: hub.articles | sort: 'title' %} -{% else %} - {% assign sortedSectionsAndArticles = hub.sections | sort: 'title' %} -{% endif%} + {% if sections and articles %} + {% assign combined = sections | concat: articles %} + {% elsif sections %} + {% assign combined = sections %} + {% elsif articles %} + {% assign combined = articles %} + {% endif %} -
-
+ {% if combined %} + {% assign sortedSectionsAndArticles = combined | sort: 'title' %} + {% endif %} + + {% if sortedSectionsAndArticles %} +
+
{% for item in sortedSectionsAndArticles %} - {% if item.articles %} - {% 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 %} - {% endif %} + {% if item.articles %} + {% include section-card.html + platform=activePlatform + hub=hub.href + section=item.href + title=item.title + %} + {% else %} + {% include article-card.html + platform=activePlatform + hub=hub.href + href=item.href + title=item.title + %} + {% endif %} {% endfor %} -
-
+
+
+ {% endif %} +{% endif %} + diff --git a/docs/_includes/lhn-template.html b/docs/_includes/lhn-template.html index 294094214c8eb..b5646311465ec 100644 --- a/docs/_includes/lhn-template.html +++ b/docs/_includes/lhn-template.html @@ -10,79 +10,108 @@ {% assign section = hub.sections | where: "href", activeSection | first %} diff --git a/docs/articles/consolidated/billing/plans-and-pricing/expensify_card_pricing_benefits.md b/docs/articles/consolidated/billing/plans-and-pricing/expensify_card_pricing_benefits.md new file mode 100644 index 0000000000000..59d79f00f2453 --- /dev/null +++ b/docs/articles/consolidated/billing/plans-and-pricing/expensify_card_pricing_benefits.md @@ -0,0 +1,79 @@ +--- +title: Expensify Card: How Pricing Discounts and Cash Back Work +description: Learn how using the Expensify Card can unlock discounted pricing and earn cash back across any plan. +keywords: [Expensify Card discount, card cash back, plan discount, 1% cash back, 2% cash back, card pricing impact, card usage threshold, card billing] +internalScope: Audience is Workspace Admins and Billing Owners. Covers how the Expensify Card impacts pricing and cash back logic. Does not cover card setup, card management, or reconciliation workflows. +--- + +# Expensify Card: How Pricing Discounts and Cash Back Work + +Using the Expensify Card unlocks pricing benefits and earns you cash back, no matter which plan you're on. + +# Discounted pricing with the Expensify Card + +You can qualify for discounted pricing on **any paid Expensify plan** by using the Expensify Card. + +To unlock the discount: +- You must be on an **annual subscription** +- At least **50% of your total settled U.S. spend** must be on the Expensify Card during the billing period + +If you meet the requirement: +- Your annual per-member price is discounted (see [pricing article](#)) +- The discount is automatically applied to your bill + +If you don't meet the requirement: +- You're billed at the standard annual rate +- The card can still earn cash back, even if the discount doesn't apply + +# Cash back rules for the Expensify Card + +All Expensify Card spend in the U.S. is eligible for cash back. + +## Cash back rates +- **1%** on all eligible U.S. purchases +- **2%** if your workspace reaches **$250,000 or more** in U.S. card spend in a calendar month + +## Where cash back is applied +- First, it is applied to your **Expensify bill** +- If you earn more than your bill amount, the remainder is **paid out to your connected bank account** + +# The Expensify Card is optional + +You can use any Expensify plan without the Expensify Card. However: + +- On **Collect**, the card doesn't change your price but still earns cash back +- On **Control**, the card is required if you want discounted pricing + +# How to track your card usage for discounts + +You can view your card spend and discount eligibility in the workspace billing section. + +- **New Expensify:** Go to **Settings > Workspaces > [Your Workspace] > Billing & Subscriptions** +- **Expensify Classic:** Go to **Settings > Account > Subscription**, then open your workspace + +**ADD A SCREENSHOT HERE.** Suggestion: Monthly billing view showing card usage percentage toward discount threshold. + +# FAQ + +## Do I need the Expensify Card to use Collect or Control? +No. The Expensify Card is optional for all plans. It only affects pricing if you're on an annual plan and meet the spend threshold. + +## What happens if I stop using the Expensify Card? +If card usage drops below the 50% threshold, you lose the discounted rate for that billing cycle. You'll be charged the standard annual price. + +## Can I still earn cash back if I don't qualify for the discount? +Yes. Cash back is separate from the pricing discount and applies to all eligible U.S. spend. + +## What spend qualifies toward the 50% card threshold? +Only **settled U.S. transactions** on the Expensify Card