If you're considering adding extra users or numbers to your Aircall dashboard and wondering how they will be billed, this guide is for you.
Before You Add Users or Numbers
First, check how many users and numbers are included in your current plan. Any additional users or numbers added beyond this limit will be billed as extra units.
To verify what’s included in your plan:
- Log in to your Aircall dashboard.
- Go to My Company > Plan > Included in Plan.
- (For more details, see our guide: How to Find Information About My Plan).
Recommendations for Managing Users/Numbers
Before adding new users or numbers, it's advisable to delete any unnecessary units. Adding more units than those included in your plan will automatically generate a new invoice for additional units, even if they’re removed immediately.
Additionally, paid units will retain their seats on the account. This means that if a unit is removed and then re-added before the contract end date—while remaining unused—the seat won't be billed again since it was already paid for in advance.
Billing for Minimum Licenses
Keep in mind, the number of users or numbers specified in your contract is a minimum billing commitment. You will be charged for this minimum even if fewer units are created or used. This ensures billing consistency and allows us to allocate resources effectively, regardless of changes in actual usage.
Monthly Plan Billing for Additional Units
Here’s an example to clarify how billing works for additional units on a monthly plan:
How the additional units appears on the plan page:
"My company > my 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.
Removing Additional Users/Numbers
Once a user or number is removed from the dashboard (see Admins - Deleting Users), the additional cost will no longer appear on the next monthly invoice, unless a new unit is added before the next billing cycle.
Annual Plan Billing for Additional Units
How the additional units appears on the plan page:
"My company > my 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.
Related articles:
How do I read the items listed on my invoice?
Investigating unexpected charges - additional users and numbers