Overview
This guide covers the difference between annual renewal invoices and additional monthly invoices, provides step-by-step instructions on auditing your active user counts per business unit, and outlines how to permanently update your subscription plan to avoid recurring monthly overage fees.
Renewal Invoices
Your annual renewal invoice covers the total number of licenses and support fees agreed upon at the start of your contract.
- Account-Wide Coverage: The invoice covers your entire organisation. Licenses and support fees are billed for the account as a whole, rather than broken down by individual business units.
- Annual Timing: This invoice is generated during your subscription renewal month.
Understanding Additional Monthly Invoices
If your active employee count exceeds your original agreement, you will receive an additional invoice at the end of the month.
- Account-Wide Billing: Like your renewal invoice, these charges are billed for your total account. The invoice will not provide a breakdown of overages per specific business unit.
- Calculations: Charges are calculated based on the number of additional users active during that specific month.
Additional Monthly Invoices
If your headcount exceeds your agreed-upon limit, we calculate the increase monthly and bill you at the end of that period. These invoices are issued at the account level and do not include a breakdown per business unit.
To check to which business unit these additional licences are attributed to, you would need to:
- Go to People > Filter
- Under date-based filters, select "currently employed" ONLY and choose the business unit name from the department filter.
- Select the date range. For example- 'Date from' would be 01/05/2024 and 'Date to' would be 31/05/2024 if you are reviewing for the month of May 2024.
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If you have the Time & Attendance module; from people , click on columns and ensure that the field "Is T&A Enabled" is ticked.
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You can either;
- Manually check directly from your account, the number of active users and the number of users who have T&A enabled.
- For a more comprehensive breakdown, go to Reports > Generate a new report. Ensure you select the "Name", "Emp #", and "Is T&A Enabled" columns.
To save time in the future, we recommend scheduling this report to run on a monthly basis. This allows you to monitor user counts across each business unit proactively, ensuring you are never surprised by an overage invoice.
Billing & Overage Rates
When adding additional users above your agreement size, an overage invoice will apply, which is billed at the same rate as your current agreement.
The key difference lies in how billing is handled:
- If the number of users exceeds your current agreement, the additional users will be billed monthly.
- If you choose to increase your agreement size, billing will switch to a yearly cycle, but the cost per user remains the same as the monthly rate.
Upgrading your subscription
If you are consistently receiving a monthly overage invoice for additional license usage, and would like to update the number of employees that you had originally agreed upon, to avoid receiving such an invoice, you may do so by upgrading your Talexio subscription online. A pro-rata invoice will be issued from the current month till your next subscription renewal to cover these additional licenses.