count. International spend and pending transactions do not apply. + +## When is the 2% cash back applied? +If your workspace hits $250,000+ in U.S. Expensify Card spend in a single calendar month, 2% cash back applies to that month's total spend. + +## Can I combine cash back with other discounts? +Yes. Cash back applies independently of pricing discounts and will always be applied first to your bill. + +## Where can I see my current discount status? +Go to your workspace billing section to see current card usage and discount eligibility: +- **New Expensify:** Settings > Workspaces > [Workspace] > Billing & Subscriptions +- **Expensify Classic:** Settings > Account > Subscription > [Workspace] diff --git a/docs/articles/consolidated/billing/plans-and-pricing/expensify_legacy_pricing.md b/docs/articles/consolidated/billing/plans-and-pricing/expensify_legacy_pricing.md new file mode 100644 index 0000000000000..f00c1d3e67df5 --- /dev/null +++ b/docs/articles/consolidated/billing/plans-and-pricing/expensify_legacy_pricing.md @@ -0,0 +1,72 @@ +--- +title: Expensify Legacy Pricing: Who Qualifies and What It Means +description: Understand what legacy pricing is in Expensify, who qualifies, and how it differs from current pricing. +keywords: [legacy pricing, Expensify pricing rules, grandfathered pricing, pricing eligibility, plan differences, billing discrepancies] +internalScope: Audience is Workspace Admins and Billing Owners. Covers legacy pricing eligibility and its impact. Does not cover how to change plans or manage subscriptions. +--- + +# Expensify Legacy Pricing: Who Qualifies and What It Means + +This article explains what legacy pricing is, how to know if you're on it, and how it differs from current Expensify pricing. + +# What is legacy pricing + +Legacy pricing refers to billing structures that applied before Expensify's current pricing models were introduced. + +- Workspaces created **before April 1, 2025** may still be on legacy pricing +- Legacy pricing rates may differ from the current published Collect and Control plan pricing +- Legacy pricing does **not** include new features like card-linked discounts or updated billing logic + +# Who qualifies for legacy pricing + +You may be on legacy pricing if: +- Your **first workspace** was created before **April 1, 2025** +- You've stayed on the same subscription type without making major changes (e.g. switching between plans) + +If your first workspace was created after April 1, 2025, you're automatically on current pricing. + +# How to check if you're on legacy pricing + +To check: +- Go to your billing settings +- Compare your current pricing against what's shown on the Expensify website +- If your price per member doesn't match current published rates, you're likely on a legacy plan + +You can also reach out to **Concierge** to confirm your pricing type. + +# What's different about legacy pricing + +Legacy pricing plans may: +- Have a flat monthly rate regardless of activity or seat type +- Not support annual commitment discounts +- Exclude eligibility for Expensify Card-based pricing benefits + +These plans still function, but they may not offer the same flexibility or rewards as current plans. + +# Should I switch to current pricing? + +It depends on your team's size, card usage, and need for flexibility. + +Switching may make sense if: +- You want to access cash back or pricing discounts from Expensify Card usage +- You prefer an annual commitment model with reduced rates +- You need features only available in current plans (e.g. Control-level exports, integrations) + +Before switching, compare your current monthly cost against current plan rates or contact your Account Manager. + +# FAQ + +## Why is my Expensify bill different from what's shown online? +If you're on legacy pricing, your rates won't match the current published rates. That's expected and not an error. + +## Can I stay on legacy pricing? +Yes. As long as you don't make changes to your plan, you can remain on your legacy rate. + +## Can I switch from legacy to current pricing? +Yes. You can opt into current pricing anytime. If you're on an annual plan, the change will apply at the end of your current term. + +## Will I lose access to any features if I stay on legacy pricing? +You won't lose existing features, but you won't gain access to pricing-linked features like card-based discounts or Control-specific tools. + +## Who can help me review my pricing? +Reach out to **Concierge** or your **Account Manager**. They can confirm your plan and help you decide if switching is right for your team. diff --git a/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_overview.md b/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_overview.md new file mode 100644 index 0000000000000..45f286ec0ee32 --- /dev/null +++ b/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_overview.md @@ -0,0 +1,77 @@ +--- +title: Expensify Plans Overview: Collect vs Control +description: Learn the key differences between Expensify's Collect and Control plans to help you choose the right one for your team. +keywords: [Expensify plans, compare Collect and Control, which Expensify plan to choose, plan comparison, Control vs Collect, Expensify plan differences] +internalScope: Audience is Workspace Admins and prospective customers. Covers high-level plan features, use cases, and who each plan is for. Does not cover pricing, billing logic, or subscription management. +--- + +# Expensify Plans Overview: Collect vs Control + +This article compares Expensify's two paid plansβ€”**Collect** and **Control**β€”to help you choose the right one for your team. + +# Overview of Expensify plans + +| Plan | Best For | Key Features | +|----------|--------------------------------------|----------------------------------------------------| +| **Collect** | Small teams with simple needs | Receipt capture, SmartScan, expense reports, automated collection | +| **Control** | Growing teams with more complexity | Multi-level approval workflows, custom export formats, integrations with accounting tools, advanced policy controls | + +# Who should use the Collect plan + +Choose **Collect** if your team needs: +- Basic expense tracking +- Automated receipt collection via SmartScan +- Simple report submission and reimbursement workflows +- Month-to-month pricing with no complex setup + +Collect is ideal for small or early-stage teams that want predictable pricing and minimal admin overhead. + +# Who should use the Control plan + +Choose **Control** if your team needs: +- Multi-level approval workflows +- Integration with accounting platforms like QuickBooks or NetSuite +- Advanced permission controls for employees, approvers, and admins +- Custom report exports and domain enforcement + +Control is built for organizations that need full visibility and tighter controls over company spend. + +# What features are included in both plans + +All paid plans include: +- SmartScan receipt capture +- Report creation and submission +- ACH reimbursement +- Concierge support +- Expensify Card access (optional) + +# How to upgrade or downgrade your plan + +To change your plan: + +- **New Expensify:** Go to **Settings > Workspaces > [Workspace] > Billing & Subscriptions** +- **Expensify Classic:** Go to **Settings > Account > Subscription > [Workspace]** + +Only the billing owner can change the plan. + +**ADD A SCREENSHOT HERE.** Suggestion: Plan selection dropdown in Billing & Subscriptions screen. + +# Where to learn about pricing + +This article focuses on plan features only. For detailed pricing information, see: +- [Expensify Plan Pricing and Billing](#) +- [Expensify Card: How Pricing Discounts and Cash Back Work](#) + +# FAQ + +## Can I switch from Collect to Control or vice versa? +Yes. You can switch plans anytime if you're on pay-per-use. If you're on an annual subscription, the change will apply at the end of your current term. + +## Is the Expensify Card included in both plans? +Yes. The card is available to all paid workspaces, regardless of plan. + +## Can I use accounting integrations on Collect? +No. Accounting platform integrations are only available on the Control plan. + +## Which plan is better for reimbursements? +Both plans support ACH reimbursement, but Control offers more control over approval workflows and spend visibility. diff --git a/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_pricing.md b/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_pricing.md new file mode 100644 index 0000000000000..013f7b4ffc2fb --- /dev/null +++ b/docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_pricing.md @@ -0,0 +1,91 @@ +--- +title: Expensify Plan Pricing and Billing: Annual, Pay-Per-Use, and Localized Rates +description: Understand how Expensify billing works, including annual vs pay-per-use pricing, seat behavior, and localized rates. +keywords: [Expensify pricing, pay-per-use, annual subscription, billing frequency, pricing tiers, plan billing, seat pricing, localized pricing] +internalScope: Audience is Workspace Admins and Billing Owners. Covers pricing tiers, seat billing behavior, subscription models, and supported currencies. Does not cover plan comparisons, billing ownership transfers, or how to cancel a plan. +--- + +# Expensify Plan Pricing and Billing: Annual, Pay-Per-Use, and Localized Rates + +This article explains how Expensify billing works, regardless of which paid plan you're on. All paid workspaces follow the same pricing structure, with flexible subscription options and currency support. + +# Choose between annual and pay-per-use pricing + +Expensify offers two subscription models for all plans: + +## Annual pricing +- Commit to a specific number of