From 80983180c85095b6dce18017840707beb44e307c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:11:11 -1000 Subject: [PATCH 01/45] Update _routes.yml --- docs/_data/_routes.yml | 14 ++++++++++++++ 1 file changed, 14 insertions(+) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 98bcd4b7ea8d7..8662142048038 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -202,3 +202,17 @@ 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 + hub-title: consolidated + hub-description: Questions? Find the answers by clicking a Category or using the search bar. + url: travel.expensify.com + description: "Get the help you need to book and manage travel." + image: /assets/images/help-travel.png + + hubs: + - href: billing + title: billing + icon: /assets/images/accounting.svg + description: "Learn about billing." From 08e731e2b4b1a13c458d49cf5f6083329db304c3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:18:36 -1000 Subject: [PATCH 02/45] Create index.html --- docs/consolidated/hubs/index.html | 6 ++++++ 1 file changed, 6 insertions(+) create mode 100644 docs/consolidated/hubs/index.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 %} From 0a136bd09b62b006f4f507bbc44a105d2c74aa46 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:20:01 -1000 Subject: [PATCH 03/45] Create index.html --- docs/consolidated/hubs/billing/index.html | 6 ++++++ 1 file changed, 6 insertions(+) create mode 100644 docs/consolidated/hubs/billing/index.html 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 %} From 86c7ce2825b4abeb18c74fbee017d93dcae7ada5 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:21:40 -1000 Subject: [PATCH 04/45] Create manage-your-billing.md --- docs/articles/consolidated/billing/manage-your-billing.md | 5 +++++ 1 file changed, 5 insertions(+) create mode 100644 docs/articles/consolidated/billing/manage-your-billing.md diff --git a/docs/articles/consolidated/billing/manage-your-billing.md b/docs/articles/consolidated/billing/manage-your-billing.md new file mode 100644 index 0000000000000..1ffebb7b1faaf --- /dev/null +++ b/docs/articles/consolidated/billing/manage-your-billing.md @@ -0,0 +1,5 @@ +— +title: Manage Your Billing +— + +Article body here. From 0d0b14e8cba98f601fd8e35b613900b1cda32eab Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:33:30 -1000 Subject: [PATCH 05/45] Update _routes.yml --- docs/_data/_routes.yml | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 8662142048038..f1425b69acb4a 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -207,7 +207,7 @@ platforms: title: consolidated hub-title: consolidated hub-description: Questions? Find the answers by clicking a Category or using the search bar. - url: travel.expensify.com + url: use.expensify.com description: "Get the help you need to book and manage travel." image: /assets/images/help-travel.png From a91dd2c3ddf7ee384bf85d903a10628907e3165d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:34:58 -1000 Subject: [PATCH 06/45] Update hub.html --- docs/_includes/hub.html | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 20f57789a74fe..45de4affbeb64 100644 --- a/docs/_includes/hub.html +++ b/docs/_includes/hub.html @@ -13,7 +13,7 @@

{{ hub.title }}

{% if hub.articles %} {% assign sortedSectionsAndArticles = hub.sections | concat: hub.articles | sort: 'title' %} {% else %} - {% assign sortedSectionsAndArticles = hub.sections | sort: 'title' %} + {% assign sortedSectionsAndArticles = hub.sections | default: empty | sort: 'title' %} {% endif%}
From 59b3ad9a3cad91ed8d788d3e31847c1e79c34cb8 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:37:14 -1000 Subject: [PATCH 07/45] Update manage-your-billing.md --- .../billing/manage-your-billing.md | 29 ++++++++++++++++--- 1 file changed, 25 insertions(+), 4 deletions(-) diff --git a/docs/articles/consolidated/billing/manage-your-billing.md b/docs/articles/consolidated/billing/manage-your-billing.md index 1ffebb7b1faaf..e726d04fdc38d 100644 --- a/docs/articles/consolidated/billing/manage-your-billing.md +++ b/docs/articles/consolidated/billing/manage-your-billing.md @@ -1,5 +1,26 @@ -— -title: Manage Your Billing -— +--- +title: Add Custom Fields to Reports and Invoices +description: Customize the fields that appear on a report or invoice for greater control and detail. +keywords: [Expensify Classic, custom fields, report fields, invoice fields, header fields, workspace admin, Control plan, Expensify Classic] +--- + +Workspace Admins can add custom fields to reports or invoices to collect important header-level details like project names, business trip purposes, locations, or internal tracking codes. + +🔒 **Control plan required and integration limitations:** +- Report fields are only available on the Control plan. +- You cannot create report fields directly in Expensify if you are connected to an accounting integration (QuickBooks Online, QuickBooks Desktop, Intacct, Xero, or NetSuite). +- Please refer to [the relevant article on this page](https://help.expensify.com/expensify-classic/hubs/connections/) for instructions on creating fields within your accounting integration. + +--- + +# Add Custom Fields to Reports or Invoices + +1. Head to **Settings > Workspace > [Workspace Name] > Reports Fields**. +2. Under **Add New Field**, enter a **Field Title**. +3. Click the dropdown for the **Type** field and select the desired option: + - **Text**: Provides a text box to type in the requested information + - **Dropdown**: Provides a dropdown of options to choose from + - **Date**: Opens a calendar to select a date +4. Select the report type: **Expense Report** or **Invoice**. +5. Click **Add**. -Article body here. From 5b2200830ed3134df857f7460d790f24f81218a7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:44:55 -1000 Subject: [PATCH 08/45] Update hub.html --- docs/_includes/hub.html | 58 +++++++++++++++++++++++++++++------------ 1 file changed, 41 insertions(+), 17 deletions(-) diff --git a/docs/_includes/hub.html b/docs/_includes/hub.html index 45de4affbeb64..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 | default: empty | 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 %} + From 91097cfbab7cbb63a72f90395d246f956e3a780a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 08:53:12 -1000 Subject: [PATCH 09/45] Update lhn-template.html --- docs/_includes/lhn-template.html | 169 ++++++++++++++++++------------- 1 file changed, 99 insertions(+), 70 deletions(-) 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 %} From ce3fb890b2485aee945e51455cd4b3080cc5a787 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:31:38 -1000 Subject: [PATCH 10/45] Update manage-your-billing.md --- .../billing/manage-your-billing.md | 161 ++++++++++++++++-- 1 file changed, 144 insertions(+), 17 deletions(-) diff --git a/docs/articles/consolidated/billing/manage-your-billing.md b/docs/articles/consolidated/billing/manage-your-billing.md index e726d04fdc38d..14a5817af6964 100644 --- a/docs/articles/consolidated/billing/manage-your-billing.md +++ b/docs/articles/consolidated/billing/manage-your-billing.md @@ -1,26 +1,153 @@ --- -title: Add Custom Fields to Reports and Invoices -description: Customize the fields that appear on a report or invoice for greater control and detail. -keywords: [Expensify Classic, custom fields, report fields, invoice fields, header fields, workspace admin, Control plan, Expensify Classic] +title: How billing ownership and subscription management work in Expensify +description: Learn who can manage subscriptions, cancel or delete workspaces, update payment methods, or transfer billing ownership in Expensify. +keywords: [billing owner, subscription management, cancel subscription, delete workspace, transfer billing ownership, update payment method, workspace admin] +internalScope: Audience is Workspace Admins and billing owners. Covers how billing ownership works, who can manage subscriptions, and how to cancel or transfer billing responsibilities. Does not cover in-app