Skip to content

Billing & Subscription

Manage your Expensed subscription, payment methods, and invoices.

Accessing Billing

  1. Click Admin in the sidebar
  2. Click Billing
  3. View your subscription details

Admin Role Required

Only organization Admins can access billing settings.

Billing Desktop

Billing Mobile

Current Plan

See your active subscription:

Detail Description
Plan Name Your subscription tier
Price Monthly or annual cost
Users Current / Maximum users
Next Billing When you'll be charged
Status Active, Trial, Expiring

Available Plans

Expensed offers multiple plans:

Feature Starter Professional Enterprise
Users Up to 10 Up to 50 Unlimited
Expenses Unlimited Unlimited Unlimited
OCR Yes Yes Yes
Mileage GPS Yes Yes Yes
Multi-Level Approval - Yes Yes
Custom Branding - Yes Yes
API Access - - Yes
Priority Support - - Yes

Changing Plans

Upgrading

  1. Click Change Plan
  2. Select a higher tier
  3. See prorated charges
  4. Click Upgrade
  5. New features available immediately

Downgrading

  1. Click Change Plan
  2. Select a lower tier
  3. See effective date (end of billing period)
  4. Click Downgrade
  5. Access continues until period ends

User Limits

When downgrading, ensure you're within the new plan's user limit. You may need to deactivate users first.

Payment Methods

Viewing Current Method

See your card on file:

  • Card type (Visa, Mastercard, etc.)
  • Last 4 digits
  • Expiration date
  • Billing address

Updating Payment

  1. Click Update Payment Method
  2. Enter new card details (secure Stripe form)
  3. Update billing address if needed
  4. Click Save

Secure Payment

Card details are handled by Stripe. Expensed never stores your full card number.

Adding Backup Card

  1. Click Add Backup Card
  2. Enter card details
  3. This card is charged if primary fails

Invoices

Viewing Invoices

See all past invoices:

Column Description
Invoice # Unique identifier
Date When issued
Amount Total charged
Status Paid, Pending, Failed
Actions Download, Email

Downloading Invoices

  1. Find the invoice
  2. Click Download PDF
  3. Save for your records

Emailing Receipts

  1. Find the invoice
  2. Click Email Receipt
  3. Enter recipient email
  4. Receipt is sent

Billing History

View complete payment history:

  • All successful charges
  • Failed payment attempts
  • Refunds or credits
  • Plan changes

Coupon Codes

Apply a discount:

  1. Find Coupon Code section
  2. Enter your code
  3. Click Apply
  4. Discount appears on next invoice

Coupons may provide:

  • Percentage off (e.g., 20% off)
  • Dollar amount off (e.g., $50 off)
  • Extended trial
  • Free months

Configuring Stripe

For processing employee reimbursements, you need to connect Stripe:

  1. Find Stripe Integration section
  2. Click Connect Stripe
  3. Enter your Stripe API key (from Stripe Dashboard)
  4. Click Validate
  5. If successful, status shows "Connected"

Keep API Key Secure

Your Stripe API key is encrypted and stored securely. Never share it.

Getting Your Stripe API Key

  1. Go to dashboard.stripe.com
  2. Click Developers > API keys
  3. Copy your Secret key
  4. Paste in Expensed

Canceling Subscription

To cancel your subscription:

  1. Click Cancel Subscription
  2. Select cancellation reason
  3. Confirm cancellation
  4. Access continues until period ends
  5. Data is retained for 30 days

What Happens After Cancellation

  • Users can't log in after period ends
  • Data is kept for 30 days
  • You can reactivate within 30 days
  • After 30 days, data is deleted

Reactivating

If you canceled but want to return:

  1. Log in as Admin
  2. Go to Billing
  3. Click Reactivate
  4. Select plan
  5. Add payment method
  6. Access restored immediately

Contact Billing Support

For billing questions:

  • Email: billing@expensed.app
  • Response within 1 business day
  • Include your organization name

Next: Common Issues →