members for a 12-month term +- Lower cost per member +- Add more members anytime (this extends your commitment) +- Reduce members only after the term ends + +## Pay-per-use pricing +- No commitment or contract +- Billed monthly for each active member +- Highest per-member rate + +You can choose your pricing model when setting up a workspace or changing your plan. + +# Understand how seat billing works + +A **seat** refers to a billable member. + +- You're billed for **active members** on Control and **unique members** on Collect +- Adding a member mid-cycle increases your bill (for both models) +- Removing a member doesn't reduce your subscription immediately if you're on an annual plan + +### On annual pricing: +- You commit to a number of seats +- Seats over the committed number may be billed at pay-per-use rates + +### On pay-per-use: +- Billed monthly based on actual usage +- No commitment to a seat count + +# View your current pricing model and subscription + +To check which model you're on: + +- **New Expensify:** Go to **Settings > Workspaces > [Your Workspace] > Billing & Subscriptions** +- **Expensify Classic:** Go to **Settings > Account > Subscription** + +**ADD A SCREENSHOT HERE.** Suggestion: Subscription summary view showing "Annual" or "Pay-per-use" selected. + +# Supported currencies and localized pricing + +Expensify supports localized pricing in: +- USD +- GBP +- EUR +- AUD +- NZD + +Your pricing will automatically adjust based on the selected billing currency. + +To change your billing currency, reach out to **Concierge**. + +# When pricing may differ + +Your pricing may not match what's shown on the website if: +- Your workspace is on **legacy pricing** +- You have a **discounted enterprise agreement** +- You recently switched from Collect to Control or vice versa + +For help confirming your rate, contact **Concierge** or your **Account Manager**. + +# FAQ + +## Can I switch from annual to pay-per-use? +Yes. You can switch at the end of your current annual term. If you're unsure when that is, reach out to Concierge. + +## Can I reduce the number of seats I'm billed for? +Only on pay-per-use. On annual pricing, seat reductions take effect at the end of your subscription term. + +## Why did my bill go up? +You may have added more members or gone over your committed seat count. View your billing details to confirm. + +## Does pricing include tax? +Pricing does not include tax. Taxes are applied based on your billing location. + +## How can I get a pricing quote for my team? +Reach out to **Concierge** or your **Account Manager** and share your expected seat count and usage needs. diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/Deleting-workspaces-in-Expensify.md b/docs/articles/consolidated/billing/subscription-and-plan-management/Deleting-workspaces-in-Expensify.md new file mode 100644 index 0000000000000..67f108ae0bfb4 --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/Deleting-workspaces-in-Expensify.md @@ -0,0 +1,91 @@ + + +--- +title: Deleting a workspace in Expensify +description: Learn how billing owners can delete a paid workspace in Expensify and what conditions might block deletion. +keywords: [delete workspace, remove workspace, cancel subscription, billing owner, Expensify workspace deletion, workspace not deleting] +internalScope: Audience is billing owners. Covers workspace deletion steps, billing restrictions, and what happens after deletion. Does not cover how to cancel subscriptions or transfer billing ownership. +--- + +# How to delete a workspace in Expensify + +Only the billing owner of a paid workspace can delete it. This article explains the steps to delete a workspace, when deletion may be blocked, and what happens after it's deleted. + +--- + +## Who can delete a workspace in Expensify + +Only the billing owner can delete a paid workspace. + +- Workspace Admins cannot delete the workspace unless they take over billing ownership first +- If you don't see the option to delete, confirm whether you're the billing owner + +--- + +## When workspace deletion is blocked + +A workspace cannot be deleted if: + +- It is on an active annual subscription without early cancellation approval +- There is a failed or pending payment +- You are not the billing owner + +To resolve this: + +- Submit an early cancellation request if on an annual plan +- Update the payment method if billing has failed +- Transfer billing ownership if needed + +--- + +## What happens when a workspace is deleted + +- The workspace is permanently removed, including its settings and members +- Billing stops after the final usage period is completed +- Deletion does **not** delete your Expensify account or historical expenses + +If you own multiple workspaces, deleting one does not affect the others. + +--- + +# FAQ + +## Why can't I delete my workspace? + +Most likely