Understanding Prorated Subscription Charges
Your Office Puzzle subscription is billed based on the number of active users in your account, charged at a per-user, per-month rate. To reflect actual account usage, we apply prorated billing when users are added or removed during the month.
This guide explains how proration works and how you can manage your account to keep your billing accurate and aligned with your team’s structure.
What is Prorated Billing?
Prorated billing means that when a user is added or deactivated partway through the month, your invoice will reflect only the portion of the month that the user was active.
It’s important to note that active refers to whether the user is enabled in your account—not whether a user logged in or used the platform.
Example: How We Calculate Charges
Let’s say your subscription rate is $19.99 per user/month. The per-day rate is calculated by dividing the monthly rate by the actual number of days in that month.
For example, in a 30-day month:
- $19.99 ÷ 30 = $0.666 per day
- A user active for 5 days → $3.33
- A user active for 10 days → $6.66
- A user active for 21 days → $13.99
In a 31-day month, the per-day rate would be slightly lower:
- $19.99 ÷ 31 = $0.645 per day
Charges are automatically calculated based on each user’s activation and deactivation dates, using the actual calendar days in the billing month.
Best Practices for Accurate Billing
To ensure your subscription charges reflect your team’s current structure:
- Activate users only when needed. Billing starts the day a user is marked active in your account.
- Deactivate users promptly when access is no longer required. Charges stop accruing on the deactivation date.
Keeping your user list current helps maintain a clear, accurate billing experience. For guidance on profile management, see our activation/deactivation tutorial. If you have any questions or need support managing users, we’re here to help.