Can you explain my invoice? (Core/Pro)

Are you unsure about some of the terminology on your invoice? Or perhaps you'd like a better idea of how our pricing works? We’ve put together this handy guide to walk you through what everything on your invoice means. Whether you’re a new customer or just curious about a specific line item, we’re here to clear things up and make sure you know exactly what you're being billed for.

Price Breakdown - how it works:

We charge per employee per month for the month ahead. Furthermore, we prorate that cost depending on the number of days they are active on the system in that month. More on this below:

1. Depending on the plan you have, you'll be charged a fixed rate per employee using TimeKeeper, each month. More on the different TimeKeeper plans can be found here.

2. We charge at the beginning of the month for that whole month’s usage.

3. We prorate that cost depending on the number of days they are active.

• If someone is added on the 16th of a 30-day month, they’d only be charged for 15 days (from the 16th to the 30th).

• If someone leaves on the 10th, you'd only be charged for the 10 days they were active.

4. Although you are charged for the full month up front, we adjust charges based on the actual number of days each employee was active, and credit any overpayments where applicable.

What does TimeKeeper cost?

This depends on the plan you have chosen, but if you pay monthly:

Core: £4.00 + VAT per employee, per month

Pro: £6.00 + VAT per employee, per month

Paying Annually

If you opt to pay annually, you'll receive a discount equivalent to 2 month's free. This discount also extends to any paid add-ons you purchase.

Why is my second bill higher?

Let's use TimeKeeper Core, paid monthly, as an example - the charge is £4.00 per employee per month, excluding VAT.

If you had 10 employees on the system, we'd charge:

10 * £4 = £40 + VAT = £48

Let's walk through an example from trial to subscription...

You start your TimeKeeper free trial in February with 5 employees.

When your trial ends and you decide to subscribe, we upgrade your account and bill you:

5 × £4 = £20 + VAT = £24

This is your first bill (for March).

You add more employees later...

Halfway through March, you add 10 more employees to your account.

When your April bill arrives, you now have 15 employees.

So we charge you:

15 × £4 = £60 + VAT = £72

But there’s more — the 10 new employees that were added during March weren’t included in your March bill.

To catch up, we charge for the time these 10 employees were active for in March.

As they were added halfway through the month, the cost would be:

10 × £2 (half of £4) = £20 + VAT = £24

So the second bill looks like this:

£60 for 15 employees in April

£20 for the 10 employees who were active for half of March

**Total: £80 + VAT = £96 **

This is a common occurrence when adding employees after your first subscription. The next month bill will level out again at 15 * £4 + VAT = £72.

Does it work the opposite way?

Yes - if you archived 10 employees, let's say half way through the month and we had billed for them, we'll credit 10 * £2 = £20 off your next bill.

On my invoice, what is meant by 'remaining time' and 'unused time'?

10 × remaining time = the time period for 10 employees (time used and billing owed).

Unused time × 9 = unused time (refunded) period for 9 employees.

It's a fair mechanism for the business and customer - you only pay for the time each employee account was live during the month. Once an employee account is archived, it's no longer considered live and won't incur any charges.

If this didn't quite fit the bill (excuse the pun) and you have further questions, please reach out to us at [email protected] and we'd be happy to help.