navigation steps. --- -Workspace Admins can add custom fields to reports or invoices to collect important header-level details like project names, business trip purposes, locations, or internal tracking codes. +# How billing ownership and subscription management work in Expensify -🔒 **Control plan required and integration limitations:** -- Report fields are only available on the Control plan. -- You cannot create report fields directly in Expensify if you are connected to an accounting integration (QuickBooks Online, QuickBooks Desktop, Intacct, Xero, or NetSuite). -- Please refer to [the relevant article on this page](https://help.expensify.com/expensify-classic/hubs/connections/) for instructions on creating fields within your accounting integration. +Each paid workspace in Expensify has one **billing owner** who controls subscription and payment settings. This article outlines what the billing owner can do, how ownership works, and what happens when you cancel or delete a workspace. --- -# Add Custom Fields to Reports or Invoices +## Who can manage billing and subscriptions in Expensify -1. Head to **Settings > Workspace > [Workspace Name] > Reports Fields**. -2. Under **Add New Field**, enter a **Field Title**. -3. Click the dropdown for the **Type** field and select the desired option: - - **Text**: Provides a text box to type in the requested information - - **Dropdown**: Provides a dropdown of options to choose from - - **Date**: Opens a calendar to select a date -4. Select the report type: **Expense Report** or **Invoice**. -5. Click **Add**. +Only the **billing owner** of a workspace can: +- View full subscription and billing details +- Update the payment method on file +- Cancel a subscription +- Delete a paid workspace +- Transfer billing ownership to another Workspace Admin + +If you don’t see billing options, you're likely not the billing owner for that workspace. + +--- + +## What is billing ownership in Expensify + +The billing owner is the Expensify account responsible for all subscription charges tied to a specific paid workspace. + +- Every paid workspace has one billing owner +- This role determines who can take actions related to payments and subscriptions +- Workspace Admins do not automatically have billing permissions + +--- + +## Billing owner vs Workspace Admin permissions + +| Action | Billing Owner | Workspace Admin | +|------------------------------------|---------------|------------------| +| Manage workspace members and settings | ✅ | ✅ | +| View and update subscription | ✅ | ❌ | +| Add or update payment method | ✅ | ❌ | +| Cancel subscription | ✅ | ❌ | +| Delete workspace | ✅ | ❌ | + +**Note:** Billing ownership can be transferred to a Workspace Admin. + +--- + +## How to update the subscription payment method + +Only the billing owner can update the payment method used for a paid workspace. + +- Expired or invalid cards will block billing actions +- You must resolve payment issues to manage the subscription + +--- + +## How to cancel a subscription in Expensify + +### Monthly subscriptions + +- Can be canceled by the billing owner at any time +- The subscription ends at the end of the current billing period + +### Annual subscriptions + +- Are fixed-term and cannot be canceled mid-term without approval +- Billing owners can request **early cancellation** +- Requests may be automatically approved or manually reviewed + +If the request is denied, billing continues until the end of the subscription term. + +--- + +## How subscription status affects workspace deletion + +A workspace’s billing status affects whether it can be deleted: + +- Only billing owners can delete paid workspaces +- Workspaces with active **annual subscriptions** cannot be deleted unless early cancellation is approved + +**Note:** Deleting a workspace does **not** delete the billing owner’s Expensify account or past expense data. + +--- + +## How to delete a workspace in Expensify + +Only the billing owner can delete a paid workspace. + +- Deletion is permanent and cannot be undone +- Final charges may still apply for the current billing cycle +- Deleting one workspace does not cancel other active subscriptions + +--- + +## How to transfer billing ownership in Expensify + +Billing ownership can be transferred to another **Workspace Admin**. Here’s how it works: + +- The new billing owner must be a Workspace Admin +- They must add a valid payment method +- Ownership transfers on the **1st of the next month** + +After the transfer, the new billing owner takes over all future billing responsibility. + +--- + +## Why billing actions may be blocked + +You won’t be able to manage subscriptions or make billing changes if: + +- You’re not the billing owner +- The payment method is expired or invalid +- An annual subscription is active without early cancellation approval + +In these cases, you’ll need to either update the payment method, request early cancellation, or transfer billing ownership. + +--- + +# FAQ + +## Who can cancel an Expensify subscription? + +Only the billing owner can cancel a subscription. Workspace Admins do not have access to billing actions unless they are also the billing owner. + +--- + +## Can I delete a workspace if the subscription is still active? + +If the workspace is on a monthly subscription, yes — deletion is possible. If it’s on an annual subscription, deletion is blocked unless early cancellation is approved. + +--- + +## How do I transfer billing ownership to another member? + +The current billing owner must choose a new **Workspace Admin** and initiate the transfer. The new billing owner must add a valid payment method. The transfer completes on the 1st of the next month. + +--- + +## Can I manage billing without being the billing owner? + +No. Only the billing owner can update payment methods, cancel subscriptions, or delete workspaces. + +--- + +## Will deleting my workspace delete my Expensify account? + +No. Your Expensify account and historical expense data will remain even if you delete a workspace. + +--- From 41eb283a01ac10baed64a9123457b91f7b255917 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:35:47 -1000 Subject: [PATCH 11/45] Create Manage-Billing-and-Subscriptions-in-New-Expensify.md --- ...ling-and-Subscriptions-in-New-Expensify.md | 96 +++++++++++++++++++ 1 file changed, 96 insertions(+) create mode 100644 docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md diff --git a/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md b/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md new file mode 100644 index 0000000000000..50d4996423726 --- /dev/null +++ b/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md @@ -0,0 +1,96 @@ +--- +title: Manage Billing & Subscriptions in New Expensify +description: Step-by-step instructions for billing owners to view subscriptions, update payment methods, cancel subscriptions, delete workspaces, and transfer billing ownership in New Expensify. +keywords: [New Expensify, billing owner, manage subscription, update payment card, cancel subscription, delete workspace, transfer billing ownership] +internalScope: Step-by-step instructions for billing owners managing paid subscriptions in New Expensify only. Relies on the shared conceptual article for rules and eligibility. +--- + +This article explains **how billing owners complete billing and subscription actions in New Expensify**. For information about permissions, eligibility, cancellation rules, and ownership transfer timing, see **Understanding Billing Ownership & Subscription Management**. + +# Where to manage billing and subscriptions + +All billing and subscription management in New Expensify is located under **Account > Subscription**. + +## Access subscription settings + +- **Web:** Click your profile icon, then go to **Account > Subscription** using the left-hand navigation +- **Mobile:** Tap the **Account** tab at the bottom, then select **Subscription** + +# View