Expense SaaS charges per member every month. The honest one-time-purchase alternative — batch AI receipt extraction with your own key — plus today's Expensify/Zoho prices, verified and dated.
Expense-report tools charge per member, every month, to turn a pile of receipts into a report your accountant will accept. Here is the honest case for doing it with a tool you buy once — and a straight look at the free field.
What expense SaaS actually costs
Prices read on the vendors' own pages on 2026-07-22:
Expensify — Collect $5 per member/month (read 2026-07-22), rising to $9 per active member/month on higher usage; a limited free tier exists.
Zoho Expense — a genuinely free tier for a small number of users (read 2026-07-22), then a paid Standard tier per user. If your data living in Zoho's cloud is fine and your team is tiny, the free tier is an honest option — compare on ownership, not price.
Per member is the part that scales against you: a 5-person team on Expensify Collect is $25/month — $900 over three years.
The free self-hosted field (honestly thin)
For business expense reports with receipt extraction, the open-source field is thin. Personal-finance tools like Firefly III are excellent and free, but they are personal budgeting ledgers, not per-member business expense-report generators with receipt OCR — so naming one as a drop-in would be dishonest. If a personal ledger genuinely covers your need, Firefly III is a strong free choice.
Where a paid, owned tool fits
Expensa is our commercial entry: a one-time $49 purchase with the full PHP source. Batch-upload receipts and let your own AI key (bring-your-own LLM provider) extract, categorize, and total them into an accountant-ready report — with strict multi-currency safety and editable auto-categorization. Nothing per-member, nothing metered. Live demo, no signup.
Honest limits, in plain text before you pay: it is not accounting software — no ledgers, no tax filing, no accountant replacement. It turns receipts into a clean categorized report and exports; your accountant still does the accounting.
The three-year arithmetic
Against Expensify Collect at $5/member/month for a 5-person team ($25/month), Expensa's $49 one-time purchase breaks even in the second month, and then the meter stops — over three years that is roughly $900 rented versus $49 owned (plus your own metered AI-key usage, which for occasional receipt batches is cents). The rent-vs-own three-year math runs the full numbers.
Payment is processed by Lemon Squeezy, our Merchant of Record — legally the seller on your invoice. Cards and popular local methods are supported and checkout is fully hosted on their secure page.
What payment methods can I use?
Major credit/debit cards and, depending on your country, methods like PayPal — the checkout shows exactly what is available to you.
Is VAT included? I need to buy as a company
Lemon Squeezy calculates and handles VAT automatically for your country. At checkout (or afterwards from your receipt) you can add your company details and VAT ID for a compliant B2B invoice.
What currency will I be charged in?
Prices are listed in USD; checkout shows your local equivalent and your bank statement will reflect the converted amount.
Is this a subscription? Will I be charged again?
No. Every product is a one-time purchase — no renewals, no recurring charges. You own the software and your key does not expire.
Can I try before buying?
Yes — every product page has a live demo with sample data you can click through freely. That is the intended way to evaluate before purchase.
Orders & receipts
Where is my order?
Delivery is instant: your download and license key appear on the confirmation screen the moment payment completes, and a copy is emailed to you straight away — check spam for "ownware.io" if you do not see it. Lemon Squeezy separately emails a payment receipt. Still stuck? Contact us with your order reference and we will re-send your delivery.
I need an invoice / VAT receipt
Lemon Squeezy issues a compliant receipt automatically. Open the link in your receipt email to add company details and VAT ID — it regenerates the invoice.
I typed the wrong email at checkout
Contact us (see "Contact" below) with the order reference from your card statement and the correct address — we will re-route your delivery.
Who exactly is the seller on my statement?
Lemon Squeezy (our Merchant of Record) — that is the name on your card statement and invoice. This store operates the catalog; full details are on the Legal page in the footer.
Downloads & re-access
I lost my download or license key
Two permanent routes: (1) your Lemon Squeezy receipt email has a "Download your files" button that always works; (2) the buyer portal — "Your purchases" in the footer — emails you a sign-in link, no password needed.
Do I get updates?
Your download link always serves the current build at the time you fetch it — re-download any time from your order page or the buyer portal.
On how many computers can I download it?
Downloading is unrestricted for you as the buyer. Deployment is what the license covers: one production site, with up to 5 activations for reinstalls/staging/migrations.
Installation & setup
How do I install it?
Upload the contents of the app/ folder to your web host (e.g. public_html), open your domain, and the installer starts automatically — enter database details and your admin login. Typical time: about 5 minutes. A QUICKSTART file with these exact steps is inside the ZIP.
What does my server need?
A standard PHP host: PHP 8.0 or newer with MySQL/MariaDB — ordinary shared hosting works. Most products can also run on SQLite for a zero-config local trial.
Can I try it locally without a web host?
Yes: unzip, run "php -S localhost:8000 router.php" inside the app folder, open localhost:8000 in your browser.
The installer fails — what now?
Usually database credentials: re-check host, database name, user and password against your hosting panel. If the installer page itself will not load, confirm PHP 8.0+ on your host. Still stuck? See "Contact" and include the exact error text.
Do you install it for me?
The installer is genuinely a 5-minute, form-based process designed for non-developers — try it first. Support covers questions when something does not behave as documented.
License & usage
What does the license allow?
One production site per license, for you or for a client. Reinstalls, staging copies and server moves are fine — your key allows up to 5 activations. The authoritative text is LICENSE.txt inside your ZIP.
Does the license or key ever expire?
No. One-time purchase, permanent key, permanent access to your files.
Can I modify the source code?
Yes — you receive the full, unobfuscated source and may adapt it freely for your deployment. That is the point of owning it.
Can I use it for a client project?
Yes — one license per deployed production site. If you are building a hosted service around a product at scale, check the extended terms in LICENSE.txt.
Can I resell or redistribute it?
No — the license covers deploying it, not redistributing the code itself. Reselling the ZIP or source is not permitted.
Refunds
What is the refund policy?
Refunds are handled by Lemon Squeezy as the Merchant of Record under their standard digital-goods policy — reply to your receipt email to start the process. Because full live demos exist for evaluation, please try the demo before buying.
I bought the wrong product
Contact us (see "Contact") with your order reference — genuine mix-ups are sorted pragmatically.
Legal, privacy & terms
Where are the terms of sale?
The Legal page — linked in the footer of every page — covers terms of sale, licensing summary, privacy and the refund route in one place.
What data do you collect about me?
The minimum a store needs: your order email (delivery, license, portal sign-in links) and your license keys. Payment data lives entirely with Lemon Squeezy — this site never sees your card. No analytics trackers, no ad pixels. Details: Legal page → Privacy.
GDPR — what are my rights?
Access, correction, deletion and the rest apply. Email us (see "Contact") for any data request; payment-side requests are honored via Lemon Squeezy as processor/MoR.
Is my payment information safe?
Your card details go directly to Lemon Squeezy's PCI-compliant checkout — they never touch this site's servers.
Who operates this store?
The operator identity and contact are on the Legal page (footer). The transactional seller on every invoice is Lemon Squeezy as Merchant of Record.
Affiliates
Do you have an affiliate program?
Yes — 35% commission on one-time products with a 90-day cookie, run natively through Lemon Squeezy. See the Affiliates page: ownware.io/affiliates.
How and when do affiliates get paid?
Lemon Squeezy tracks your referrals and handles payouts under the program rules shown when you join.
Contact
My question isn't answered here
Email orders@ownware.io with your order reference — include any error text and your PHP version if it is a setup issue.