As a Spend Admin or Spend Accountant, you can efficiently manage your team's ability to submit reimbursement claims while maintaining full oversight of your subscription costs.
This guide explains how to grant specific user permissions and how those selections impact your monthly billing based on active usage.
Manage access to Spend Reimbursements
Monitor active usage and billing
Jump to the FAQ section below:
How can I check our current usage and plan limits?
How much does it cost once we exceed our plan's free allowance?
When will we be charged for our active users?
What happens to our allowance if I change my subscription?
Manage access to Spend Reimbursements
This is managed in Spend > Reimbursements > Settings:
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Under Spend Reimbursements Access, you will see all Spend Admins and Spend Accountants here by default:
- You can select any active Cledara users (excluding Guest users) to join Reimbursements. If you don't see a user in the list, check if they are disabled or if they have not yet joined your workspace.
- If a selected user does not already have a Spend role, they will be automatically set up as a Spend User. You can change their Spend role later in Settings > Members.
You are not billed for inviting users to Reimbursements.
Monitor active usage and billing
Cledara uses a usage-based billing model for the Reimbursements feature to ensure you only pay for what you use.
- Invitations are free: You are not billed for simply inviting users or granting them access to Reimbursements.
- Active user model: Billing is based on the number of user who creates at least one reimbursement claim within a calendar month.
FAQs
How can I check my current usage and plan limits?
To see your current active user count, go to Settings > Account & Billing > General Spend > Spend Reimbursements. You can view the Active users tile to see real-time submission data for the current cycle.
How much does it cost once we exceed our plan's free allowance?
For the latest information on per-unit costs, please refer to our Plans and Pricing marketing page.
When will we be charged for our active users?
The Reimbursements billing period follows the calendar month. Usage is calculated at the end of the month, and any applicable charges are billed on the 1st of the following month.
What happens to our allowance if I change my subscription?
Your free user allowance is tied to your plan level. If you upgrade, you will immediately receive the allowance of the higher plan; if you downgrade, your allowance will adjust to the lower limit of that new plan.