Expense Management
Expensify
Rest of world Report an error0–5 in half steps. 5 means the rubric's top anchor is met on the evidence.
by Expensify, Inc. · www.expensify.com
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Expensify at a glance
- Vendor
- Expensify, Inc.
- Headquarters
- Not stated on the vendor’s pages as of 28 Oct 2026
- Data hosting
- Not stated on the vendor’s pages as of 28 Oct 2026
- Free plan
- Yes, per the vendor’s own page source, captured 28 Oct 2026
- Panel verdict
- The AI panel rates Expensify 3/5, the mean of 6 judges. Expensify, from Expensify, Inc. how scores are made
- As of
- Vendor pages captured 28 Oct 2026; evaluated by the panel 29 Oct 2026. all sources
Read this page as one judge. Each weighs the same scores by what they care about.
The panel's verdict
Expensify, from Expensify, Inc. of Portland, Oregon, covers receipt scanning, company cards, approvals, reimbursement and accounting sync. Its strongest scores land on cards and spend control, at 7-8: unlimited physical and virtual cards carry per-card and group Smart Limits, spend rules approve or decline in real time before authorization, and corporate cards from 10,000+ banks feed in with automatic matching. Receipt capture and reimbursement and VAT both hold at 6, with in-app payout in 140+ currencies to 190+ countries in as little as one business day and foreign VAT reclaim through a named partner, VAT IT. Approval and policy scores 6-7 and accounting export 5-6, where the judges found no public information on a DATEV interface or a GoBD-compliant archive. Sovereignty is the weakest area and the widest spread, at 2-4: the lone 4 credits named European card issuers and GDPR claims, while the lower scores weigh an unstated hosting location and US subprocessors such as OpenAI and Spotnana under an open-ended supplier list. Pricing transparency holds at 5 — Collect is published at "$5 per member/month" while Control is custom pricing.
Speaks for it
- Unlimited physical and virtual cards carry per-card and group Smart Limits, with a $0 limit that disables the card
- Spend rules approve or decline a transaction in real time before authorization, by amount, currency, merchant and merchant type
- Existing corporate cards from 10,000+ banks feed in with automatic matching and reconciliation
- Approved claims are reimbursed in-app in 140+ currencies to 190+ countries in as little as one business day
- Card issuers and regulators are named, including Transact Payments Malta Limited under the Malta Financial Services Authority for EEA cardholders
Held against it
- The contracting provider is Expensify, Inc. of Portland, Oregon, and no hosting location for receipt, card or employee data is stated
- The supplier list is open-ended and names US subprocessors including OpenAI, PayPal, Bancorp, Google Analytics and Spotnana
- We found no public information on card fees or foreign-currency charges, and Control is custom pricing, so the real annual cost is not computable from the public pages
- We found no public information on a DATEV interface, a GoBD-compliant archive, or two-way ERP sync
- The captured pages give different issuer names for the card programme — Sutton Bank and The Bancorp Bank
Best for
- You manage teams spending on company cards and want per-card limits and real-time approve/decline rules before authorization
- You reimburse employees worldwide and need in-app payout in 140+ currencies to 190+ countries in as little as one business day
- Your books run in QuickBooks, Xero, NetSuite or Sage Intacct and an automatic sync with multi-level GL coding on final approval covers the handoff
- You reclaim foreign VAT and want a named partner handling analysis, classification and submission to tax authorities
Avoid if
- Your tax workflow expects a DATEV interface or a GoBD-compliant archive — the judges found no public information on either
- Your procurement requires stated data hosting or an EU contracting entity — ask the vendor: the public pages we read do not show it
- You must fix the annual price before committing — Control, the tier carrying ERP integration, is custom pricing "as low as $9 per active member/month"
- You depend on statutory per diems and country-maintained rates — mileage runs on custom rates you set, and the judges found no public information on statutory per diems or meal deductions
The scores
| Criterion | Panel median |
|---|---|
| Receipt capture & expense claims | 3 of 5 |
| Company cards & spend control | 3.5 of 5 |
| Approval workflows & expense policy | 3.5 of 5 |
| Reimbursement, travel allowances & VAT | 3 of 5 |
| Accounting handoff & DATEV | 3 of 5 |
| European sovereignty | 1 of 5 |
| Pricing transparency | 2.5 of 5 |
Receipt capture & expense claims
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How this is scored
How an expense gets into the system: a mobile app that photographs receipts, text recognition (OCR) that reads amount, date, merchant and VAT, receipts forwarded by email or pulled from suppliers, claims for out-of-pocket spending in any currency, mileage and trip entries, a substitute receipt (Eigenbeleg) when the original is lost, and duplicate detection.