reasons: +- You're not the billing owner +- The workspace is on an annual subscription without early cancellation approval +- There's a failed or pending payment + +--- + +## Can a Workspace Admin delete a workspace? + +No. Only the billing owner can delete a workspace. Workspace Admins must first take over billing ownership. + +--- + +## Does deleting a workspace delete my Expensify account? + +No. Your account and expenses remain intact. Only the selected workspace is deleted. + +--- + +## Will I still be billed after deletion? + +You may be charged for usage during the final billing period. After that, charges will stop. + +--- + +## What happens if I delete the last workspace I own? + +If you delete your only paid workspace, you'll no longer have an active subscription. Your Expensify account will remain open. + +--- diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md new file mode 100644 index 0000000000000..8de3b3afd1b58 --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md @@ -0,0 +1,114 @@ +--- +title: Manage Billing & Subscriptions in Expensify Classic +description: Step-by-step instructions for billing owners and Workspace Admins to manage subscriptions, resolve billing issues, delete workspaces, and transfer billing ownership in Expensify Classic. +keywords: [Expensify Classic, billing owner, manage subscription, retry billing, take over billing, delete workspace, transfer billing ownership] +internalScope: Step-by-step instructions for managing paid subscriptions in Expensify Classic only. Relies on the shared conceptual article for billing rules, eligibility, and constraints. +--- + +This article explains **how to manage billing and subscriptions in Expensify Classic**. +For information about billing ownership rules, cancellation eligibility, and ownership transfer timing, see **Understanding Billing Ownership & Subscription Management**. + +# Where to manage billing and subscriptions + +In Expensify Classic, billing and subscription actions are primarily located under **Settings > Account > Subscription**, with some workspace-specific actions available in **Workspace settings**. + +# View subscription details + +If you are the billing owner, you can view subscription details by navigating to: + +**Settings > Account > Subscription** + +From here, you can review: +- Current subscription or plan +- Subscription size +- Billing history and receipts +- Payment status and outstanding balances +- Payment method on file + +If you don't see these options, you are likely not the billing owner. + +# Update payment methods + +Only the **billing owner** can update the payment method used for billing. + +To update your payment method: +1. Go to **Settings > Account > Subscription** +2. Under **Payments**, add a new payment card or update the existing one + +If a previous payment failed due to insufficient funds, you may need to retry billing after updating your payment method. + +# Retry failed billing + +Expensify Classic explicitly surfaces a **Retry Billing** option when a payment fails. + +To retry billing: +1. Go to **Settings > Account > Subscription** +2. Under **Payments**, click **Retry Billing** + +Once the payment is successfully processed, any out-of-date billing notifications will be cleared. + +# Identify the billing owner + +If you're blocked from managing billing, first confirm who the billing owner is: + +1. Hover over **Settings** and click **Workspaces** +2. Select the workspace with a billing alert or notification +3. Locate the **Billing Owner** listed in the workspace details + +Only the billing owner can resolve billing issues unless ownership is transferred. + +# Take Over Billing (Workspace Admins) + +Expensify Classic allows Workspace Admins to explicitly take over billing if needed. + +To take over billing: +1. Go to **Settings > Workspaces > [Workspace Name]** +2. Locate the **Take Over Billing** option +3. Add a valid payment method when prompted + +Once completed, billing ownership will transfer, and you will become responsible for future charges starting the following month. + +# Canceling subscriptions in Expensify Classic + +Subscription cancellation options depend on the workspace plan and subscription type. + +- Monthly subscriptions can be canceled from **Settings > Account > Subscription** +- Annual subscriptions may require eligibility review and, in some cases, a refund request + +All cancellation actions must be performed by the billing owner. + +# Delete a workspace in Expensify Classic + +Only the billing owner can delete a paid workspace. + +To delete a workspace: +1. Go to **Settings > Workspaces** +2. Select the workspace you want to delete +3. Click the workspace settings icon +4. Choose **Delete** + +**Important notes:** +- Workspace deletion is permanent and cannot be undone +- Billing may still apply for any usage