What is Subscription in Zoho Expense?

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Introduction

Zoho Expense offers flexible subscription options designed to grow with your business. Whether you’re a small UK startup or a growing enterprise, you can choose a plan that suits your needs   billed monthly or annually   and manage your users as your team changes.

This guide explains how to:

  • Subscribe to or upgrade your Zoho Expense plan
  • Add or remove users
  • Switch between monthly and yearly billing
  • Downgrade your subscription

Step-by-Step Instructions

 

1. Choose or Upgrade Your Zoho Expense Subscription Plan

 

When you first sign up, you’ll receive a 14 day free trial to test all features. Once you’re ready to upgrade:

  1. Click Admin View in Zoho Expense.
  2. Go to Settings in the left sidebar, or click the Gear icon in the top right.
  3. Under Organisation, select Subscription.
  4. You’ll be redirected to the Zoho Payments
  5. Choose a plan that suits your business and click Upgrade.
  6. Choose Monthly or Yearly
  7. Enter the number of users (minimum of 3 for Standard/Premium; 500 for Enterprise).
  8. Click Continue, review your order, and click Confirm.
  9. Enter your billing details and complete the payment.

Tip: You can compare Zoho Expense pricing plans here.

 

2. Upgrade from Monthly to Yearly Plan

To switch from monthly to annual billing:

  1. Navigate to Admin View > Settings > Subscription.
  2. On the Zoho Payments page, click Switch to Yearly.
  3. Review your new total  any amount you’ve already paid this month will be deducted (pro rata).
  4. Click Proceed to Pay and complete the transaction.

 

3. Downgrade Your Zoho Expense Plan

If you wish to switch to the Free Plan:

  1. Go to Admin View > Settings > Subscription.
  2. Click Change Plan.
  3. Select Downgrade under the Free Plan.
  4. Click Downgrade Anyway, add a reason, and confirm.

Important: Your existing data will remain, but feature access and user limits will adjust. The Free Plan supports only 3 active users, and any additional users will be marked inactive.

 

4. Add More Users to Your Subscription

Even after choosing a subscription plan, you can add more users as your team grows.

To subscribe to more users:

  1. Go to Admin View > Settings > Subscription.
  2. Click Upgrade Users / Add ons.
  3. Enter the number of users you’d like to add.
  4. Click Continue, review the pro rata charge, and click Proceed to Pay.
  5. Complete your payment to activate the new users.

 Example: If you subscribed for 10 users but 15 users were active in a month, the 5 extra users will be billed at $9/user/month.

 

5. Unsubscribe or Reduce Users

To reduce the number of subscribed users:

  1. Go to Admin View > Settings > Subscription.
  2. Click Downgrade Users / Add ons.
  3. Enter the number of users to remove and click Downgrade.
  4. In the confirmation popup, click Confirm.

Note: Only the most recently added users will be marked as inactive when unsubscribed.

Tips

Only active users are billed. An active user is someone who either:

    • Creates an expense using AutoScan
    • Submits an expense report during a billing period
  • Even if fewer users are active, you’re billed for the number of users you’ve subscribed to.
  • To avoid unnecessary charges, review your active users monthly.
  • For offline payment options, contact: 📧 [email protected]

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