0 — Not an expense capture tool; receipts and claims cannot be recorded in the product.
3 — Receipts uploaded as photos or files and attached to an expense by hand; text recognition, email capture or claims in other currencies are basic or not described.
5 — A mobile app that captures receipts with text recognition reading amount, date and merchant, receipts forwarded by email, expense claims for out-of-pocket spending submitted from the app, and foreign currencies converted.
8 — Extraction of VAT rates and amounts and line items, receipts collected automatically from email inboxes or named suppliers, duplicate and fraud checks on submission, a substitute receipt for lost originals, mileage with route calculation, and replacement scanning (ersetzendes Scannen) stated as GoBD-compliant so paper originals may be discarded.
10 — Capture without employee effort: e-receipts delivered directly by travel and merchant partners, extraction accuracy or review process published, a certified scanning procedure (for example an audit report to IDW PS 880 or a TÜV certificate) named, and every receipt traceable from capture to booking.
The Travelling Employee
SmartScan reads merchant, date, amount and currency in seconds and works in most languages and currencies, which is the photograph-and-forget flow I live on, and travel receipts import automatically from named partners like Bolt, SpotHero, Grab and KAYAK for Business. Mileage and distance tracking are included and submissions run policy checks. We found no public information on VAT-rate extraction, route calculation for mileage, a substitute receipt for lost originals, or GoBD-compliant replacement scanning. 2 3 5 8
The Office Manager
SmartScan reads merchant, date, amount and currency off receipts in most languages and currencies, and travel partners like KAYAK, Bolt, Grab and Delta feed receipts in automatically, which takes most of the receipt-chasing off my plate. Mileage and distance tracking are documented too. We found no public information on VAT amounts being extracted line by line, duplicate checks on submission, or a substitute receipt for lost originals. 2 3 5 8
The Controller
SmartScan reads merchant, date, amount and currency from photographed receipts in most languages and currencies, travel receipts arrive automatically from named partners such as Bolt Work, SpotHero, Grab and KAYAK for Business, and attached receipts stay visible in audit trails, accounting exports and PDF reports. For my audit file I found no public information on duplicate detection at submission, extraction of VAT rates and amounts, a substitute receipt for lost originals, or a GoBD-compliant scanning statement. 2 5 8 9
The Finance Lead
SmartScan transcribes merchant, date, amount and currency in most languages, travel partners like KAYAK and Delta deliver receipts automatically, and receipts travel into accounting exports, PDF reports and audit trails under clear permissions. We found no public information on VAT extraction per receipt, duplicate or fraud checks on submission, a substitute receipt for lost originals, or a GoBD-compliant scanning procedure. 2 3 8 9
The Tax Adviser
SmartScan transcribes merchant, date, amount and currency from receipts in most languages and currencies, mileage tracking with custom distance rates is included, and pre-built integrations import travel receipts automatically from named suppliers (Bolt Work, SpotHero, Grab, KAYAK for Business). We found no public information on a substitute receipt for lost originals, duplicate checks at submission, or a scanning procedure stated as GoBD-compliant, so paper originals could not be discarded on the strength of what I read. 2 3 5 8
The Skeptic
SmartScan is described transcribing merchant, date, amount and currency with receipt scanning in most languages and currencies, and travel receipts flow in automatically from named partners (Bolt Work, SpotHero, Grab, KAYAK for Business, Delta for Business), with mileage tracked and receipts tied into audit trails and accounting exports. We found no public information on VAT rate and amount extraction per receipt, duplicate checks on submission, a substitute receipt for lost originals, or any GoBD-compliant scanning statement — so this sits above basic photo upload but well short of a documented German-compliant capture chain. 2 3 8 9
Company cards & spend control
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How this is scored
How spending is controlled before it happens: physical and virtual company cards with limits, single-use and subscription cards, limits by amount, merchant category and time, budgets per team or project, real-time notifications and receipt reminders — or, for a product that issues no cards of its own, live feeds from the company's existing cards with automatic receipt matching. The issuing institution and its licence count where cards are issued.
0 — Neither issues cards nor reads card transactions; only out-of-pocket claims exist.
3 — Card transactions imported from a statement file or a single feed and matched by hand, or a card offer with fixed limits; budgets, reminders and controls are basic or not described.