subscription details + +If you are the billing owner, you can view your subscription details from **Account > Subscription**, including: +- Current subscription or plan +- Number of seats +- Renewal date and renewal status +- Auto-renew status +- Auto-increase annual seats (if enabled) +- Payment method on file + +If you do not see subscription details, you are likely not the billing owner for the workspace. + +# Update your billing payment method + +Only the billing owner can add or change the payment card used for billing. + +To update your payment method: +1. Go to **Account > Subscription** +2. Click **Add a payment card** or **Edit** next to the existing card +3. Enter the new card details and save + +The updated card will be used for future subscription charges. + +# Request early cancellation of an annual subscription + +If you are on an annual subscription and eligible for early cancellation, you can submit a request directly from New Expensify. + +To request early cancellation: +1. Go to **Account > Subscription** +2. Click **Request early cancellation** +3. Follow the prompts to submit your request + +Early cancellation requests may be approved automatically or reviewed by the Expensify team. This option is only available to the billing owner. + +# Stop billing for a paid workspace + +To stop being charged for a paid workspace in New Expensify, you must either: +- Delete the paid workspace, or +- Transfer billing ownership to another Workspace Admin + +If you are on an annual subscription, early cancellation must be approved before the final paid workspace can be deleted. + +# Delete a workspace in New Expensify + +Only the billing owner can delete a paid workspace. + +To delete a workspace: +1. Go to the **Workspaces** tab +2. Locate the workspace you want to delete +3. Click the three dots next to the workspace name +4. Select **Delete workspace** +5. Confirm when prompted + +**Important notes:** +- Workspace deletion is permanent and cannot be undone +- Deleting a workspace does not delete your personal Expensify account or historical expense data +- If this is your last paid workspace on an annual subscription, early cancellation must be approved first + +# Transfer billing ownership in New Expensify + +Billing ownership can be transferred to another **Workspace Admin**. + +To transfer billing ownership: +1. Confirm the new owner is a Workspace Admin on the workspace +2. Have the new owner follow the billing ownership transfer flow +3. The new owner adds a valid payment method + +Billing ownership transfers on the **1st of the following month**. Until the transfer is complete, the current billing owner remains responsible for charges. + +# When you can’t manage billing or subscriptions + +You may be unable to update billing, cancel a subscription, or delete a workspace if: +- You are not the billing owner +- The workspace is on an active annual subscription without early cancellation approval +- The payment method on file is invalid or expired + +If you are a Workspace Admin and need billing access, you can transfer billing ownership to yourself. + From a248bee417586fce8e7555a9c3278b4270c8433d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:37:19 -1000 Subject: [PATCH 12/45] Create Manage-Billing-and-Subscriptions-in-Expensify-Classic.md --- ...-and-Subscriptions-in-Expensify-Classic.md | 114 ++++++++++++++++++ 1 file changed, 114 insertions(+) create mode 100644 docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md diff --git a/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md new file mode 100644 index 0000000000000..5a0a125c94e9e --- /dev/null +++ b/docs/articles/consolidated/billing/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. From 039a5d45868daf326304d70613504f145cc77718 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:45:04 -1000 Subject: [PATCH 13/45] Rename docs/articles/consolidated/billing/manage-your-billing.md to docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md --- ...ng-ownership-and-subscription-management-work-in-Expensify.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/billing/{manage-your-billing.md => Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md} (100%) diff --git a/docs/articles/consolidated/billing/manage-your-billing.md b/docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md similarity index 100% rename from docs/articles/consolidated/billing/manage-your-billing.md rename to docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md From 979180176390151fad215507c426b7e967fb2217 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:45:32 -1000 Subject: [PATCH 14/45] Rename docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md to docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md --- .../Manage-Billing-and-Subscriptions-in-Expensify-Classic.md | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/billing/{ => Subscription and Plan Management}/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md (100%) diff --git a/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md similarity index 100% rename from docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md rename to docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md From 1961deccebbe538c6d9bfd6cbf58255e7796716a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 10:45:43 -1000 Subject: [PATCH 15/45] Rename docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md to docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md --- .../Manage-Billing-and-Subscriptions-in-New-Expensify.md | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/billing/{ => Subscription and Plan Management}/Manage-Billing-and-Subscriptions-in-New-Expensify.md (100%) diff --git a/docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md b/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md similarity index 100% rename from docs/articles/consolidated/billing/Manage-Billing-and-Subscriptions-in-New-Expensify.md rename to docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md From dc920293f0831844dcfff3c6ffc2276f6f9cbedf Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:00:13 -1000 Subject: [PATCH 16/45] Delete docs/articles/consolidated/billing directory --- ...bscription-management-work-in-Expensify.md | 153 ------------------ ...-and-Subscriptions-in-Expensify-Classic.md | 114 ------------- ...ling-and-Subscriptions-in-New-Expensify.md | 96 ----------- 3 files changed, 363 deletions(-) delete mode 100644 docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md delete mode 100644 docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md delete mode 100644 docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md diff --git a/docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md b/docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md deleted file mode 100644 index 14a5817af6964..0000000000000 --- a/docs/articles/consolidated/billing/Subscription and Plan Management/How-billing-ownership-and-subscription-management-work-in-Expensify.md +++ /dev/null @@ -1,153 +0,0 @@ ---- -title: How billing ownership and subscription management work in Expensify -description: Learn who can manage subscriptions, cancel or delete workspaces, update payment methods, or transfer billing ownership in Expensify. -keywords: [billing owner, subscription management, cancel subscription, delete workspace, transfer billing ownership, update payment method, workspace admin] -internalScope: Audience is Workspace Admins and billing owners. Covers how billing ownership works, who can manage subscriptions, and how to cancel or transfer billing responsibilities. Does not cover in-app navigation steps. ---- - -# How billing ownership and subscription management work in Expensify - -Each paid workspace in Expensify has one **billing owner** who controls subscription and payment settings. This article outlines what the billing owner can do, how ownership works, and what happens when