Expensify Pricing per User and Expensify Cost per Month for Collect and Control Plans

Short answer: Expensify pricing is 5 dollars per unique member per month on the Collect plan, and 36 dollars per active member per month on Control pay-per-use or 18 dollars per member on a Control annual subscription. Heavy Expensify Card usage cuts Control by up to half, to as low as 9 dollars a member. A 25-person US team typically pays between 125 and 720 dollars a month depending on plan, commitment and card usage.

We read Expensify's own help center pricing, plan comparison and billing glossary on 2 October 2026. Every Expensify number below comes from those pages and is US list pricing before tax. Several third-party roundups get one detail wrong, which we flag where it matters.

Expensify pricing at a glance

The one detail to get right: Collect has no Expensify Card discount. Some pricing roundups say Collect drops to 2.50 dollars with the card. Expensify's own pricing table shows a dash in that cell, and the card-based reduction applies to Control.

Expensify cost per user on the Collect plan

Collect is 5 dollars per unique member per month, and it is pay-per-use only. A unique member is every member of the workspace, whether or not they touched Expensify that month, so an employee who files nothing still costs 5 dollars. That is the trade for a low rate: you pay for the roster, not for activity.

Collect covers receipt scanning, reimbursement, a simple approval workflow and the common accounting connections, QuickBooks and Xero. It does not include multi-level approvals, ERP integrations such as NetSuite and Sage Intacct, HR integrations, multiple corporate card feeds, custom expense rules or SAML single sign-on.

If your organization's first workspace was created before 1 April 2025, you may still be on legacy Collect pricing: 5 dollars per member on an annual subscription plus 10 for each active member above it, or 10 dollars per active member on pay-per-use. Legacy Collect bills on active members rather than unique members.

Expensify Control pricing and the Expensify Card discount

Control is where Expensify puts its financial controls, and the price reflects it. On pay-per-use you pay 36 dollars per active member per month. On an annual subscription you commit to a subscription size for 12 months and pay 18 dollars for every member in that size each month, active or not, plus 36 dollars for each active member above it. You can raise the size during the term but you cannot lower it until renewal.

The Expensify Card discount scales with the share of your approved USD expenses that ran on the Expensify Card during the billing month, up to 50 percent. At the maximum, the annual rate falls from 18 to 9 dollars and the above-size rate from 36 to 18. A team that keeps most spend on reimbursed personal cards will see little of it, so model the discount on your real card mix, not the headline.

What counts as an active member?

An active member is anyone who performed billable activity in the billing period, and Expensify's glossary defines billable activity broadly: creating, editing, submitting, approving or exporting expense data, or chatting with Concierge. A manager who only approves is active. So is an employee who asks Concierge one question.

Expensify cost per month for a 25-person US team

Here is the arithmetic for a 25-person company, using the list prices above.

Two things stand out. Control annual with heavy card usage costs less than double Collect while adding the whole control layer. And the most expensive line is not the plan you pick but the active members above your committed size, billed at the pay-per-use rate, which is why seasonal teams should size the annual commitment to their busy months rather than their quiet ones.

Budget a little time for month-end too. Expensify exports reports to QuickBooks, Xero or NetSuite, but someone still has to tie the card settlements and reimbursements back to the bank, and teams that run that match by hand often pair the subscription with dedicated bank reconciliation software so close does not wait on a spreadsheet.

Which Expensify plan do you need for approval limits?

Expensify's approval workflow lets you set a report amount above which an additional approver must sign off before the report can be paid. Its help center says the default approval workflow is available on both Collect and Control, while custom workflows for specific members need Control, and its plan comparison lists multi-level approvals as a Control feature. In practice, one threshold for everyone works on either plan, and different thresholds for different people or agents means Control. Check the Workflows tab on your own plan before you design around it.

That matters more in 2026 than it used to, because the approver is no longer always a person. Expensify Agents, in open beta, can approve reports, route them and export them, and the dollar amount an agent may approve is written into its natural-language instructions. Put the agent into the approval workflow with a report amount and a human additional approver, and the amount becomes something Expensify enforces rather than something the model reads. We measured exactly where those limits live in our Navan AI and Expensify agent spend controls breakdown.

Do Expensify AI agents count as billable members?

Expensify's documentation does not say. Each agent is its own Expensify account that can be added to a workspace as a member, and approving and exporting are billable activity under Expensify's own definition. Before you add several approving agents to an annual Control subscription, get the answer in writing from your account manager, because an annual size can go up mid-term and cannot come down until renewal.

The cost your Expensify subscription does not cover

Expensify prices the work of managing expense reports. It does not price, or cap, what an AI agent spends before an expense report exists. An agent that renews a software subscription, tops up an API balance or books travel moves money first and creates paperwork later, and no per-member rate touches that number.

That is the gap a payment layer closes. With AgentsPay each agent gets its own wallet or virtual card, a monthly budget that adds up across the month rather than resetting per report, spend controls by merchant and category, and approval thresholds that hold a payment for a named person above an amount you set. Expensify keeps doing reports and reimbursement. AgentsPay decides whether the agent's payment happens at all. If you are comparing corporate card platforms for agent spend as well, our Ramp AI agents breakdown covers the other common setup.

Is Expensify worth it at these prices?

For a small US team that mainly needs receipts captured and employees reimbursed, Collect at 5 dollars a member is hard to beat, as long as you accept paying for every member on the roster. Once you need different approval paths per person or per agent, an ERP sync or custom expense rules, Control is the plan that does the job, and the Expensify Card discount decides whether it costs 9 dollars a member or 36. Work out your card mix and your peak headcount first. Those two numbers set the bill far more than the plan name does.