5 — Either own physical and virtual cards with per-card limits, freezing and real-time notifications, or live feeds from named corporate card schemes or banks with automatic matching of receipts to transactions; spending visible as it happens and employees reminded to submit receipts.
8 — Cards for every employee with limits by amount, merchant category and period, single-use and subscription cards, budgets per team or project that cards draw from, pre-approval of a purchase before the card is charged, feeds from existing bank cards beside the own cards, and the issuing institution and licence named.
10 — Spend control across the company: multi-entity and multi-currency card accounts, budgets and policies enforced at the moment of payment, card spend reconciled to the statement automatically, safeguarding of funds and credit terms stated, and cards and transaction history portable to another provider.
The Travelling Employee
The Expensify Card gives every holder a Smart Limit per card or group, unlimited virtual cards, and Spend Rules that approve or decline a transaction in real time before authorization by currency, amount, merchant and merchant category — control at the moment of payment, which is what I want before the hotel bill lands. Existing corporate cards from 10,000+ banks feed in for automatic reconciliation, and the issuers and licences are named, including Transact Payments Malta under the MFSA for EEA residents. We found no public information on period-based limits, single-use or subscription cards, or budgets that cards draw from. 1 4 5 10 11
The Office Manager
Unlimited cards with a Smart Limit set per card or per group, a limit of $0 disabling the card, and real-time approve/decline rules restricting merchant category, amount and currency before a transaction is authorized is exactly the control I want for project leads, plus virtual cards for software subscriptions. Existing company cards from 10,000+ banks feed in with auto-matching, and the issuers and licences are named — The Bancorp Bank in the US, Transact Payments Malta regulated by the Malta Financial Services Authority for EEA residents. We found no public information on single-use cards, limits by period, or budgets per project that cards draw from. 1 4 5 10 11
The Controller
Unlimited physical and virtual cards carry per-card and group Smart Limits, spend rules approve or decline a transaction in real time by amount, merchant and merchant category before authorisation, blocked category codes cannot be overridden, and existing corporate cards feed in from over ten thousand banks. Issuers and licences are named, including Transact Payments Malta under the Malta Financial Services Authority for EEA cardholders, though the captured pages give different issuer names for the card programme; budgeting appears in the Control plan, but I found no public information on budgets that card spending draws down, single-use or subscription cards, or limits by period. 1 4 10 11
The Finance Lead
Unlimited virtual cards, per-card Smart Limits, real-time approve/decline rules on currency, amount, merchant and merchant type before authorization, and default merchant-category blocking sit beside corporate card feeds from 10,000+ banks with automatic reconciliation — control at the moment of payment. The EEA and UK issuers are named with their regulators, which is more than most show. 1 4 5 10 11
The Tax Adviser
Unlimited physical and virtual cards carry per-card and group Smart Limits with a $0 limit that disables the card, default protections auto-decline blocked merchant categories, and Spend Rules approve or decline transactions in real time before authorization by amount, currency, merchant and merchant type; existing cards from 10k+ banks feed in for automatic matching, and the issuers and licences are named (The Bancorp Bank under Visa U.S.A., Transact Payments Malta, MFSA-registered C 91879, for EEA cardholders). We found no public information on single-use or subscription cards, period-based limits, or budgets that cards draw from. 1 3 4 5 10 11
The Skeptic
Unlimited virtual cards, per-card and group Smart Limits with a $0 limit disabling the card, and Spend Rules that approve or decline in real time by currency, amount, merchant and merchant type before authorization, with non-removable blocked merchant-category protections — beside live feeds from existing corporate cards at over 10,000 banks with automatic matching. Issuers and licences are named for the US, and the EEA and UK cards run through Transact Payments Malta Limited (Malta Financial Services Authority, registration number C 91879) and Transact Payments Limited; note the captured pages give different issuer names for the card — Sutton Bank and The Bancorp Bank. We found no public information on budgets that cards draw from, single-use cards, or limits by period, which keeps this below the top level. 1 4 5 7 10 11
Approval workflows & expense policy
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How this is scored
How the company's rules are applied: approval chains by amount, team, cost centre or project, delegation and deputies, an expense policy with limits per category and per country that the product checks, pre-approval of trips and purchases, roles and permissions, multi-entity set-ups, and an audit trail of who approved and changed what.
0 — No approval step; every expense goes straight to export or payment.
3 — A single approver per employee or one sign-off step; policy rules, deputies and audit history are basic or not described.
5 — Multi-step approval flows configurable by amount, team or cost centre, an expense policy with limits per category that flags violations, approval from the mobile app, and a history of who approved what.
