When you first submit your payment information, you will be charged upfront for the agreed amount of users and interval, monthly or yearly, unless your contract stipulates a delayed start date. Please see the exemplary invoice below.
Adding users
You can add users throughout the contract period. Upon reaching a threshold of new users added within the period, you will receive an interim invoice in which each additional user is charged pro-rata from the time they were added for the remaining time of the contract. New interim invoices get triggered monthly if a certain amount has been surpassed.
Important notes:
(A) all invited and active users will be billed and added to your invoice.
(B) if a user is deactivated, their activated license will be available for the next invited user to be used up before being billed for more activated licenses. See more details here.
(C) deactivating a user does not automatically downgrade the no. of billed licenses for your subscription. Any additional licenses are added to your minimum licenses, and this increased number will apply during the respective initial or renewal term. It will also serve as the minimum license for any subsequent renewal. (see our terms here, section 6.2).
An interim invoice can be read as followed, please refer to the example below:
In this example, the customer agreed on 80 licenses when starting the contract. On March 15 two new users have been uploaded, which now adds up to 82 users in total. The amount billed equals 8,176.60 € pro-rata for the remaining months of the contract year. As the customer paid for 80 users already upfront, these costs get subtracted (the 'Unused time' line). On July 05 the customer adds eight new users, which adds to 90 total users and a sum of 5,9991.69 € pro-rata for the remaining period of the contract year. The sum already paid for the existing users gets deducted again.
Another simple way to visualize these line items from the same example:
Contract Date: 15 February 2021 - 15 February 2022
- You activated 80 licenses (invited users and active users), you pay for 80 licenses.
- When you add 2 more licenses on 15 March, 2021, you are charged for 82 licenses going forward.
- But since you already paid for 80 licenses until the next renewal date aka until February 15, 2022, we refund that amount to you (cost of 80 users between 15 March 2021 and 15 February 2022).
- Every time you add new users, we charge you for total new users (remaining time on all users) and then refund you the previously paid amount for previous no. of users (unused time from older no. of users).
Deactivating users
If you deactivate a user, the license activated for this user can be used by another user. Please make sure the employee's profile is deactivated, before adding the new user, to ensure an already activated license is used up before you are charged for more user licenses.
It is not possible to downgrade your licenses throughout the contract year. Please read more about deactivating users and what it means for your bill in this article.
Contract renewal
A renewed contract will resume with the maximum amount of users from the contract period before. Please see our Terms of Service for further information on payment terms and commitment periods.