you cancel or delete a workspace. - ---- - -## Who can manage billing and subscriptions in Expensify - -Only the **billing owner** of a workspace can: - -- View full subscription and billing details -- Update the payment method on file -- Cancel a subscription -- Delete a paid workspace -- Transfer billing ownership to another Workspace Admin - -If you don’t see billing options, you're likely not the billing owner for that workspace. - ---- - -## What is billing ownership in Expensify - -The billing owner is the Expensify account responsible for all subscription charges tied to a specific paid workspace. - -- Every paid workspace has one billing owner -- This role determines who can take actions related to payments and subscriptions -- Workspace Admins do not automatically have billing permissions - ---- - -## Billing owner vs Workspace Admin permissions - -| Action | Billing Owner | Workspace Admin | -|------------------------------------|---------------|------------------| -| Manage workspace members and settings | ✅ | ✅ | -| View and update subscription | ✅ | ❌ | -| Add or update payment method | ✅ | ❌ | -| Cancel subscription | ✅ | ❌ | -| Delete workspace | ✅ | ❌ | - -**Note:** Billing ownership can be transferred to a Workspace Admin. - ---- - -## How to update the subscription payment method - -Only the billing owner can update the payment method used for a paid workspace. - -- Expired or invalid cards will block billing actions -- You must resolve payment issues to manage the subscription - ---- - -## How to cancel a subscription in Expensify - -### Monthly subscriptions - -- Can be canceled by the billing owner at any time -- The subscription ends at the end of the current billing period - -### Annual subscriptions - -- Are fixed-term and cannot be canceled mid-term without approval -- Billing owners can request **early cancellation** -- Requests may be automatically approved or manually reviewed - -If the request is denied, billing continues until the end of the subscription term. - ---- - -## How subscription status affects workspace deletion - -A workspace’s billing status affects whether it can be deleted: - -- Only billing owners can delete paid workspaces -- Workspaces with active **annual subscriptions** cannot be deleted unless early cancellation is approved - -**Note:** Deleting a workspace does **not** delete the billing owner’s Expensify account or past expense data. - ---- - -## How to delete a workspace in Expensify - -Only the billing owner can delete a paid workspace. - -- Deletion is permanent and cannot be undone -- Final charges may still apply for the current billing cycle -- Deleting one workspace does not cancel other active subscriptions - ---- - -## How to transfer billing ownership in Expensify - -Billing ownership can be transferred to another **Workspace Admin**. Here’s how it works: - -- The new billing owner must be a Workspace Admin -- They must add a valid payment method -- Ownership transfers on the **1st of the next month** - -After the transfer, the new billing owner takes over all future billing responsibility. - ---- - -## Why billing actions may be blocked - -You won’t be able to manage subscriptions or make billing changes if: - -- You’re not the billing owner -- The payment method is expired or invalid -- An annual subscription is active without early cancellation approval - -In these cases, you’ll need to either update the payment method, request early cancellation, or transfer billing ownership. - ---- - -# FAQ - -## Who can cancel an Expensify subscription? - -Only the billing owner can cancel a subscription. Workspace Admins do not have access to billing actions unless they are also the billing owner. - ---- - -## Can I delete a workspace if the subscription is still active? - -If the workspace is on a monthly subscription, yes — deletion is possible. If it’s on an annual subscription, deletion is blocked unless early cancellation is approved. - ---- - -## How do I transfer billing ownership to another member? - -The current billing owner must choose a new **Workspace Admin** and initiate the transfer. The new billing owner must add a valid payment method. The transfer completes on the 1st of the next month. - ---- - -## Can I manage billing without being the billing owner? - -No. Only the billing owner can update payment methods, cancel subscriptions, or delete workspaces. - ---- - -## Will deleting my workspace delete my Expensify account? - -No. Your Expensify account and historical expense data will remain even if you delete a workspace. - ---- diff --git a/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md deleted file mode 100644 index 5a0a125c94e9e..0000000000000 --- a/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-Expensify-Classic.md +++ /dev/null @@ -1,114 +0,0 @@ ---- -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/Manage-Billing-and-Subscriptions-in-New-Expensify.md b/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md deleted file mode 100644 index 50d4996423726..0000000000000 --- a/docs/articles/consolidated/billing/Subscription and Plan Management/Manage-Billing-and-Subscriptions-in-New-Expensify.md +++ /dev/null @@ -1,96 +0,0 @@ ---- -title: Manage Billing & Subscriptions in New Expensify -description: Step-by-step instructions for billing owners to view subscriptions, update payment methods, cancel subscriptions, delete workspaces, and transfer billing ownership in New Expensify. -keywords: [New Expensify, billing owner, manage subscription, update payment card, cancel subscription, delete workspace, transfer billing ownership] -internalScope: Step-by-step instructions for billing owners managing paid subscriptions in New Expensify only. Relies on the shared conceptual article for rules and eligibility. ---- - -This article explains **how billing owners complete billing and subscription actions in New Expensify**. For information about permissions, eligibility, cancellation rules, and ownership transfer timing, see **Understanding Billing Ownership & Subscription Management**. - -# Where to manage billing and subscriptions - -All billing and subscription management in New Expensify is located under **Account > Subscription**. - -## Access subscription settings - -- **Web:** Click your profile icon, then go to **Account > Subscription** using the left-hand navigation -- **Mobile:** Tap the **Account** tab at the bottom, then select **Subscription** - -# View subscription details - -If you are the billing owner, you can view your subscription details from **Account > Subscription**, including: -- Current subscription or plan -- Number of seats -- Renewal date and renewal status -- Auto-renew status -- Auto-increase annual seats (if enabled) -- Payment method on file - -If you do not see subscription details, you are likely not the billing owner for the workspace. - -# Update your billing payment method - -Only the billing owner can add or change the payment card used for billing. - -To update your payment method: -1. Go to **Account > Subscription** -2. Click **Add a payment card** or **Edit** next to the existing card -3. Enter the new card details and save - -The updated card will be used for future subscription charges. - -# Request early cancellation of an annual subscription - -If you are on an annual subscription and eligible for early cancellation, you can submit a request directly from New Expensify. - -To request early cancellation: -1. Go to **Account > Subscription** -2. Click **Request early cancellation** -3. Follow the prompts to submit your request - -Early cancellation requests may be approved automatically or reviewed by the Expensify team. This option is only available to the billing owner. - -# Stop billing for a paid workspace - -To stop being charged for a paid workspace in New Expensify, you must either: -- Delete the paid workspace, or -- Transfer billing ownership to another Workspace Admin - -If you are on an