8 — Rule-based routing by amount, project, cost centre and entity with deputies and escalation, policy checks before submission (limits per country, per diem rules, duplicates), pre-approval of trips or purchases, granular roles and permissions, several legal entities in one account, and an exportable audit trail.
10 — Controls that stand up to an audit: anomaly and fraud detection with its rules explained, separation of duties enforced, country-specific policies maintained centrally, every change to a claim versioned and attributed, and control reports offered to auditors.
The Travelling Employee
Advanced Approval routes reports through a submits-to and approves-to chain with per-approver limits that escalate, category and tag-specific approvers, and trip approvals before booking; delegated access covers colleagues approving on my behalf and the Auditor role gives review-only sight of the data. An expense policy attaches to the workspace and submissions run policy checks, with a detailed audit history and receipts visible in audit trails. We found no public information on several legal entities in one account or a full exportable audit trail. 2 5 9 12 13
The Office Manager
Advanced Approval routes reports along a submits-to chain, escalates past an approver's limit, and sends category- or tag-specific expenses to their own approvers first, with trip approvals, delegated access for deputies and an auditor role with review-only access. The expense policy is a PDF or text document on the workspace, with policy checks run on reports. We found no public information on per-country policy limits or per diem rules checked before submission, or several legal entities in one account. 2 5 12 13
The Controller
Advanced Approval routes reports by submitter, sends category- and tag-specific approvers first, escalates past an approver's limit, supports trip approvals and delegated approving on a colleague's behalf, with a detailed audit history and distinct Workspace Admin, Card Admin and Auditor roles. The expense policy itself is a PDF or text document on the workspace with admin-only editing, and I found no public information on several legal entities in one account, per-country limits, or policy limits checked before a claim is submitted rather than after. 1 5 12 13
The Finance Lead
Approval routes through Submits-to and Approves-to chains, escalates past approval limits, supports category- and tag-specific approvers, trip pre-approval, delegation, audit history and read-only auditor access. We found no public information on per-country policy limits or per-diem checks before submission, or on several legal entities in one account. 2 5 13
The Tax Adviser
Advanced Approval routes reports through a "Submits to" chain with category- and tag-specific approvers, escalation past an approver's limit, and trip approvals before booking, while delegated access lets colleagues create, submit or approve for another and auditors get review-only access; the expense policy is a PDF or text uploaded by a Workspace Admin, with vendor-stated local policy enforcement across borders and a detailed audit history. We found no public information on per-diem rules or duplicate checks before submission, or on several legal entities in one account. 1 2 3 5 12 13
The Skeptic
Three approval modes, routing via the submits-to and approves-to columns, escalation past approval limits, category- and tag-specific approvers, trip approvals, delegation with colleagues approving on your behalf, auditor review-only access and a detailed audit history are all documented. The expense policy itself is uploaded as a PDF or text document, and we found no public information on enforced per-country limits, per diem rules, several legal entities in one account, or an exportable audit trail. 5 12 13 2
Reimbursement, travel allowances & VAT
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How this is scored
How the employee gets money back and the company gets the tax right: reimbursement of approved claims by bank transfer or a SEPA payment file, mileage allowances and per diems at statutory rates per country (Verpflegungspauschalen, Kilometerpauschale, meal deductions), taxable and tax-free reimbursements separated for payroll, the input VAT captured per receipt for the deduction, and foreign VAT reclaimed.
0 — No reimbursement of employees; the product covers company cards only and out-of-pocket spending is out of its scope.
3 — Out-of-pocket claims recorded and paid back outside the product by hand; travel allowances and VAT handling are basic or not described.
5 — Approved claims reimbursed through the product or a SEPA payment file, mileage and per diems at configurable rates, and the VAT rate and amount captured per receipt for the input-tax deduction.
8 — Statutory per diems and mileage rates per country maintained by the vendor (German travel expense law named), meal deductions and multi-day trips calculated, reimbursement in several currencies within a stated time, VAT split per rate and receipts checked for the invoice requirements of the deduction, and foreign VAT reclaim offered or integrated with a named partner.
10 — Travel expense law and VAT handled end to end: country rules kept current with a stated process, taxable reimbursements passed to payroll, foreign VAT reclaim filed with the recovered amounts reported, and every reimbursement traceable to the claim and the rule that produced it.
