Procurify accounts include two types of licenses: Basic Licenses and Pro Licenses. Customers do not assign licenses directly in Procurify; instead, licenses are automatically consumed based on the roles and permissions granted to users. Each license type reflects a different level of access and responsibility to support how your organization manages spend. In practice, administrators assign roles to users, roles define permissions, and those permissions determine license consumption—if a role includes any Pro-level permission, the user consumes a Pro License; if not, the user remains on a Basic License.

Users with only request-level capabilities consume a Basic License. These are team members who primarily initiate spend within Procurify.

Key characteristics:

Users with Basic Licenses enable organizations to scale efficiently while maintaining control over spend, allowing all employees to request what they need without increasing licensing costs.

Users with Pro Licenses are responsible for approving, managing, and overseeing spend across the organization. These licenses include access to advanced functionality and operational controls. A Pro License is consumed when a user is assigned a role that includes one or more Pro permissions. These permissions enable advanced actions such as:

Any role that includes one or more of these permissions is considered a Pro role and consumes a Pro License.

Users with Pro Licenses may also have been referred to as Pro Users, Advanced Users or Power Users in some legacy pricing plans. The number of Pro Licenses a customer is entitled to is specified in the Order Form.

Important: Procurify charges for all Users with Pro Licenses, including licenses assigned to integration users.

Customers on some older P2P price plans are charged based on the total number of users, regardless of role or permission level.

If you would like to grow with Procurify, we encourage transitioning to our newer pricing model, Platform+, which includes unlimited Basic Licenses. This allows organizations to scale usage while maintaining full visibility and control over spend.

To provide maximum flexibility across customer organizations, our user licensing model utilizes a unique-user approach across multiple environments. If your order form includes multiple domains, a single User with Pro License can be granted access to several domains using the same email address without incurring additional license costs. For example, if 'User A' requires access to three separate domains for approvals or reporting, they will be counted as one consolidated Pro User, not three. This ensures your team can scale operationally across entities while maintaining a predictable and transparent cost structure.

In accordance with Procurify’s Terms and Conditions (Section 11.b), Procurify may conduct periodic audits to verify user entitlements.

If usage exceeds the thresholds defined in the Order Form, including the number of Pro Licenses, Procurify will issue an updated order form reflecting the difference between purchased and actual usage. Unless otherwise stated, excess usage will be billed based on current unit pricing, and customers agree to pay these amounts per their agreement terms.

Licenses and roles serve different purposes in Procurify:

A user’s license type (Basic or Pro) is determined automatically based on the permissions included in their assigned role(s).

From the standard Procurify roles:

For organizations using custom roles, classification depends on permissions:

For more details, refer to: User Roles & Permissions