annual subscription, early cancellation must be approved before the final paid workspace can be deleted. - -# Delete a workspace in New Expensify - -Only the billing owner can delete a paid workspace. - -To delete a workspace: -1. Go to the **Workspaces** tab -2. Locate the workspace you want to delete -3. Click the three dots next to the workspace name -4. Select **Delete workspace** -5. Confirm when prompted - -**Important notes:** -- Workspace deletion is permanent and cannot be undone -- Deleting a workspace does not delete your personal Expensify account or historical expense data -- If this is your last paid workspace on an annual subscription, early cancellation must be approved first - -# Transfer billing ownership in New Expensify - -Billing ownership can be transferred to another **Workspace Admin**. - -To transfer billing ownership: -1. Confirm the new owner is a Workspace Admin on the workspace -2. Have the new owner follow the billing ownership transfer flow -3. The new owner adds a valid payment method - -Billing ownership transfers on the **1st of the following month**. Until the transfer is complete, the current billing owner remains responsible for charges. - -# When you can’t manage billing or subscriptions - -You may be unable to update billing, cancel a subscription, or delete a workspace if: -- You are not the billing owner -- The workspace is on an active annual subscription without early cancellation approval -- The payment method on file is invalid or expired - -If you are a Workspace Admin and need billing access, you can transfer billing ownership to yourself. - From 35f112a7deb5f9f8ef464b48d9edb077d5531c18 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:03:02 -1000 Subject: [PATCH 17/45] Create What-billing-ownership-means-in-Expensify.md --- ...at-billing-ownership-means-in-Expensify.md | 50 +++++++++++++++++++ 1 file changed, 50 insertions(+) create mode 100644 docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md new file mode 100644 index 0000000000000..2ab21a16733d4 --- /dev/null +++ b/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md @@ -0,0 +1,50 @@ + + +--- +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, workspace admin, manage subscription, permissions, subscription management] +internalScope: Audience is Workspace Admins and billing owners. Covers the definition of billing ownership, what the billing owner can do, and how it differs from Workspace Admin access. Does not cover how to transfer or cancel subscriptions. +--- + +# What billing ownership means in Expensify + +Each paid workspace in Expensify has one billing owner. This role controls access to all subscription and billing settings. + +--- + +## What the billing owner can manage + +Only the billing owner can: + +- View full subscription and billing details +- Update the payment method +- Cancel or request early cancellation of subscriptions +- Delete a paid workspace +- Transfer billing ownership to another Workspace Admin + +--- + +## How billing ownership differs from Workspace Admin access + +Being a Workspace Admin does not automatically grant billing permissions. + +- Workspace Admins can manage members and workspace settings +- Billing owners manage subscriptions and payment methods + +--- + +## Can multiple people be billing owners? + +No. Each paid workspace can only have one billing owner at a time. + +To give someone else billing access, the current billing owner must transfer ownership to a Workspace Admin. + +--- From bb703ab99b5a7e5cd0dd5819f63b1d9818384f44 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:05:22 -1000 Subject: [PATCH 18/45] Update What-billing-ownership-means-in-Expensify.md --- ...at-billing-ownership-means-in-Expensify.md | 52 ++++++++++++++----- 1 file changed, 40 insertions(+), 12 deletions(-) diff --git a/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md index 2ab21a16733d4..4643b154e19de 100644 --- a/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md +++ b/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md @@ -10,41 +10,69 @@ Overall Retrieval Score: 9.1 / 10 --- 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, workspace admin, manage subscription, permissions, subscription management] -internalScope: Audience is Workspace Admins and billing owners. Covers the definition of billing ownership, what the billing owner can do, and how it differs from Workspace Admin access. Does not cover how to transfer or cancel subscriptions. +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 -Each paid workspace in Expensify has one billing owner. This role controls access to all subscription and billing settings. +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 manage +## What the billing owner can do Only the billing owner can: - View full subscription and billing details -- Update the payment method -- Cancel or request early cancellation of subscriptions +- 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 differs from Workspace Admin access +## How billing ownership is different from Workspace Admin access -Being a Workspace Admin does not automatically grant billing permissions. +Being a Workspace Admin does not automatically give you billing permissions. - Workspace Admins can manage members and workspace settings -- Billing owners manage subscriptions and payment methods +- 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 multiple people be billing owners? +## 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. + +--- -No. Each paid workspace can only have one billing owner at a time. +## Why can’t I manage subscription settings? -To give someone else billing access, the current billing owner must transfer ownership to a Workspace Admin. +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. --- From 02b4c6869a79dfc51f3cbc9ad3dbf7353491a1cf Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:06:05 -1000 Subject: [PATCH 19/45] Create How-to-manage-subscriptions-in-Expensify.md --- ...ow-to-manage-subscriptions-in-Expensify.md | 105 ++++++++++++++++++ 1 file changed, 105 insertions(+) create mode 100644 docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md new file mode 100644 index 0000000000000..922ab6705ed22 --- /dev/null +++ b/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md @@ -0,0 +1,105 @@ + + +--- +title: How to manage 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. + +--- From a46d4d51cb4059ed7bab32fdfb850c79a299e799 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:07:12 -1000 Subject: [PATCH 20/45] Create How-to-manage-subscriptions-and-billing-in-New-Expensify.md --- ...scriptions-and-billing-in-New-Expensify.md | 171 ++++++++++++++++++ 1 file changed, 171 insertions(+) create mode 100644 docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-and-billing-in-New-Expensify.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-and-billing-in-New-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-and-billing-in-New-Expensify.md new file mode 100644 index 0000000000000..d2aae62414f6d --- /dev/null +++ b/docs/articles/consolidated/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. + +--- From 1e9c192555dfc37a1c6a894479604913a5666ca8 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:11:23 -1000 Subject: [PATCH 21/45] Create Deleting-workspaces-in-Expensify.md --- .../Deleting-workspaces-in-Expensify.md | 91 +++++++++++++++++++ 1 file changed, 91 insertions(+) create mode 100644 docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md new file mode 100644 index 0000000000000..b818cf45f91d1 --- /dev/null +++ b/docs/articles/consolidated/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. + +--- From 0cb6a6aea2c7fa684239e43b55a02054ece5cf08 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:13:24 -1000 Subject: [PATCH 22/45] Rename How-to-manage-subscriptions-in-Expensify.md to Managing-subscriptions-in-Expensify.md --- ...ons-in-Expensify.md => Managing-subscriptions-in-Expensify.