The Travelling Employee
Reimbursement runs in-app to bank accounts in 190+ countries, in 140+ currencies, in as little as one business day — the fastest documented payback I could ask for after a week of hotels. Mileage uses custom rates, VAT tracking is included, and a named partner, VAT IT, handles VAT analysis, eligibility classification and submission to tax authorities for reclaiming foreign VAT. We found no public information on statutory per diems or meal deductions maintained per country, or on receipts checked against invoice requirements for the deduction. 1 3 5 14 15
The Office Manager
Approved claims are reimbursed in-app in 140+ currencies to 190+ countries in as little as one business day, and mileage runs on custom distance rates, which covers my people abroad. Foreign VAT reclaim runs through a named partner, VAT IT, from VAT analysis and classification through report preparation and submission to the tax authorities. We found no public information on statutory per diems, meal deductions or country rates maintained by the vendor, so the German travel-expense arithmetic would fall to me. 1 3 5 15
The Controller
Approved claims are reimbursed in-app to over 190 countries in over 140 currencies, stated in as little as one business day, with mileage tracking at custom rates, and foreign VAT reclaim is handled with a named partner, VAT IT, covering analysis, eligibility classification and submission to tax authorities. I found no public information on statutory per diems or mileage rates per country maintained by the vendor, meal deductions and multi-day calculation, or a taxable versus tax-free split for payroll — the payroll service described covers certain US states only. 3 5 14
The Finance Lead
Approved reports are reimbursed in-app in 140+ currencies to 190+ countries in as little as one business day, and foreign VAT reclaim runs through a named partner, VAT IT, which prepares and submits claims to tax authorities. Mileage runs on custom distance rates; we found no public information on statutory per diems or mileage rates per country, German travel expense law, meal deductions, or a European payroll handoff for taxable reimbursements. 1 3 5 14 15
The Tax Adviser
Approved claims are reimbursed in-app in 140+ currencies to 190+ countries in as little as one business day, and foreign VAT reclaim runs through a named partner, VAT IT, which handles the analysis, classification and submission to tax authorities. Mileage runs on custom distance rates the customer sets and VAT appears only as "advanced tax tracking"; we found no public information on statutory per diems, meal deductions or multi-day calculations per country, on German travel expense law, or on input VAT read per receipt and split by rate. 1 2 3 5 14 15
The Skeptic
Reimbursement runs through the product in as little as one business day, in 140+ currencies to 190+ countries, with mileage at custom rates and tax handling described as advanced tax tracking and VAT tracking; foreign VAT reclaim is genuinely integrated with a named partner (VAT IT) covering analysis, classification and submission to tax authorities. We found no public information on statutory per diems or mileage rates maintained by the vendor, German travel expense law, meal deductions, or receipts checked against the invoice requirements of the deduction — the rates are custom, not kept current by anyone. 1 3 5 14 15
Accounting handoff & DATEV
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How this is scored
What reaches the books: export or sync to DATEV (DATEV format, DATEV Unternehmen online, Belegbilderservice) and to named accounting and ERP systems, booking proposals with account, tax key and cost centre, receipts that travel with the booking, card statements reconciled, a GoBD-compliant archive, an API and webhooks, and a complete export of claims, receipts and booking data.
0 — No export of any kind; expenses have to be retyped into the books.
3 — A CSV or PDF export of expense reports; booking data, named integrations and the archive are basic or not described.
5 — Export or sync to at least one named accounting system (DATEV or another) with account and tax code per entry and the receipt attached, several accounting or ERP integrations listed, and a documented API.
8 — A DATEV interface with receipt images (DATEV Unternehmen online or the DATEV Marketplace named), booking proposals that learn account, tax key and cost centre, two-way sync with named ERPs (SAP, Microsoft Dynamics, NetSuite or similar), card statements reconciled for the month-end, a GoBD-compliant archive stated, and webhooks.
10 — The month-end close runs through the product: multi-entity bookings and accruals, a procedure documentation (Verfahrensdokumentation) or GoBD audit offered, a complete audit trail of every financial event, and a full export of claims, receipts and bookings that a successor system can import.
