Plans, seats, and billing

Understand the organization trial, what a billable seat is, how monthly and annual plans charge for seats, and how to manage or cancel your plan.

An organization pays a flat platform fee plus a per-seat charge for each associate. Everything about it lives on the organization's Billing page, which Directors and Finance members can see and act on. This page explains what you're charged for and how the plans behave.

What a seat is

A billable seat is an active member in the Associate role. Nothing else counts:

Supervisors, Managers, Auditors, Directors, Finance, and IT are free.
Pending invitations never count. A seat starts when the person accepts.
Change an Associate to another role and the seat stops counting; change someone into Associate and it starts.

The Billing page's Who holds a billable seat lists each seated associate by name, email, and join date, followed by a tally of the roles included at no charge and any pending invitations, so an invoice line is always reconcilable against a list of people.

Your trial

Every organization starts with a 30-day trial and no card required. Your dashboard's Plan tile and the Billing page show the date it ends. During the trial your team has full access.

When the trial ends without a plan, the workspace goes read-only for growth: invitations, resends, changes into the Associate role, and new supervision connections are refused until a Director or Finance member chooses a plan. Everything already logged is preserved, reads keep working, and members can still leave or be removed.

Start your plan

On Billing, under Start your organization plan (or Reactivate your organization, if the trial has already ended):

Choose a Plan. Annual is $199 per year for the platform plus $49 per year per associate; it's marked Best value. Monthly is $20 per month plus $5 per month per associate. Each card shows the total for your current seat count.
Enter your Card information. Your card goes directly to Stripe.
Read the automatic-renewal disclosure and tick the consent box.
Select Start organization plan.

You're charged today for the platform fee plus your current seats, and the subscription renews automatically until you cancel. Licentio emails your billing contacts a confirmation.

Prices are shown in the app when you choose a plan; the amounts above are the published organization prices at the time of writing.

How seats are charged

The two plans handle a changing team differently, and both are stated on the Billing page.

Annual. You pay for seats in advance. Adding an associate mid-year raises your seat count and Stripe charges a prorated amount for the rest of the year, right away. Removing an associate lowers next year's count but doesn't refund this year; the paid slot stays yours, so refilling it with a new associate costs nothing until you exceed the number of seats you've already paid for. At renewal, you're billed for your actual headcount.

Monthly. Each month bills the highest number of associates you had during that month, not the number on the last day. Adding someone mid-month raises the mark with no immediate charge; removing someone lowers next month's bill, not this one. The Billing page's This cycle's peak tile is the number you'll be billed for.

Next invoice on the Billing page is Stripe's own estimate for the upcoming charge and its due date.

Manage your plan

Payment method — Update payment method opens Stripe's secure portal to change the card. That's the only thing the portal is for; seat counts are set by your roster, not by hand.
Current plan — on Monthly, Switch to annual billing moves you immediately, credits your unused monthly time, and starts the annual term today. Moving from annual to monthly takes effect at your next renewal; contact support to arrange it.
Invoice history — your settled invoices, with View and PDF for each.
Billing contact — set on the organization's Settings page. Invoices, receipts, and renewal notices go there; if it's empty, they go to whoever created the organization. Members with billing access can also opt in to these notices. See Settings and the audit trail.

Annual plans get a renewal preview by email before the renewal charge, showing the seat count and estimated total.

If a payment fails

Stripe retries the card automatically, and Licentio emails your billing contacts each time with Update payment method. Nothing is lost. Your organization keeps full access for a short grace period after the missed date; after that, its coverage lapses until the card is fixed: growth actions pause, and seated associates are on their own subscription's terms in the meantime.

Cancel

Under Cancel your organization plan, select Cancel organization plan. The Before you cancel panel spells out exactly what happens at the end of your paid period: aggregate reporting is removed; pending invitations are revoked; associates move to individual accounts, keeping their own records; and the organization is closed for good. Your team keeps full access until that date, and you can select Keep my plan any time before then to call it off.

Cancellation closes the organization when the period ends, permanently. Members' licensure records are untouched, but the workspace, its dashboards, and its exports are gone. Starting over means creating a new organization and inviting everyone again. If you only need to pause spending, remove seats instead.

Gotchas

A seat is a role, not a person. Every active Associate is billed, whether or not they're logging. Move staff who don't track hours to a staff role, and remove people when a placement ends, or you'll pay for seats you don't use.

Monthly bills the peak, not the end of month. Adding and removing someone in the same month still bills that seat for the month.
Annual mid-year additions charge immediately. Expect a prorated invoice when a new associate accepts, unless you're refilling a seat you already paid for.
The trial's end date is on the page; put it in your calendar. When it passes without a plan, your team can't be grown until billing is set up.
Cancel means close, not pause. Read the panel before you confirm.

FAQ

Do associates need their own subscription? No. While they hold the Associate role and your plan is active or in trial, your organization covers their access. Their own Subscription page says Your seat is covered by Organization. If they leave, coverage ends that day.

What happens to an associate who was already paying? Once your organization is on a paid plan, Licentio ends their personal subscription so they aren't billed twice: a monthly plan runs out its period, an annual plan ends at the end of the current month with the remaining whole months refunded. They get an email explaining it.

Can I apply an offer code to an organization? Not from the app. Offer codes apply to individual subscriptions. Contact support@licent.io about organization arrangements.

Who gets billing emails? Your Contact email from Settings (or the creator's address if that's empty), plus any Director or Finance member who has Organization billing notices switched on. The billing contact is notified either way.

Where do I see the exact amount before I'm charged? On the Billing page: the plan cards show totals for your current seat count before you start, and Next invoice shows Stripe's estimate once you're on a plan.