Every client you’re subscribing to Melio gets access to three users free of charge. Sometimes they need to adjust the access of some team members to the Melio account.
Adding or removing users impacts subscription billing. This article explains how.
Note: Can my client add users if the firm is billed for the subscription?
No, they can’t. If they try, they’ll get a notification to contact you. Learn more about this issue.
This article will cover:
What happens when adding users?
New users are added immediately.
When adding a user in the middle of a billing cycle, we'll calculate the cost difference for the remaining days until the next billing cycle.
Let’s see an example:
- Client’s plan: Core, includes 3 user for free + 1 accountant, $15 per month.
- Adding 3 more team members.
- Time of adding: May 10.
- The billing cycle starts on day 1 of each month.
The monthly cycle is 30 days. Therefore, there are 20 days left for the current billing cycle.
How billing is calculated
Proration in May: [Price per user * (numbers of days left in May/monthly cycle)] * 3 users = $10 * (20/30) * 3 users= $6.66 * 3= $20
Renewal billing for June: Cost of the Core plan + 3 additional users + prorated cost from May= $15+$30+ $20= $65
Note: Do you need to add an Accountant to the client’s account?
You can add as many Accountants to your client’s account free of change.
But in order to enjoy this benefit these accountants must be members of the firm and assigned to the client’s account. If your client will add accountants to the account, they will be included in the three users’ limit. Learn more about Melio’s roles and permissions.
What happens when removing users?
Removing users takes effect immediately.
Note: Will removing a user reduce my client's free user limit?
No. Your client won't lose the free users. They can keep the three free spots, even if they remove users. They can add new users for free, as long as it's within the three-user limit. Only extra users beyond that will have a cost.
How billing is calculated
When removing users in the middle of the billing cycle, we’ll calculate how many days until the next billing cycle will be affected by this change.
This amount will then be deducted from the next subscription bill, ensuring your client only pays for the time users actually access the account.
Let’s see an example:
- Client’s plan: Core, includes 3 user for free + 2 paid users +1 accountant, monthly billing cycle, $35 per month.
- Removing 1 user.
- Time of removal: May 15.
- The billing cycle starts on day 1 of each month.
The monthly cycle is 30 days. Therefore, there are 20 days left for the current billing cycle.
- Credit for 1 user in May: Price per user * (number of days used in May/monthly cycle)
- Renewal billing for June: Core plan with 3 user for free + 1 paid users +1 accountant- credit for 1 user removed in May= $25 - $5= $ 20