The Travelling Employee
Reports sync automatically to named systems — QuickBooks, Xero, NetSuite, Sage Intacct — at final approval, with multi-level GL coding, card feeds reconciled, receipts travelling with the accounting export, and a documented self-serve API plus CSV and receipt ZIP exports. As someone whose books sit with a German accountant, though, we found no public information on a DATEV interface, booking proposals that learn accounts and tax keys, webhooks, or a GoBD-compliant archive. 1 2 5 9 16 17
The Office Manager
Reports sync on final approval to QuickBooks, Xero, NetSuite and Sage Intacct with multi-level GL coding, receipts travel into the accounting exports, and there is a self-serve API plus CSV export templates and a ZIP download of receipts for the month-end. We found no public information on a DATEV interface, two-way ERP sync, webhooks, or a GoBD-compliant archive — the export my tax adviser would actually accept is not documented. 2 4 9 16 17
The Controller
Approved reports sync automatically to named systems — Xero on approval, NetSuite, Sage Intacct, QuickBooks — with multi-level GL coding, receipts carried into accounting exports, third-party card feeds reconciled, a documented integration API, and CSV and ZIP exports of expenses and receipts. For my books, I found no public information on a DATEV interface, a GoBD-compliant archive, webhooks, or two-way ERP sync. 2 5 9 16 17
The Finance Lead
Reports sync automatically into QuickBooks, Xero, NetSuite and Sage Intacct with multi-level GL coding and receipts attached to the export, card transactions reconcile automatically from linked banks, and a documented API plus CSV and ZIP exports complete the handoff. For my books, we found no public information on a DATEV interface, booking proposals that learn account, tax key and cost centre, or a GoBD-compliant archive. 1 2 5 9 16 17
The Tax Adviser
Approved reports sync to named systems — Xero, NetSuite, Sage Intacct, QuickBooks — with multi-level GL coding, receipts travelling with the accounting export, a documented API with a full Integration Server Manual, and CSV exports with receipts downloadable as a ZIP. For my clients the decisive point: we found no public information on a DATEV interface, DATEV Unternehmen online or the Belegbilderservice, nor on a GoBD-compliant archive or booking proposals that learn account, tax key and cost centre. 2 3 5 9 16 17
The Skeptic
45+ integrations with named sync to QuickBooks, Xero, NetSuite and Sage Intacct, receipts travelling into accounting exports, multi-level GL coding, a documented self-serve API with an Integration Server Manual, and CSV export plus a receipts ZIP download. We found no public information on a DATEV interface, a GoBD-compliant archive, webhooks, or two-way ERP sync — and the CSV export arrives in a message from Concierge rather than a finance-grade pipeline — so the month-end close does not run through this product on the evidence shown. 1 2 5 9 16 17
European sovereignty
panel opinion
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How this is scored
Who the contracting entity and the parent company are, where receipt, card and employee data are hosted, and who the subprocessors are (hosting, card issuer and processor, text recognition, open banking, email delivery). Independently sourced by the sovereignty pipeline; expense data is personal and financial at once and shows where employees travel, so the whole chain counts, not only the database.
0 — Non-EU vendor and contracting entity, hosting unstated, subprocessors unnamed, and no data processing agreement offered.
3 — A privacy policy and a data processing agreement exist, but hosting location is unstated or non-EU and the subprocessors are not listed.
5 — EU hosting available and an EU contracting entity or EU representative, but parts of the chain (text recognition, card processing, email, analytics, support) run through non-EU providers without a stated safeguard.
8 — EU hosting on named infrastructure, EU contracting entity and card issuer, subprocessors listed with their locations, a data processing agreement published, and security certifications (ISO 27001, SOC 2) stated.
10 — Sovereign end to end and evidenced: European ownership, entity, issuer, hosting and every subprocessor, data export and deletion documented, and certifications published with their scope rather than implied.