during the final billing period +- Deleting a workspace removes its settings and members but does not delete user accounts or historical expenses + +# Transfer billing ownership in Expensify Classic + +Billing ownership can be transferred to another **Workspace Admin**. + +To transfer billing ownership: +1. Confirm the new owner is a Workspace Admin +2. Go to **Settings > Workspaces > [Workspace Name]** +3. Select **Take Over Billing** or follow the ownership transfer option +4. The new owner adds a valid payment method + +Billing ownership transfers on the **1st of the following month**. Until then, the current billing owner remains responsible for charges. + +# When billing actions are blocked + +You may be unable to manage billing or subscriptions if: +- You are not the billing owner +- The payment method is expired, invalid, or has insufficient funds +- A subscription is active and not eligible for cancellation + +In these cases, resolve the payment issue or transfer billing ownership before proceeding. diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md b/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md new file mode 100644 index 0000000000000..824ef9d39c448 --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md @@ -0,0 +1,171 @@ + + +--- +title: How to manage subscriptions and billing in New Expensify +description: Step-by-step instructions for billing owners and Workspace Admins to cancel subscriptions, update payment methods, delete workspaces, and transfer billing ownership in New Expensify. +keywords: [New Expensify, cancel subscription, update payment method, delete workspace, transfer billing ownership, retry billing, subscription management] +internalScope: Step-by-step instructions for managing subscriptions and billing in New Expensify only. Relies on shared conceptual article for billing rules, eligibility, and transfer timing. +--- + +# How to manage subscriptions and billing in New Expensify + +This article explains how to manage paid workspaces in **New Expensify**, including canceling subscriptions, updating your payment method, deleting workspaces, and transferring billing ownership. + +For billing rules, ownership eligibility, and cancelation logic, see [What billing ownership means in Expensify](#). + +--- + +## Where to manage billing in New Expensify + +To manage subscriptions or billing: + +- Tap your profile picture, then select **Settings** +- Choose the relevant **workspace** +- Tap **Manage Workspace** +- Select **Billing & Subscriptions** + +This is where billing owners can manage payments and subscriptions. + +--- + +## How to view your subscription in New Expensify + +To view your current subscription: + +1. Open the workspace +2. Go to **Manage Workspace > Billing & Subscriptions** +3. Review: + - Subscription type (monthly or annual) + - Plan size + - Renewal date + - Billing history and payment method + +If you don't see this section, you're likely not the billing owner. + +--- + +## How to update your payment method in New Expensify + +Only billing owners can update the card on file. + +1. Tap your profile picture and go to **Settings** +2. Open the workspace and select **Billing & Subscriptions** +3. Tap **Payment Method** +4. Add a new credit or debit card + +If your previous payment failed, retry billing after adding a valid card. + +--- + +## How to retry a failed payment in New Expensify + +If a payment fails, billing owners will see a **Retry Payment** prompt in the billing section. + +1. Go to **Billing & Subscriptions** +2. Update the payment method if needed +3. Tap **Retry Payment** + +Once payment succeeds, billing notices will clear automatically. + +--- + +## How to cancel a subscription in New Expensify + +Only billing owners can cancel. + +- **Monthly plans** can be canceled any time from the **Billing & Subscriptions** screen +- **Annual plans** require an **early cancellation request** + +To cancel: + +1. Go to **Billing & Subscriptions** +2. Tap **Cancel Subscription** +3. If prompted, submit an **Early Cancellation Request** +4. You'll be notified once the request is approved or denied + +If the request isn't approved, billing continues through the subscription term. + +--- + +## How to delete a workspace in New Expensify + +Only billing owners can delete a paid workspace. + +To delete: + +1. Open the workspace +2. Tap **Manage Workspace** +3. Scroll down and select **Delete Workspace** + +**Note:** +- Workspace deletion is permanent +- You can't delete a workspace on an active annual plan unless early cancellation is approved +- Deletion does not remove your Expensify account or expense history + +--- + +## How to transfer billing ownership in New Expensify + +Billing can be transferred to another **Workspace Admin**. + +To transfer: + +1. Confirm the new owner is a Workspace Admin +2. They must add a valid