How Your Company Is Billed

Your company is billed monthly based on the active assets you use. In the in-advance billing model, you are charged upfront for the current month, based on the number of days each asset is expected to be active throughout the month.

What Is Billed

For each asset that is marked as active and assigned a monthly price, a proportional monthly fee is calculated based on:

• Asset's monthly price
• Number of billable days in the month
• Total days in the current month

What Counts as a Billable Day?

Billable days depend on the asset’s activation and deactivation dates:

• If an asset is activated during the current month, billing starts from the day after activation.
• If an asset is deactivated during the current month, billing ends on the day of deactivation.
• If an asset remains active all month, the full monthly fee is charged.

The day the asset is activated is not billable. However, the day it is deactivated is included in billing.

How the Billing Date Impacts the Calculation

Billing calculations take into account the date when they are run. This means:

• If an asset is activated or deactivated after the billing calculation is run, those changes are not reflected in the current invoice.
• If an asset is deactivated before the calculation date, the system automatically adjusts the billable days.

Partial Billing and Refunds

If an asset was activated or deactivated after the previous billing cycle, the system checks whether:

• It needs to back-bill for newly activated assets that weren’t previously billed.
• It needs to issue a refund for deactivated assets that were charged fully last month but were turned off mid-month.

These adjustments are reflected as partial charges or refunds in your monthly billing summary.

Example:

If your asset is priced at £10/month and was activated on the 5th of the current 30-day month:

• You will be billed for 25 billable days (from the 6th to the 30th).
• Your fee: £10 × (25 ÷ 30) = £8.33

If the billing is calculated on the 9th, and you deactivate an asset on the 15th, it won’t be reflected this month, as the deactivation happened after the billing was run. However, the unused days from the 16th to the end of the month will be automatically refunded in the next billing cycle.

What You Receive

Once your monthly billing has been calculated, and if your company is set to use Xero invoices, you’ll receive:

• Invoice PDF
  A formal invoice summarising the total charges for the month.
  
• Fee Breakdown (XLSX)
  A detailed spreadsheet showing a breakdown per asset.

If your company uses manual invoicing, these documents are not automatically generated - you may receive a different invoice format from your provider.