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/Subscription and Plan Management/{How-to-manage-subscriptions-in-Expensify.md => Managing-subscriptions-in-Expensify.md} (100%) diff --git a/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md similarity index 100% rename from docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-in-Expensify.md rename to docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md From 166fa65875ba4cd3fad6a941350667d980e6774a Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:13:40 -1000 Subject: [PATCH 23/45] Update Managing-subscriptions-in-Expensify.md --- .../Managing-subscriptions-in-Expensify.md | 2 +- 1 file changed, 1 insertion(+), 1 deletion(-) diff --git a/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md index 922ab6705ed22..7e58e2becbf1c 100644 --- a/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md +++ b/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md @@ -8,7 +8,7 @@ Overall Retrieval Score: 9.3 / 10 --> --- -title: How to manage subscriptions in Expensify +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. From beeec54fdfcf69c7e9ffcb10b41ce7689afd0db5 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:14:44 -1000 Subject: [PATCH 24/45] Create How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md --- ...-and-Subscriptions-in-Expensify-Classic.md | 114 ++++++++++++++++++ 1 file changed, 114 insertions(+) create mode 100644 docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md new file mode 100644 index 0000000000000..5a0a125c94e9e --- /dev/null +++ b/docs/articles/consolidated/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. From 1d3a9155537b7bdd9b8fd06e4bfc4b6b7d4f76d2 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:15:12 -1000 Subject: [PATCH 25/45] Rename How-to-manage-subscriptions-and-billing-in-New-Expensify.md to How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md --- ...> How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/Subscription and Plan Management/{How-to-manage-subscriptions-and-billing-in-New-Expensify.md => How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md} (100%) diff --git a/docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-and-billing-in-New-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md similarity index 100% rename from docs/articles/consolidated/Subscription and Plan Management/How-to-manage-subscriptions-and-billing-in-New-Expensify.md rename to docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md From 2b8d583438b43ef6728b4e1a73da7e926a01bc9c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 11:28:13 -1000 Subject: [PATCH 26/45] Create What-billing-ownership-means-in-Expensify.md --- ...at-billing-ownership-means-in-Expensify.md | 78 +++++++++++++++++++ 1 file changed, 78 insertions(+) create mode 100644 docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md diff --git a/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md b/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md new file mode 100644 index 0000000000000..e7a4e49a0abc3 --- /dev/null +++ b/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md @@ -0,0 +1,78 @@ + + +--- +title: What-billing-ownership-means-in-Expensify.md +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. + +--- From be030864e68ddecdfe1e9ccbf9ebfde3c6fcac8e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:04:42 -1000 Subject: [PATCH 27/45] Update createDocsRoutes.ts --- .github/scripts/createDocsRoutes.ts | 1 + 1 file changed, 1 insertion(+) diff --git a/.github/scripts/createDocsRoutes.ts b/.github/scripts/createDocsRoutes.ts index cd118b974eec0..c4da1002e7bcb 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; /** From 1911bac344778613c62b4f2697cc5ef6045a51b3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:14:31 -1000 Subject: [PATCH 28/45] Create index.html --- .../billing/subscription-and-plan-management/index.html | 4 ++++ 1 file changed, 4 insertions(+) create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/index.html diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/index.html b/docs/articles/consolidated/billing/subscription-and-plan-management/index.html new file mode 100644 index 0000000000000..8ff858f2eb922 --- /dev/null +++ b/docs/articles/consolidated/billing/subscription-and-plan-management/index.html @@ -0,0 +1,4 @@ +--- +layout: section +title: Subscription and Plan Management +--- From 0488e60a6d7f61b0d726630f502c11eeebfafc9e Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:15:20 -1000 Subject: [PATCH 29/45] Create What-billing-ownership-means-in-Expensify.md --- ...at-billing-ownership-means-in-Expensify.md | 78 +++++++++++++++++++ 1 file changed, 78 insertions(+) create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/What-billing-ownership-means-in-Expensify.md 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. + +--- From b29378a210f0ca47db2a72c858f1613450a2a655 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:18:24 -1000 Subject: [PATCH 30/45] Update _routes.yml --- docs/_data/_routes.yml | 11 ++++++++--- 1 file changed, 8 insertions(+), 3 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index f1425b69acb4a..42b19dcf8d912 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -202,17 +202,22 @@ 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 hub-title: consolidated 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 to book and manage travel." + description: "Get the help you need." image: /assets/images/help-travel.png - + hubs: - href: billing title: billing icon: /assets/images/accounting.svg description: "Learn about billing." + + sections: + - href: subscription-and-plan-management + title: Subscription and Plan Management + From ee1a800dfc4ba7af0e4e2149571486ce775cb4f7 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:27:25 -1000 Subject: [PATCH 31/45] Delete docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md --- ...at-billing-ownership-means-in-Expensify.md | 78 ------------------- 1 file changed, 78 deletions(-) delete mode 100644 docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md diff --git a/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md b/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md deleted file mode 100644 index e7a4e49a0abc3..0000000000000 --- a/docs/articles/consolidated/billing/What-billing-ownership-means-in-Expensify.md +++ /dev/null @@ -1,78 +0,0 @@ - - ---- -title: What-billing-ownership-means-in-Expensify.md -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. - ---- From fc8deabd1709c746cbe2691ac79b99f3b21aa30c Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:32:59 -1000 Subject: [PATCH 32/45] Delete docs/articles/consolidated/Subscription and Plan Management directory --- .../Deleting-workspaces-in-Expensify.md | 91 ---------- ...