Billing of additional numbers and users

If you plan to add extra users or phone numbers to your Aircall account, it’s important to understand how billing works. This article explains how additional units are billed depending on your plan type and usage.

Before adding new users or numbers, check how many are already included in your current plan. Any units added beyond this limit will be billed as additional units. For more details, see How to find information about my plan.

Tip: Always confirm your included units before adding new ones to avoid unexpected charges.

Billing for minimum licenses

Your Aircall contract includes a minimum number of licenses (users or numbers). This represents your minimum billing commitment. You will be charged for this minimum number even if fewer units are created or used.

This ensures predictable billing and allows Aircall to allocate resources effectively, regardless of actual usage. Your Aircall contract defines the number of user licenses and included numbers. If you are unsure about these details or want to review your contract terms, please contact your Customer Success Manager.

Monthly plan: billing of the additional units

Here’s an example to clarify how billing works for additional units on a monthly plan: Company logo > Plan > Additional

How the additional units appears on the monthly invoice:

This client is billed monthly on the 13th. If additional units are removed before the next invoice, those units won’t be billed for the upcoming period.

However, if an additional unit is removed just a few days before the next invoice, it will still be billed until the end of the current billing cycle.

Example:

If an additional number added months ago is removed on October 1, 2024, the client will still be billed for that unit from September 13, 2024, to October 12, 2024. The invoice for October 13, 2024, to November 12, 2024, will not include the deleted unit, but the invoice from September 13, 2024, to October 12, 2024, will remain the same.

Annual plan: billing of the additional units

How the additional units appears on the plan page: Company logo > Plan > Additional

How the additional units appears on the invoices:

• July 2024 invoice

• August 2024 invoice

Example:

The client's annual subscription began on July 31, 2024, and they added the following additional units:

Numbers:

• 1 number: Added before July 31, 2024, so it was billed for 12 months on July's invoice.

• 2 numbers: Added on August 8, 2024, so they were billed for 11.74 months on August's invoice.

Users:

• 12 users: Added before July 31, 2024, so they were billed for 12 months on July's invoice.

• 2 users: Added on August 8, 2024, so they were billed for 11.74 months on August's invoice.

• 1 user: Added on September 17, 2024, so this unit will appear on September's invoice and be pro-rated.

Annual plan billing for additions prorated annual fee 

• Additional users/numbers are typically billed for the full year commitment, calculated on a prorated basis from the date they are added until your subscription end date.

• Monthly Exception: If you are on an Annual Commitment but have monthly invoicing (instead of paying upfront annually), any additional units you add may be billed on a monthly basis instead.

How admin users are billed

Aircall’s billing is based on active user licenses, regardless of role or call activity. Every user with access to the Aircall platform - Admin, Agent, Owner, or Supervisor - requires a license.

Why admin users need licenses

Admin users require licenses for essential functionality:

• Platform access: Manage users, settings, and reports in the dashboard.
• Feature utilization: Use platform tools for account management and reporting.
• Account management: Oversee and optimize your Aircall setup.

Managing users and numbers efficiently

Once a user or number is deleted from the Aircall Dashboard, the additional cost will not appear on your next monthly invoice - unless a new unit is added before the next billing cycle.

Adding more users or numbers than your plan allows will automatically trigger a new invoice, even if you remove them immediately. This charge applies regardless of whether the units are used.

Once paid, those units retain their seat on your account. If you remove and later re-add a unit before the end of your contract, you will not be billed again for it.

Important: Adding any new user or number—even if deleted right away—will still count as a charge for that billing period.

To avoid unnecessary charges, remove any users or numbers you no longer need before adding new ones. Adding more units than your contract includes will automatically trigger a new invoice for the additional units, even if they are deleted immediately.

Note: The number of licenses (users or numbers) listed in your contract represents a minimum billing commitment. You will always be billed for at least that number of licenses, even if fewer are created or active in your Aircall Dashboard.