How to Switch Your Expensify Plan
How to Switch Your Expensify Plan
You can upgrade or downgrade your workspace plan anytime to match your team’s changing needs. This article covers how to switch plans in both New Expensify and Expensify Classic.
Before you switch plans
Who can switch plans
Only the billing owner can change a workspace’s subscription plan.
If you’re a Workspace Admin but not the billing owner, you’ll need to take over billing ownership first.
Annual subscription restrictions
If you’re on an Annual Subscription, you cannot switch plans mid-term unless you:
- Request early cancellation of your annual subscription
- Wait for approval from Expensify
- Then switch to a different plan
For month-to-month (pay-per-use) subscriptions, you can switch plans anytime.
How to switch plans in New Expensify
Follow these steps to upgrade from Collect to Control or downgrade from Control to Collect:
On web
- Go to Account > Subscription
- Scroll to the Your plan section
- Click Explore all plans
- Select the plan you want to switch to
- Confirm the change
On mobile
- Tap your profile picture
- Tap Subscription
- Scroll to Your plan
- Tap Explore all plans
- Select the plan you want to switch to
- Confirm the change
How to switch plans in Expensify Classic
Follow these steps to change your workspace plan:
On web
- Go to Settings > Workspaces > [Workspace Name] > Overview
- Scroll to the Plan Type section
- Click Change Plan or select the new plan from the dropdown
- Confirm the change
Note: If you’re on an annual subscription, you may see a message indicating you cannot switch until the current term ends or until you request early cancellation.
When plan changes take effect
The timing of your plan change depends on your subscription type:
| Scenario | When the Change Takes Effect |
|---|---|
| Upgrade (Collect → Control) on pay-per-use | Immediately |
| Downgrade (Control → Collect) on pay-per-use | 1st of next month |
| Any change on annual subscription | After early cancellation is approved and current term ends |
Why downgrades wait until next month: This prevents billing disruption and ensures you can use your current plan’s features through the end of the paid period.
Switching between Control Plan pricing tiers
If you’re on the Control Plan and want to switch between pricing tiers (e.g., from pay-per-use to annual subscription), follow the same steps as above:
- Go to your workspace subscription settings
- Select the new pricing tier (e.g., Annual + Card, Annual Only, or Pay-Per-Use)
- Confirm the change
Tip: Switching from pay-per-use to an annual subscription can reduce your per-member cost from $36 to $9-$18/member (USD). See Control Plan: Features and Pricing.
What happens to your workspace when you switch plans
When you switch plans:
- Your workspace, members, and data remain intact
- Feature availability updates based on the new plan
- Billing adjusts to the new per-member rate and billing model
- Integrations may be affected if you downgrade (e.g., NetSuite is only available on Control Plan)
Features you gain when upgrading Collect → Control
- Multiple approvers and complex approval workflows
- Bank feed support and card reconciliation
- NetSuite, Sage Intacct, QuickBooks Desktop integrations
- HR/payroll integrations (Gusto, Zenefits, Workday)
- SAML/SSO and domain control
Features you lose when downgrading Control → Collect
- Multiple approval levels (limited to single approver)
- Bank feed support
- Advanced integrations (NetSuite, Sage Intacct, QuickBooks Desktop)
- HR/payroll integrations
- SAML/SSO
Make sure your team doesn’t rely on Control-only features before downgrading.
FAQ
Can I switch from Collect to Control Plan?
Yes, you can upgrade from Collect to Control anytime if you’re on a month-to-month subscription. If you’re on an annual subscription, you’ll need to request early cancellation first.
Can I switch from Control to Collect Plan?
Yes, but the change takes effect on the 1st of the next month. If you’re on an annual Control subscription, you’ll need early cancellation approval first.
Who can switch plans?
Only the billing owner can switch plans. Workspace Admins must take over billing ownership to make plan changes.
When does a plan change take effect?
Upgrades take effect immediately. Downgrades take effect on the 1st of the next month. Annual subscriptions require early cancellation before any plan change.
Will I lose my data if I switch plans?
No. Your workspace, members, expenses, and reports remain intact when you switch plans. Only feature availability changes.
Can I switch between Control Plan pricing tiers?
Yes, you can switch from pay-per-use to annual subscription (or vice versa) using the same process. This changes your per-member rate but doesn’t affect features.
What if I’m on an annual subscription and need to switch immediately?
Submit an early cancellation request. If approved, you can then switch plans. If not approved, you’ll need to wait until the current term ends.
Do I need to re-add members after switching plans?
No. All members remain in your workspace. Their billing status may change based on the new plan’s billing model (unique members vs active members).
Can I switch plans multiple times?
Yes, but frequent changes may cause billing confusion. It’s best to choose the plan that fits your long-term needs. See Choosing Between Collect and Control Plans.