payment method to the workspace +3. Go to **Manage Workspace > Billing & Subscriptions** +4. Select **Transfer Billing Ownership** + +The transfer takes effect on the **1st of the next month** + +--- + +## Why billing actions may be blocked in New Expensify + +You may be unable to manage subscriptions if: + +- You are not the billing owner +- The payment method is expired or invalid +- You're on an annual plan without early cancellation approval + +To resolve this, update the payment method, transfer ownership, or submit an early cancellation request. + +--- + +# FAQ + +## Where do I cancel my subscription in New Expensify? + +Go to **Manage Workspace > Billing & Subscriptions**, then tap **Cancel Subscription**. If you're on an annual plan, submit a cancellation request. + +--- + +## How do I update my billing card? + +Go to **Billing & Subscriptions**, tap **Payment Method**, and add a valid card. + +--- + +## Why can't I see billing options? + +You may not be the billing owner. Only billing owners can see subscription and payment settings. + +--- + +## What happens if I delete a workspace? + +The workspace is permanently removed, but your Expensify account and expenses stay intact. You cannot delete a workspace on an active annual plan unless early cancellation is approved. + +--- + +## When does billing ownership transfer take effect? + +Billing ownership transfers on the **1st of the following month**, after a valid payment method is added by the new owner. + +--- diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/Managing-subscriptions-in-Expensify.md b/docs/articles/consolidated/billing/subscription-and-plan-management/Managing-subscriptions-in-Expensify.md new file mode 100644 index 0000000000000..190cd65e07af4 --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/Managing-subscriptions-in-Expensify.md @@ -0,0 +1,105 @@ + + +--- +title: Managing subscriptions in Expensify +description: Learn how to cancel a monthly or annual subscription, request early cancellation, update your payment method, or fix blocked billing actions. +keywords: [cancel subscription, update payment method, early cancellation, billing issues, subscription blocked, change card, subscription renewal] +internalScope: Audience is billing owners. Covers subscription types, cancellation logic, early cancellation, updating payment methods, and billing blocks. Does not cover workspace deletion or transferring billing ownership. +--- + +# How to manage subscriptions in Expensify + +If you're the billing owner for a paid workspace, you can manage the subscription type, update the payment method, or cancel the subscription. + +--- + +## How to cancel a monthly subscription in Expensify + +Billing owners can cancel monthly subscriptions at any time. + +1. Go to your workspace's subscription settings. +2. Select the option to cancel the subscription. +3. The cancellation will take effect at the end of the current billing period. + +No further charges will be made after the final renewal. + +--- + +## How to cancel an annual subscription in Expensify + +Annual subscriptions are a fixed-term commitment. They cannot be canceled mid-term without approval. + +To request early cancellation: + +1. Go to your subscription settings. +2. Choose the **Request Early Cancellation** option. +3. Submit the request for review. + +The request may be automatically approved or reviewed by Expensify. If not approved, charges continue through the end of the subscription term. + +--- + +## How to update your payment method + +Only the billing owner can update the payment method used for subscription charges. + +To update your card: + +1. Go to your subscription or billing settings. +2. Choose **Update Payment Method**. +3. Enter a valid credit or debit card. + +If your current card is expired, invalid, or has insufficient funds, billing actions will be blocked until the issue is resolved. + +--- + +## When subscription actions are blocked + +You may not be able to manage your subscription if: + +- You're not the billing owner +- The payment method on file is expired or invalid +- The workspace is on an active annual subscription and early cancellation hasn't been approved + +In these cases, you'll need to resolve the payment issue or request early cancellation before making changes. + +--- + +# FAQ + +## How do I cancel a monthly subscription? + +Go to your workspace's subscription settings and cancel the plan. The cancellation will apply at the end of the billing period. + +--- + +## Can I cancel an annual subscription early? + +Not automatically. You can submit an early cancellation request, but approval is required. If not approved, billing continues until the end of the subscription term. + +--- + +## What happens if my payment method is invalid? + +Subscription charges will fail, and billing actions may be blocked. You