Choosing Between Collect and Control Plans
Choosing Between Collect and Control Plans
Expensify offers two main plans—Collect and Control—each designed for different team sizes and complexity needs. This guide helps you decide which plan is the right fit.
Quick comparison: Collect vs Control
| Feature | Collect Plan | Control Plan |
|---|---|---|
| Best for | Small teams (up to 10 members) | Mid-size to large teams (10-1,000+ members) |
| Billing model | Unique members (everyone added) | Active members (only those who submit/approve) |
| Base cost | $5-$9/member/month | $9-$64/member/month |
| SmartScans | ✔ Unlimited | ✔ Unlimited |
| Expensify Card | ✔ Smart Limits and 1% cash back | ✔ Smart Limits and 1-2% cash back |
| Expense approvals | ✔ Single approver | ✔ Multiple approvers |
| ACH reimbursements | ✔ Unlimited | ✔ Unlimited |
| Bank feed support | ❌ Not available | ✔ Card feeds and reconciliation |
| Accounting sync | ✔ QuickBooks Online, Xero | ✔ NetSuite, Sage Intacct, QuickBooks Desktop, QuickBooks Online, Xero |
| HR & payroll sync | ❌ Not available | ✔ Gusto, Zenefits, Certinia, Workday |
| Security & control | ❌ Not available | ✔ SAML/SSO and admin-enforced controls |
| Annual commitment | Not required | Optional (unlocks lower pricing) |
For detailed pricing in all currencies, see:
When to choose Collect Plan
Choose Collect if:
- Your team has 10 or fewer members
- You need simple, single-approver workflows
- Your accounting needs are met by QuickBooks Online or Xero
- You want month-to-month flexibility with no annual commitment
- You prefer predictable per-member pricing ($5-$9/member)
Best use cases:
- Startups and small businesses
- Teams with consistent member activity
- Companies that don’t need bank feed reconciliation
- Simple expense tracking with basic approvals
When to choose Control Plan
Choose Control if:
- Your team has 10+ members (especially if many are inactive each month)
- You need multiple approvers or complex approval workflows
- You require bank feed support for card reconciliation
- You use NetSuite, Sage Intacct, or QuickBooks Desktop
- You need HR/payroll integrations (Gusto, Zenefits, Workday)
- Your organization requires SAML/SSO or domain control
Best use cases:
- Mid-size to enterprise companies
- Teams with seasonal or variable member activity
- Organizations with complex approval hierarchies
- Companies that need enterprise security and compliance
Understanding unique members vs active members
The billing model is the key difference between Collect and Control plans:
Collect Plan: Unique members
- Who gets billed: Everyone added to your workspace, regardless of activity
- Example: Add 10 people → billed for 10, even if only 5 submit expenses
- Best for: Teams where most/all members are active each month
Control Plan: Active members
- Who gets billed: Only people who perform billable actions (submit, approve, export)
- Example: Add 20 people → only 12 are active → billed for 12
- Best for: Teams with inactive members, seasonal staff, or approvers-only roles
When to upgrade from Collect to Control
Consider upgrading from Collect to Control when:
- Your team grows beyond 10 members, especially if some are inactive
- You need multiple approval levels (e.g., manager → department head → finance)
- You require bank feed reconciliation for company cards
- Your accounting system isn’t QuickBooks Online or Xero (e.g., you use NetSuite or Sage Intacct)
- You need HR/payroll integrations like Gusto or Workday
- Your organization requires SAML/SSO for security compliance
To switch plans, see How to Switch Your Expensify Plan.
Cost comparison examples
Small active team (8 members, all active)
- Collect: 8 unique members × $5 = $40/month
- Control (pay-per-use): 8 active members × $36 = $288/month
- Winner: Collect (saves $248/month)
Mid-size team with variable activity (25 members, 15 active)
- Collect: 25 unique members × $5 = $125/month
- Control (annual + card): 15 active members × $9 = $135/month
- Winner: Collect (saves $10/month), but Control offers more features
Large team with seasonal activity (100 members, 60 active)
- Collect: 100 unique members × $5 = $500/month
- Control (annual + card): 60 active members × $9 = $540/month
- Winner: Collect costs less, but Control may be worth it for advanced features
Large enterprise team (200 members, 80 active)
- Collect: 200 unique members × $5 = $1,000/month
- Control (annual + card): 80 active members × $9 = $720/month
- Winner: Control (saves $280/month) with more features
Use the Expensify savings calculator to estimate costs for your specific team.
FAQ
Which plan is cheaper, Collect or Control?
It depends on your team size and activity level. Collect is usually cheaper for small teams where most members are active. Control can be cheaper for larger teams with many inactive members.
Can I switch between Collect and Control plans?
Yes, you can switch anytime (unless you’re on an active annual subscription). See How to Switch Your Expensify Plan.
What’s the difference between unique members and active members?
Unique members (Collect): Everyone added to your workspace, regardless of activity.
Active members (Control): Only people who submit, approve, or export expenses during the month.
Do both plans include the Expensify Card?
Yes, both plans include access to the Expensify Card with cash back. However, the Control Plan requires card usage to unlock the $9/member pricing tier. Learn more: Expensify Card Cash Back and Subscription Savings.
Can I have multiple workspaces on different plans?
Yes, if you manage multiple workspaces, each can be on a different plan (Collect or Control) based on its specific needs.
What if I’m not sure which plan to choose?
Start with Collect for simplicity and lower cost. You can upgrade to Control anytime if you need advanced features like multiple approvers, bank feeds, or enterprise integrations.