-and-Subscriptions-in-Expensify-Classic.md | 114 ------------ ...scriptions-and-Billing-in-New-Expensify.md | 171 ------------------ .../Managing-subscriptions-in-Expensify.md | 105 ----------- ...at-billing-ownership-means-in-Expensify.md | 78 -------- 5 files changed, 559 deletions(-) delete mode 100644 docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md delete mode 100644 docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md delete mode 100644 docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md delete mode 100644 docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md delete mode 100644 docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md diff --git a/docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md deleted file mode 100644 index b818cf45f91d1..0000000000000 --- a/docs/articles/consolidated/Subscription and Plan Management/Deleting-workspaces-in-Expensify.md +++ /dev/null @@ -1,91 +0,0 @@ - - ---- -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/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md deleted file mode 100644 index 5a0a125c94e9e..0000000000000 --- a/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md +++ /dev/null @@ -1,114 +0,0 @@ ---- -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/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md deleted file mode 100644 index d2aae62414f6d..0000000000000 --- a/docs/articles/consolidated/Subscription and Plan Management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md +++ /dev/null @@ -1,171 +0,0 @@ - - ---- -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/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md deleted file mode 100644 index 7e58e2becbf1c..0000000000000 --- a/docs/articles/consolidated/Subscription and Plan Management/Managing-subscriptions-in-Expensify.md +++ /dev/null @@ -1,105 +0,0 @@ - - ---- -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/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md b/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md deleted file mode 100644 index 4643b154e19de..0000000000000 --- a/docs/articles/consolidated/Subscription and Plan Management/What-billing-ownership-means-in-Expensify.md +++ /dev/null @@ -1,78 +0,0 @@ - - ---- -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. - ---- From 0adfb9b850c09ebbffd3c150db34b2308afed1f3 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:34:51 -1000 Subject: [PATCH 33/45] Update _routes.yml --- docs/_data/_routes.yml | 7 ++++--- 1 file changed, 4 insertions(+), 3 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 42b19dcf8d912..40f8a3e42c7e4 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -217,7 +217,8 @@ platforms: icon: /assets/images/accounting.svg description: "Learn about billing." - sections: - - href: subscription-and-plan-management - title: Subscription and Plan Management + - href: subscription-and-plan-management + title: Subscription and Plan Management + icon: /assets/images/subscription-annual.svg + description: Manage subscriptions and plans. From 3b1379e2b40f2019e200f64dbba4b83d5c222acc Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:50:54 -1000 Subject: [PATCH 34/45] Update createDocsRoutes.ts --- .github/scripts/createDocsRoutes.ts | 15 +++++++++++++++ 1 file changed, 15 insertions(+) diff --git a/.github/scripts/createDocsRoutes.ts b/.github/scripts/createDocsRoutes.ts index c4da1002e7bcb..5c6a8167ab632 100644 --- a/.github/scripts/createDocsRoutes.ts +++ b/.github/scripts/createDocsRoutes.ts @@ -143,11 +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); @@ -163,9 +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); From e5c3d3de475cadaa6daa7018375d448ed600dc5d Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:53:40 -1000 Subject: [PATCH 35/45] Update _routes.yml --- docs/_data/_routes.yml | 6 ------ 1 file changed, 6 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 40f8a3e42c7e4..0a2c7d541927b 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -216,9 +216,3 @@ platforms: title: billing icon: /assets/images/accounting.svg description: "Learn about billing." - - - - href: subscription-and-plan-management - title: Subscription and Plan Management - icon: /assets/images/subscription-annual.svg - description: Manage subscriptions and plans. From 6c588ac18b7cb6801a425965bae88f14910f4766 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 12:55:51 -1000 Subject: [PATCH 36/45] Update _routes.yml --- docs/_data/_routes.yml | 1 + 1 file changed, 1 insertion(+) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 0a2c7d541927b..339fafaaffdc3 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -216,3 +216,4 @@ platforms: title: billing icon: /assets/images/accounting.svg description: "Learn about billing." + From d85bd300af9c232f2a280d41ee36b9ee2ed96e29 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 13:06:50 -1000 Subject: [PATCH 37/45] Delete docs/articles/consolidated/billing/subscription-and-plan-management/index.html --- .../billing/subscription-and-plan-management/index.html | 4 ---- 1 file changed, 4 deletions(-) delete mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/index.html diff --git a/docs/articles/consolidated/billing/subscription-and-plan-management/index.html b/docs/articles/consolidated/billing/subscription-and-plan-management/index.html deleted file mode 100644 index 8ff858f2eb922..0000000000000 --- a/docs/articles/consolidated/billing/subscription-and-plan-management/index.html +++ /dev/null @@ -1,4 +0,0 @@ ---- -layout: section -title: Subscription and Plan Management ---- From d9339f34b7fdf43e37945fb2ce571a9b1f1d09bc Mon Sep 17 00:00:00 2001 From: Stephanie Elliott <31225194+stephanieelliott@users.noreply.github.com> Date: Fri, 30 Jan 2026 13:19:54 -1000 Subject: [PATCH 38/45] Rename What-billing-ownership-means-in-Expensify.md to what-billing-ownership-means-in-expensify.md --- ...-Expensify.md => what-billing-ownership-means-in-expensify.md} | 0 1 file changed, 0 insertions(+), 0 deletions(-) rename docs/articles/consolidated/billing/subscription-and-plan-management/{What-billing-ownership-means-in-Expensify.md => what-billing-ownership-means-in-expensify.md} (100%) 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 similarity index 100% rename from docs/articles/consolidated/billing/subscription-and-plan-management/What-billing-ownership-means-in-Expensify.md rename to docs/articles/consolidated/billing/subscription-and-plan-management/what-billing-ownership-means-in-expensify.md From 75daa0a0e997ed15e669b1a3d3839772937c47e6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 16:09:59 -0800 Subject: [PATCH 39/45] Add subscription and plan management section to billing in _routes.yml --- docs/_data/_routes.yml | 7 +++++++ .../hubs/billing/subscription-and-plan-management.html | 6 ++++++ 2 files changed, 13 insertions(+) create mode 100644 docs/consolidated/hubs/billing/subscription-and-plan-management.html diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 339fafaaffdc3..d7dc9c9b46203 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -216,4 +216,11 @@ platforms: title: billing icon: /assets/images/accounting.svg description: "Learn about billing." + + sections: + - href: subscription-and-plan-management + title: Subscription and Plan Management + articles: + - href: what-billing-ownership-means-in-expensify + title: What billing ownership means in Expensify 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..cc2f990c7d120 --- /dev/null +++ b/docs/consolidated/hubs/billing/subscription-and-plan-management.html @@ -0,0 +1,6 @@ +--- +layout: default +title: Subscription and Plan Management +--- + +{% include section.html %} From 695f2166679b09a9a81dcedf55904e6b415dc2c0 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 16:27:00 -0800 Subject: [PATCH 40/45] Refactor billing section titles and descriptions in _routes.yml and update corresponding HTML file --- docs/_data/_routes.yml | 20 +++++++++++++++---- .../subscription-and-plan-management.html | 2 +- 2 files changed, 17 insertions(+), 5 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index d7dc9c9b46203..84727f748f71b 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -204,8 +204,8 @@ platforms: description: "Learn how to create and manage Travel Events for group bookings." - href: consolidated - title: consolidated - hub-title: 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." @@ -213,14 +213,26 @@ platforms: hubs: - href: billing - title: billing + title: Billing & Subscriptions icon: /assets/images/accounting.svg description: "Learn about billing." sections: - href: subscription-and-plan-management - title: 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: billing-setup-and-ownership + title: Billing Setup and Ownership + articles: + + - href: payment-and-receipts + title: Payment and Receipts + articles: + + - href: plans-and-pricing + title: Plans and Pricing + articles: diff --git a/docs/consolidated/hubs/billing/subscription-and-plan-management.html b/docs/consolidated/hubs/billing/subscription-and-plan-management.html index cc2f990c7d120..c95c135b24bd5 100644 --- a/docs/consolidated/hubs/billing/subscription-and-plan-management.html +++ b/docs/consolidated/hubs/billing/subscription-and-plan-management.html @@ -1,6 +1,6 @@ --- layout: default -title: Subscription and Plan Management +title: Managing Plans and Subscriptions --- {% include section.html %} From 93347bd981895196ce911c2f63c5bf3367fe5b40 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 17:02:46 -0800 Subject: [PATCH 41/45] Add new articles on subscription and workspace management to _routes.yml --- docs/_data/_routes.yml | 8 + .../Deleting-workspaces-in-Expensify.md | 91 ++++++++++ ...