If you already have an active subscription and need to add some additional users to your account or move from monthly to annual billing (or vice-versa), this guide will help you understand how to do it and the billing implications.
How to amend a subscription
Only a company admin can amend a subscription.
Go to the settings page using the cog icon and click the Billing link.
Here you will see the status of your current plan.
In the example above, the company has a monthly subscription for 15 employees.
To increase this number to 20, you would need to open the billing portal (in the top right)
From within the billing portal you can "Update plan" to change the total amount of employees.
It is possible to:
- Increase or decrease the number of users on the plan
- Change the plan from monthly to yearly, or vice versa.
How the new bill is calculated
When you click Upgrade, a new subscription is started and the old subscription is refunded based on the unused period of your previous invoice. This pro rata calculation is performed down to the second, so it is very precise.
The refund is credited to your account and deducted from the next payment.
In the above example, the company had a 15 user monthly subscription and moved to a 20 user monthly subscription. If they did this halfway through the month, then their new invoice would be for £10 (calculated as £16 for the new subscription minus £6 which was half of their previous monthly subscription).
If you move from a monthly to a yearly subscription, the same applies.
If you move from a yearly to a monthly plan or reduce your number of users, then you may be in a situation where the refund is greater than your new invoice amount. When this is the case, then your initial invoice would be zero, and the remaining refund will roll over to your next invoice.
The logic can be quite complex, which is why we rely on our industry-leading payment provider Stripe to perform it on our behalf. You can learn more about their method for applying these prorations by reading their guide here.