Expensify Review 2026

Buy Collect when the workspace is small, everyone in it will file, and QuickBooks Online or Xero is the ledger.

Buy annual Control when you already need rules, NetSuite, or a second card feed, and you can live with a seat count that stays put for 12 months.

Do not buy Control pay-per-use as a way to "try the expensive plan for a month." That rate is the overage rate, so the manager who only approves a report, or only messages Concierge, is the person it bills.

Toolradar data: our September 2026 expense management ranking evaluated 78 tools.

Open the profiles for Expensify, Ramp, and Brex before the renewal conversation.

How we compared: Expensify's pricing article and billing definitions, plus the Ramp, Brex, Navan, Zoho Expense, and SAP Concur pricing or product pages, read on September 23, 2026. No vendor paid for a place in this review.

Expensify is expense software from Expensify, Inc., founded in 2008 by David Barrett, and the paid workspaces are Collect and Control.

A free Submit workspace exists for one employee whose company has not adopted Expensify, and it stops before approvals, payments, company cards, and accounting integrations, so it cannot run a company close.

Collect is the receipt-and-reimbursement workspace for a team that needs coded expenses in the ledger.

Employees SmartScan receipts, card transactions land in the same report, and duplicate detection holds a matching date and amount so finance can catch a double before export.

One commercial or direct card feed is included, QuickBooks Online connects on Collect, and Xero connects on Collect or Control, so a second feed is a Control upgrade.

Control is the policy workspace, where the close needs rules, not only receipts.

Workspace Rules, tag approvers, multi-level tags, and a GL code on each tag sit on Control, so a department sign-off is an upgrade, not a Collect setting.

NetSuite, QuickBooks Desktop, the Intuit Enterprise Suite connection, and a second company card feed all require Control, so any one of them takes you off Collect.

The Expensify Card, a Visa commercial card that settles from a connected bank account, is on both paid plans, so the card is not why you buy Control.

It is not a revolving credit card, it charges no interest, and it does not touch personal credit.

The product page lists the card for the United States, the United Kingdom, and 12 other countries.

Outside that list, do not count on the card or on the annual discount that needs spend on it.

A company that only needs coded receipts in QuickBooks Online can stay on Collect, and a company that needs the policy engine, or a close against NetSuite, is already on Control.

The accounting software guide is the ledger comparison, and the NetSuite review is the next conversation when the books are the constraint.

A new company workspace starts with a plan, a chart pulled in from the accounting connection, and invites.

On Collect, every invite is a unique member: Expensify's billing definitions count every person in the workspace, whether or not they used the product that month, so a forgotten invite still sits on the bill.

An employee photographs a receipt, or the card transaction arrives and SmartScan matches it, and approvers work a queue.

Approved, Done, or Paid reports are the ones QuickBooks Online will export, so a draft does not reach that ledger.

Expensify bills monthly in arrears, so the receipt you open this month is last month's activity, including a headcount jump.

Who counts as active is the rough edge on plans that bill that way.

Creating, editing, submitting, approving, or exporting expense data, or chatting with Concierge, all count, so a controller who only messages Concierge can become a billed seat.

Travel sits in the same workspace, on every plan, so booking is not a reason to buy Control.

Employees book flights, hotels, cars, and rail under rules for role, budget, or destination, and a trip can generate its report from the booking.

The card is optional for booking, and purchases on it can earn 1% cash back on USD spend on US cards.

The rate moves to 2% when company spend across cards clears $250,000 in a month.

Commercial and direct card feeds can replace a paper receipt with an eReceipt on many USD transactions of $75 or less.

Expensify Card purchases do not use that ceiling, so they miss the paperless shortcut the other feeds allow.

If the real project is cards and controls rather than reports, the corporate cards guide and the Airbase review belong on the same shortlist as the spend management platforms.

USD rates below were read on September 23, 2026 from Expensify's pricing help, Ramp, Brex, Navan's US pricing page, Zoho Expense's US pricing page, and SAP Concur's US expense page.

Expensify's help article says GBP, EUR, AUD, and NZD prices are fixed regional rates, not a conversion of the USD card, so a converted model will miss the invoice.

Collect, when the first workspace was created on or after April 1, 2025, is pay-per-use at the entry rate in the table.

