Billing, seats, invoices and tax exemption

Owners change plan, seats, add-ons, payment method and tax settings under Console → Billing. Prices are per seat per month, billed yearly: Gateway $6, Hosted $12, Hosted Pro $18, with a $49 minimum per organization. Yearly billing saves two months compared with monthly.

Prototype screen: Billing — Billing: plan, seats, invoices, payment methods (card, Apple Pay, Google Pay, PayPal, ACH) and tax. (Prototype screen, sample data.)

Before you start

Owner role. Admins and Compliance can view invoices but not change the plan.
Your billing address, which drives sales tax, and a tax exemption certificate (PDF) if you hold one.
Your bookkeeper’s email address for automatic invoice copies.

Steps

Console → Billing → Plan. Change the plan or add-ons. The archive add-on brings Gateway to $9 per seat (6-year retention for healthcare and legal, 7-year for accounting) or $10 for the RIA books-and-records profile. The $49 minimum equals 8 Gateway or 4 Hosted seats. Seats are capped at 200; dedicated infrastructure for 250 or more is a separate agreement.
Seats follow your directory when sync is on. Otherwise add or remove people under Users. Seats added mid-term are prorated to the end of the term; the invoice preview shows the exact amount before you confirm.
Payment method: card, Apple Pay, Google Pay, Link, ACH Direct Debit or PayPal. Invoicing is available for annual plans over 25 seats; ask from the Billing screen.
Invoices: download PDFs or set an address to receive each one automatically.
Tax: upload the exemption certificate; until it is accepted, tax is calculated from your billing address.
Trial: 14 days with a card or PayPal on file and $0 charged. The first charge happens when the trial ends unless you cancel.

Verify

Billing → Next invoice shows the new seat count, add-ons and total. A receipt arrives by email after every charge.

Troubleshooting

Charge failed. Cause: expired or replaced card. Fix: update the payment method. Sending pauses after 14 days of non-payment; receiving never pauses.
Invoice shows more seats than staff. Cause: directory sync counts every active user, including people who left but were never suspended. Fix: offboard them; the next preview updates.
Total is $49 but seats times price is less. Cause: the organization minimum. Fix: none needed; add seats and the minimum stops applying.
Want an invoice but have fewer than 26 seats. Cause: invoicing is for annual plans over 25 seats. Fix: pay by ACH, which suits most bookkeepers.
Tax still charged after uploading a certificate. Cause: the certificate is pending review or names a different state than the billing address. Fix: check Billing → Tax for status and match the address.

Example

Ortiz CPA has nine staff on Microsoft 365. Daniel Ortiz chooses Gateway with the 7-year archive add-on: nine seats at $9 is $81 a month, $972 billed yearly, comfortably above the $49 minimum. He pays by ACH and sends invoices to the firm’s bookkeeper automatically. In February a seasonal preparer joins and the seat is prorated for the rest of the term; when she leaves in May he removes the seat, and the next invoice preview shows the lower count.

FAQ

Is there a monthly option?

Yes. Yearly saves two months against the monthly rate, and invoicing requires an annual plan.

Is there a plan for one person?

A $29 per month Solo plan is ROADMAP and not available yet. Today the $49 minimum applies.

What happens if we cancel?

See Cancellation and refunds. You can export everything within 30 days of leaving and receive a certificate of destruction.

Our IT provider pays for us. Does this screen still apply?

On bill-through your provider handles payment and you see no invoices here; plan and seats still appear.

Still stuck? A human answers within 15 minutes on chat, 1 hour by email during business hours (24/7 for outages).