must update the card on file before you can manage billing or subscriptions. + +--- + +## Why can't I cancel my subscription? + +You may not be the billing owner, or you're on an annual plan without early cancellation approval. In either case, you won't be able to make changes until those issues are resolved. + +--- + +## Can I pause a subscription? + +No. Expensify does not offer subscription pausing. You can either maintain or cancel your subscription depending on your plan type. + +--- diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/what-billing-ownership-means-in-expensify.md b/docs/articles/consolidated/billing/subscription-and-plan-management/what-billing-ownership-means-in-expensify.md new file mode 100644 index 0000000000000..4643b154e19de --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/what-billing-ownership-means-in-expensify.md @@ -0,0 +1,78 @@ + + +--- +title: What billing ownership means in Expensify +description: Understand the role of billing ownership and what it allows you to manage in your Expensify workspace. +keywords: [billing ownership, billing owner, manage billing, manage subscription, workspace admin, transfer billing owner] +internalScope: Audience is Workspace Admins and billing owners. Covers what billing ownership is, what the billing owner can do, and how it differs from Workspace Admin access. Does not cover how to cancel subscriptions or delete workspaces. +--- + +# What billing ownership means in Expensify + +Every paid workspace in Expensify has exactly one billing owner. This role controls access to subscription billing, payments, and workspace-level financial actions. + +--- + +## What the billing owner can do + +Only the billing owner can: + +- View full subscription and billing details +- Add or update the payment method +- Cancel or request early cancellation of a subscription +- Delete a paid workspace +- Transfer billing ownership to another Workspace Admin + +--- + +## How billing ownership is different from Workspace Admin access + +Being a Workspace Admin does not automatically give you billing permissions. + +- Workspace Admins can manage members and workspace settings +- Billing owners manage subscription, billing, and payment details + +If you're a Workspace Admin and don’t see billing options, you're likely not the billing owner. + +--- + +## Can billing ownership be shared? + +No. Each paid workspace can have only one billing owner at a time. + +To give someone else access to billing settings, the current billing owner must transfer ownership to a Workspace Admin. + +--- + +# FAQ + +## Who is the billing owner of my workspace? + +The billing owner is the Expensify account responsible for managing the subscription and payment method for a paid workspace. If you don’t see billing options, you're likely not the billing owner. + +--- + +## Can a Workspace Admin cancel a subscription? + +No. Only the billing owner can cancel a subscription or request early cancellation of an annual plan. + +--- + +## How do I transfer billing ownership? + +The current billing owner can transfer ownership to another Workspace Admin. The new billing owner must have a valid payment method on file, and the transfer takes effect on the 1st of the next month. + +--- + +## Why can’t I manage subscription settings? + +You may not be the billing owner. Only the billing owner can view or update subscription and payment settings. Ask your Workspace Admin to confirm who currently holds the billing role. + +--- diff --git a/docs/consolidated/hubs/billing/index.html b/docs/consolidated/hubs/billing/index.html new file mode 100644 index 0000000000000..6812db5a56377 --- /dev/null +++ b/docs/consolidated/hubs/billing/index.html @@ -0,0 +1,6 @@ +--- +layout: default +title: consolidated +--- + +{% include hub.html %} diff --git a/docs/consolidated/hubs/billing/plans-and-pricing.html b/docs/consolidated/hubs/billing/plans-and-pricing.html new file mode 100644 index 0000000000000..0b8405a3ee4f6 --- /dev/null +++ b/docs/consolidated/hubs/billing/plans-and-pricing.html @@ -0,0 +1,6 @@ +--- +layout: default +title: Plans and Pricing +--- + +{% include section.html %} diff --git a/docs/consolidated/hubs/billing/subscription-and-plan-management.html b/docs/consolidated/hubs/billing/subscription-and-plan-management.html new file mode 100644 index 0000000000000..c95c135b24bd5 --- /dev/null +++ b/docs/consolidated/hubs/billing/subscription-and-plan-management.html @@ -0,0 +1,6 @@ +--- +layout: default +title: Managing Plans and Subscriptions +--- + +{% include section.html %} diff --git a/docs/consolidated/hubs/index.html b/docs/consolidated/hubs/index.html new file mode 100644 index 0000000000000..ac8da5a2f7ba5 --- /dev/null +++ b/docs/consolidated/hubs/index.html @@ -0,0 +1,6 @@ +--- +layout: default +title: New Expensify +--- + +{% include platform.html %}