We process your billing on the last day of every month, and invoices are sent to you via email within a few business days (invoices are dated the last day of the month). Payment processing dates vary by product: Employment Hero HR invoices are processed on the 14th, Employment Innovator invoices on the 10th, and Keypay invoices on the 8th.

Active users

An active user is defined as any individual set up in your Employment Hero system, including employees, contractors, managers, CEOs, admins, or any other user type that is active or pending in your system at the end of the billing period.

Your billing is calculated based on:

• Contracted users: The number of users specified in your contract
• Actual users: All active and pending users in your Employment Hero system at the end of the billing period

We will bill you for whichever number is higher.

Important notes about user counting:

• All user types count toward billing (employees, contractors, managers, CEOs, admins, etc.)
• Both active and pending users are included in the count
• Users must be offboarded before the last day of the month to avoid being included in billing, as the billing snapshot is captured on the last day of the month
• Any changes made after the billing snapshot date will be reflected in the next month's billing

Billing period and timing

The billing period runs from the 1st to the last day of each month. We take a snapshot of your users on the last day of each billing period to determine your actual user count for that month.

If you need to make changes to avoid being charged for users you no longer need, ensure these changes are completed before the last day of the month, as any changes made after the billing snapshot will be reflected in the following month's billing.