The Travelling Employee
The provider is Expensify, Inc. of Portland, Oregon, and the captured legal pages name US suppliers in the chain — OpenAI for the AI assistant, Spotnana for the travel platform, Google Analytics, PayPal and Bancorp — with an open-ended supplier list in the terms. The one firm European link is card issuing: EEA cards come from Transact Payments Malta Limited, authorized by the Malta Financial Services Authority. Data residency, a published data processing agreement, a subprocessor list with locations, and security certifications are unknown on the captured pages. 4 6 7
The Office Manager
The provider named in the terms is Expensify, Inc. of Portland, Oregon, with suppliers listed "including but not limited to" OpenAI, PayPal, Google Analytics and Spotnana, though the card chain does name European links — Transact Payments Malta under the Malta Financial Services Authority for EEA cardholders and Plaid Financial Ltd for UK bank connections. GDPR compliance is claimed and Europe-specific provisions exist in the privacy policy. We found no public information on where receipt, card and employee data is hosted, on an EU contracting entity, or on security certifications. 4 6 7
The Controller
The provider is Expensify, Inc. of Portland, Oregon, hosting location is not stated, the supplier list is open-ended ("including but not limited to") naming US firms OpenAI, Spotnana, PayPal and Bancorp beside FCA-regulated Plaid, and Google Analytics runs on the site. The one European link in the chain is the EEA card issuer Transact Payments Malta, regulated by the Malta Financial Services Authority; I found no public information on a published data processing agreement, a hosting region, or security certifications. 4 6 7
The Finance Lead
The contracting provider is Expensify, Inc. of Portland, Oregon; hosting location is not stated on the captured pages, and the named subprocessors — OpenAI for the AI assistant, PayPal and Bancorp for payments, Spotnana for travel, Google Analytics — are US companies under an open-ended supplier list. The EEA card is issued by Transact Payments Malta under the Malta Financial Services Authority and the privacy policy names GDPR and European jurisdiction provisions; we found no public information on EU hosting, a published data processing agreement, or ISO 27001 or SOC 2 certifications. 2 4 6 7
The Tax Adviser
The contracting entity is Expensify, Inc. of Portland, Oregon, and no hosting location for receipt, card or employee data is stated; the named subprocessors include US-headquartered OpenAI, Spotnana and Google Analytics. One European link exists — EEA cards are issued by Transact Payments Malta Limited under Malta Financial Services Authority registration C 91879 — but we found no public information on a published data processing agreement, security certifications, or EU hosting. 2 4 6 7
The Skeptic
The contracting provider is Expensify, Inc. of Portland, Oregon, hosting location is never stated, and the supplier list is open-ended ("including but not limited to") naming OpenAI for content monitoring, Google Analytics, PayPal, and Spotnana Technology, Inc. for travel — all US operations regardless of any server region, with US Cloud Act exposure attached. We found no public information on a data processing agreement or security certifications; the only European links in the chain are the EEA and UK card issuers, Transact Payments Malta Limited and Transact Payments Limited, and disputes go to individual arbitration with a class-action waiver. 6 7 4
Pricing transparency
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How this is scored
Whether a buyer can compute the real annual cost from public pages alone: price per user or per active user, platform or base fee, which modules (travel, reimbursements, DATEV or ERP connectors, extra entities) cost extra, card fees (physical cards, foreign transactions, currency conversion, top-ups), minimum seats and term, and setup.
0 — No public prices at all; every customer is a sales call.
3 — A starting price or a free tier exists, but how cost scales with users, cards or modules is unclear.
5 — Tiers are public with their per-user or base price and main inclusions, but at least one commonly needed piece (extra users, physical cards, foreign-currency fees, ERP connectors) is unpriced or "on request".
8 — Every tier priced publicly with its scaling rule (per user, per active user, per card), card and foreign-transaction fees listed, add-ons priced, minimum term and VAT treatment stated.
10 — Complete price computability: annual cost derivable for a given headcount, card count and module set, with every add-on, setup, support, card and currency fee and the cancellation and data-return terms published.
The Travelling Employee
The pricing page publishes Collect at "$5 per member/month" and Control as custom pricing "as low as $9 per active member/month", with a free tier, a 30-day trial, and stated discounts for annual commitments and card use; the terms add non-refundable fees, a 15-day price-change notice and a one-year auto-renewing agreement with 90 days' non-renewal notice. Card fees, foreign-currency fees, minimum seats and setup are not priced publicly and Control's real price is a sales conversation, so I can only compute the annual cost for the cheapest tier. 1 5 7
The Office Manager
Collect is listed at $5 per member/month with its inclusions, Control is "custom pricing as low as $9 per active member/month", and there is a free tier, a 30-day trial, discounts for annual commitments and card use, non-refundable fees and sales taxes on the customer. So I can price Collect for my thirty people, but not the Control plan I would actually need for ERP connectors and multiple approval flows. We found no public information on card fees, foreign-currency fees, or minimum seats and term. 1 5 7
The Controller
Collect is published at $5 per member/month and Control at custom pricing "as low as $9 per active member/month", with a free tier, a 30-day trial, published cash-back percentages, non-refundable fees, a 15-day price-change notice and one-year auto-renewal with 90-day non-renewal notice. A buyer still cannot compute the real annual cost: the tier carrying ERP integration is custom-priced, and I found no public information on card fees, foreign-currency charges, setup fees or minimum seats. 1 5 7
The Finance Lead
Collect is published at $5 per member/month with its inclusions, a free tier and a 30-day trial exist, and the terms state non-refundable fees, 15-day price-change notice and 90-day non-renewal notice on statements of work. Control is custom pricing "as low as $9 per active member/month", so real scaling is a sales conversation; we found no public information on card, foreign-transaction or currency-conversion fees. 1 5 7
The Tax Adviser
Collect is public at "$5 per member/month" and Control is "custom pricing as low as $9 per active member/month", with a free tier, a 30-day trial, stated discounts for annual commitments and card use, and terms covering a 15-day price-change notice, one-year auto-renewal with 90-day notice, and customer responsibility for sales and use taxes. Card cash back of 1% on US purchases (2% over $250K monthly spend) is stated, but we found no public information on foreign-currency or physical-card fees, so the annual cost for a European client is not computable from the public pages. 1 5 7 12
The Skeptic
Collect is published at "$5 per member/month" with its inclusions, Control is only "custom pricing as low as $9 per active member/month", and there is a free tier plus a 30-day trial, with discounts for annual commitments and card use. We found no public information on card fees, foreign-transaction or currency-conversion fees, setup, or minimum seats; the terms add a 15-day price-change notice, auto-renewing one-year statements of work with a 90-day non-renewal notice, nonrefundable fees, and the customer paying sales and use taxes — so a buyer cannot compute the real annual cost from these pages alone. 5 7 1
European sovereignty — proven facts
0 of 6 dimensions provenBuilt only from facts shown on the vendor's own pages. A dimension we could not prove is left open, not scored as zero.