There is no annual plan and no card discount, and tax is calculated on top.

Annual Control is $18 per member inside the subscription size every month, active or not, so an empty seat costs the same as someone who filed.

Each active member above that size is $36, the same rate as pay-per-use Control, which means month-to-month is the overage rather than a trial.

Five people on annual Control is $90 a month, and twenty people is $360 a month, or $4,320 across the year.

A five-person Collect workspace is $25 a month, and twenty people is $100 a month, or $1,200 across a year, but only if every invite belongs on the roster.

Twenty active people on pay-per-use Control is $720 a month, the cost of skipping the annual term.

Twenty people at the full card discount is $180 a month, and that price belongs to annual Control, not to Collect.

Only annual Control gets the card discount, and it tracks approved USD expenses.

It rises with the share of that month's approved USD spend on the Expensify Card, and at the full discount the included rate is $9 while the overage rate is cut in half.

The card product page offers 50% off once at least half of spend is on the card.

The billing article is what the receipt follows, and it describes a proportional discount, so a mixed month will not hit the headline cut.

A first workspace created before April 1, 2025 stays on legacy Collect and bills active members, which suits a roster where many invites never file.

Legacy pay-per-use is $10 per active member, and legacy annual bills the included size at today's Collect rate and adds $10 for each active member above that size.

Expensify's travel comparison states the booking fee as $15 per trip, covering the flight, hotel, car, and rail together, so those parts count as one fee on that page.

The travel product FAQ says to confirm that fee with Concierge before you put it in a budget.

Ramp Free is $0 per user for cards, expense, bill pay, and QuickBooks Online or Xero, which undercuts a per-member bill when the company will use that card.

Plus adds the per-user price in the table and a platform fee Ramp does not publish, and annual billing takes 20% off the per-user price only.

Twenty Plus users is $300 a month before that fee, the Plus trial lasts 30 days, and NetSuite and Sage Intacct are Plus features.

The Ramp and Brex comparison is the card-platform version of this decision.

Brex Essentials is free and includes travel booking, reimbursements, and bill pay, with up to two entities.

Premium is $12 per user a month, twenty Premium users is $240 a month, and Enterprise is a quote.

Navan's US pricing page makes travel free for a company of 300 or fewer employees, with no trip cap, funded by travel-provider commissions.

Expense is free for the first 5 monthly expensing users, then the per-user rate in the table, and fifteen users past those five free seats is $225 a month.

Above 300 employees, Navan asks for a demo, which takes a larger company off the published price.

The Navan review covers the travel side of that line.

Zoho Expense Standard is $3 per user a month billed yearly, or $4 month to month, and twenty users on the yearly rate is $60 a month.

Premium is $6 per user a month billed monthly, with a lower yearly rate on the same card.

The free plan allows 3 users, a per-user path that does not require issuing a card.

Autoscan allows 20 receipts per user a month on Free, 200 on Standard, and 1,000 on Premium, so receipt volume can force an upgrade before headcount does.

The self-booking travel add-on is $9.99 per trip, Premium support starts at $490 a year, and Jumpstart onboarding starts at $500 a year.

Prices exclude local taxes, and the trial is 14 days with no card.

SAP Concur says price varies with the monthly commitment, states that its prices are in USD, and sends the buyer to a quote, so there is no public rate to multiply.

Profiles for Navan and SAP Concur sit on Toolradar next to the vendor pages.

Expensify fits a US company whose employees already photograph receipts, whose ledger is QuickBooks Online or Xero, and whose invited headcount is close to the number of people who file.

Collect is the honest buy at that shape, because the bill follows the invite list.

Control is the honest buy when rules, a second card feed, or NetSuite are already requirements you can lock in for a year.

Skip Collect when half the workspace will never file, because you still pay for those unique members.

Skip annual Control when headcount swings with contractors, because the size you set is the size you keep until renewal.

Skip the product when Ramp or Brex cards will carry the close on their free expense software.

A team that lives on the road should price Navan against Expensify Travel's per-trip fee, because a thin travel calendar makes the per-trip fee the smaller bill.

A team whose problem is bills, not employee reports, belongs in the AP automation guide.

Price changes of this kind are the CFOpresso brief. Subscribe free if the next seat-count surprise should arrive before the board pack, not after it.