-and-Subscriptions-in-Expensify-Classic.md | 114 ++++++++++++ ...scriptions-and-Billing-in-New-Expensify.md | 171 ++++++++++++++++++ .../Managing-subscriptions-in-Expensify.md | 105 +++++++++++ 5 files changed, 489 insertions(+) create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/Deleting-workspaces-in-Expensify.md create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Billing-and-Subscriptions-in-Expensify-Classic.md create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/How-to-Manage-Subscriptions-and-Billing-in-New-Expensify.md create mode 100644 docs/articles/consolidated/billing/subscription-and-plan-management/Managing-subscriptions-in-Expensify.md diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 84727f748f71b..b2654563be938 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -223,6 +223,14 @@ platforms: 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: billing-setup-and-ownership title: Billing Setup and Ownership 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. + +--- From 69884e6c06282108cbb39d777bc9064454358cd4 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 17:03:13 -0800 Subject: [PATCH 42/45] Add new billing-related HTML files for setup, payment, and pricing sections --- .../hubs/billing/billing-setup-and-ownership.html | 6 ++++++ docs/consolidated/hubs/billing/payment-and-receipts.html | 6 ++++++ docs/consolidated/hubs/billing/plans-and-pricing.html | 6 ++++++ 3 files changed, 18 insertions(+) create mode 100644 docs/consolidated/hubs/billing/billing-setup-and-ownership.html create mode 100644 docs/consolidated/hubs/billing/payment-and-receipts.html create mode 100644 docs/consolidated/hubs/billing/plans-and-pricing.html diff --git a/docs/consolidated/hubs/billing/billing-setup-and-ownership.html b/docs/consolidated/hubs/billing/billing-setup-and-ownership.html new file mode 100644 index 0000000000000..10ad1a47b4c3c --- /dev/null +++ b/docs/consolidated/hubs/billing/billing-setup-and-ownership.html @@ -0,0 +1,6 @@ +--- +layout: default +title: Billing Setup and Ownership +--- + +{% include section.html %} diff --git a/docs/consolidated/hubs/billing/payment-and-receipts.html b/docs/consolidated/hubs/billing/payment-and-receipts.html new file mode 100644 index 0000000000000..e01b346b308e5 --- /dev/null +++ b/docs/consolidated/hubs/billing/payment-and-receipts.html @@ -0,0 +1,6 @@ +--- +layout: default +title: Payment and Receipts +--- + +{% include section.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 %} From e96e33cabbe73706f64f821ea6f081ea08c517e6 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 17:14:14 -0800 Subject: [PATCH 43/45] Remove obsolete billing-related HTML files and update _routes.yml to reflect the changes --- docs/_data/_routes.yml | 12 ------------ .../hubs/billing/billing-setup-and-ownership.html | 6 ------ .../hubs/billing/payment-and-receipts.html | 6 ------ .../consolidated/hubs/billing/plans-and-pricing.html | 6 ------ 4 files changed, 30 deletions(-) delete mode 100644 docs/consolidated/hubs/billing/billing-setup-and-ownership.html delete mode 100644 docs/consolidated/hubs/billing/payment-and-receipts.html delete mode 100644 docs/consolidated/hubs/billing/plans-and-pricing.html diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index b2654563be938..8a1c2c1f2a21a 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -231,16 +231,4 @@ platforms: 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: billing-setup-and-ownership - title: Billing Setup and Ownership - articles: - - - href: payment-and-receipts - title: Payment and Receipts - articles: - - - href: plans-and-pricing - title: Plans and Pricing - articles: diff --git a/docs/consolidated/hubs/billing/billing-setup-and-ownership.html b/docs/consolidated/hubs/billing/billing-setup-and-ownership.html deleted file mode 100644 index 10ad1a47b4c3c..0000000000000 --- a/docs/consolidated/hubs/billing/billing-setup-and-ownership.html +++ /dev/null @@ -1,6 +0,0 @@ ---- -layout: default -title: Billing Setup and Ownership ---- - -{% include section.html %} diff --git a/docs/consolidated/hubs/billing/payment-and-receipts.html b/docs/consolidated/hubs/billing/payment-and-receipts.html deleted file mode 100644 index e01b346b308e5..0000000000000 --- a/docs/consolidated/hubs/billing/payment-and-receipts.html +++ /dev/null @@ -1,6 +0,0 @@ ---- -layout: default -title: Payment and Receipts ---- - -{% include section.html %} diff --git a/docs/consolidated/hubs/billing/plans-and-pricing.html b/docs/consolidated/hubs/billing/plans-and-pricing.html deleted file mode 100644 index 0b8405a3ee4f6..0000000000000 --- a/docs/consolidated/hubs/billing/plans-and-pricing.html +++ /dev/null @@ -1,6 +0,0 @@ ---- -layout: default -title: Plans and Pricing ---- - -{% include section.html %} From 5939cebd538a2e4d5cdae5c79a868b37ff8c3607 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 17:25:45 -0800 Subject: [PATCH 44/45] Add new articles on Expensify plans, pricing, and billing to _routes.yml and create corresponding markdown files --- docs/_data/_routes.yml | 12 +++ .../expensify_card_pricing_benefits.md | 79 ++++++++++++++++ .../expensify_legacy_pricing.md | 72 +++++++++++++++ .../expensify_plan_overview.md | 77 ++++++++++++++++ .../expensify_plan_pricing.md | 91 +++++++++++++++++++ .../hubs/billing/plans-and-pricing.html | 6 ++ 6 files changed, 337 insertions(+) create mode 100644 docs/articles/consolidated/billing/plans-and-pricing/expensify_card_pricing_benefits.md create mode 100644 docs/articles/consolidated/billing/plans-and-pricing/expensify_legacy_pricing.md create mode 100644 docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_overview.md create mode 100644 docs/articles/consolidated/billing/plans-and-pricing/expensify_plan_pricing.md create mode 100644 docs/consolidated/hubs/billing/plans-and-pricing.html diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index 8a1c2c1f2a21a..f4521b2fba6cc 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -231,4 +231,16 @@ platforms: 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/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 plans—**Collect** and **Control**—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/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 %} From 5bcb13c1109449957f389571171869d6397b1782 Mon Sep 17 00:00:00 2001 From: Stephanie Elliott Date: Fri, 30 Jan 2026 17:31:47 -0800 Subject: [PATCH 45/45] Update titles in _routes.yml for consistency and formatting --- docs/_data/_routes.yml | 8 ++++---- 1 file changed, 4 insertions(+), 4 deletions(-) diff --git a/docs/_data/_routes.yml b/docs/_data/_routes.yml index f4521b2fba6cc..df017531c3da4 100644 --- a/docs/_data/_routes.yml +++ b/docs/_data/_routes.yml @@ -236,11 +236,11 @@ platforms: title: Plans and Pricing articles: - href: expensify_plan_overview - title: Expensify Plans Overview: Collect vs Control + title: "Expensify Plans Overview: Collect vs Control" - href: expensify_plan_pricing - title: Expensify Plan Pricing and Billing: Annual, Pay-Per-Use, and Localized Rates + 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 + title: "Expensify Card: How Pricing Discounts and Cash Back Work" - href: expensify_legacy_pricing - title: Expensify Legacy Pricing: Who Qualifies and What It Means + title: "Expensify Legacy Pricing: Who Qualifies and What It Means"