| Legal entity | Not determined | — | uncited Report an error |
|---|---|---|---|
| Hosting location | Not determined | — | uncited Report an error |
| Hosting options | Not determined | — | uncited Report an error |
| Open source | Not determined | — | uncited Report an error |
| Data processing agreement | Not determined | — | uncited Report an error |
| Transfer impact assessment | Not determined | — | uncited Report an error |
Questions about Expensify
Is Expensify European?
No. whats-best.ai classifies Expensify as Rest of world.
Where does Expensify store data?
Not stated on the vendor’s pages as of 28 Oct 2026.
Does Expensify have a free plan?
Yes. Expensify has a free plan, per the vendor’s page captured 28 Oct 2026.
What are the best alternatives to Expensify?
As of 3 Nov 2026, the panel rates Moss (4/5), N2F (3.5/5) and Spendesk (3.5/5) highest among the other 18 Expense Management products evaluated. Ratings that look equal are rounded to half stars; the order uses the unrounded rating, then the name. The highest-rated European alternative is Moss (EU-Made). Ratings are the AI panel’s opinion, formed from public evidence: how scores are made. The full list, with European products first: Expensify alternatives.
Where this could be wrong
- Evidence ages. The oldest capture behind this page is from 28 Oct 2026. Vendors change pricing and policies without notice; every fact reflects its source as of the capture date shown in the registry.
- AI can misread a source. Extraction and judgement are automated; a citation guarantees traceability, not infallibility. If something here is wrong, say so — no account needed, every report is decided within 5 business days, and accepted corrections are published.
What we left out
A claim that does not survive our checks costs us the claim, not the page. This is what was taken off this one.
- 61 product facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 15 integrations facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 8 support facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 3 legal facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 2 hosting facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 2 pricing facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 2 subprocessors facts could not be confirmed on the vendor’s page as captured and were left out of this page and of the panel’s material. Know more? Tell us
- 6 of the readings below were written against an earlier fact sheet — a fact has been corrected, added or pulled since. Until the panel next runs on this product you are reading the older judgement. Know more? Tell us
Sources (17)
The pages every claim on this page was read from — each one checked, dated, and kept verifiable.
- 1 Vendor homepage www.expensify.com Checked 28 Oct 2026 Details →
- 2 Features page (expense management) use.expensify.com Checked 28 Oct 2026 Details →
- 3 Features page (reimbursements) use.expensify.com Checked 28 Oct 2026 Details →
- 4 Integrations page use.expensify.com Checked 28 Oct 2026 Details →
- 5 Pricing page www.expensify.com Checked 28 Oct 2026 Details →
- 6 Privacy policy www.expensify.com Checked 28 Oct 2026 Details →
- 7 Terms of service www.expensify.com Checked 28 Oct 2026 Details →
- 8 Receipt capture & expense claims — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 9 Receipt capture & expense claims — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 10 Company cards & spend control — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 11 Company cards & spend control — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 12 Approval workflows & expense policy — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 13 Approval workflows & expense policy — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 14 Reimbursement, travel allowances & VAT — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 15 Reimbursement, travel allowances & VAT — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 16 Accounting handoff & DATEV — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →
- 17 Accounting handoff & DATEV — found from sitemap help.expensify.com Checked 28 Oct 2026 Details →