If you’re an administrator but cannot see the Billing section, it’s likely that you do not have the appropriate billing access rights. Please contact your workspace administrator with billing permissions to request access or to make any necessary changes.
Plan overview
At the top of the page you see a plan card that summarizes your subscription:- Plan name and status — e.g. Essentials plan · Active. If the subscription is canceled, paused, past due or pending activation, a colored status badge and an explanation banner are shown.
- Seats — the number of seats currently billed.
- Per seat / month — the normalized per-seat cost regardless of billing cycle.
- Started on / Next renewal — key dates for your subscription.
- Total per month (or per year / per period) — the recurring amount for the current cycle.
Managed by Microsoft
For a subscription purchased through Microsoft AppSource, the card is labeled Managed by Microsoft and shows the plan, status, billed seats, billing cycle, and renewal or end date. Use Manage in Teams admin center or Manage in Microsoft 365 admin center to open Microsoft’s subscription management. View invoices in Microsoft 365 admin center opens the Microsoft billing portal. Keep the seat count in sync opts in to the nightly Microsoft seat update. When enabled, absentify raises or lowers the purchased quantity to match the workspace user count. If Microsoft does not allow absentify to update the subscription, the switch is disabled and you adjust the quantity in the Microsoft 365 admin center.Seat usage
Below the plan card, the seat usage section shows who counts toward your billed seats:- Active, Inactive, Archived and Reserved members are all included.
- If your plan has a minimum seat count, reserved seats are shown separately and a tooltip explains the minimum.
- Pending sync members are users who have been added but are not yet reflected in your subscription. Paddle subscriptions include them at the next daily seat-count sync and bill them on the following invoice. For Microsoft subscriptions, automatic increases and decreases require Keep the seat count in sync.
Can I move an existing licence to another user?
What customers sometimes call an absentify licence (or license) is a billed seat. Seats are calculated from the users in your workspace rather than assigned as individual licence keys, so there is no separate licence to transfer. If you are replacing one user with another, delete the old user and then add the new user. Deleting is permanent and removes the old user’s data, so export anything you need first. Archiving the old user does not free a seat. Your billed seat count reflects the change after the next seat-count sync, subject to any minimum seat commitment.Next seat-count sync
absentify runs the seat-count synchronization once a day. For Paddle subscriptions, changes appear on the next invoice or, when Paddle’s per-seat charge threshold is reached, in the next sync. For Microsoft subscriptions, automatic increases and decreases require Keep the seat count in sync.Active add-ons
If your plan includes legacy or contract-specific add-ons — such as Early Bird, extra Departments, extra Calendar Sync slots or the Manager add-on — they are listed as badges below the seat-usage section. See Add-ons and special entitlements for their effects.Discounts
When a discount is active on your subscription a green banner appears showing:- The discount value (percentage, flat amount, or per-seat amount).
- How many billing periods remain, or whether it is one-time only.
- The expiration date, if applicable.
Scheduled changes
If a pause or resume has been scheduled for your subscription, a banner at the top of the page shows the type of change and the date it will take effect.Payment details
The Payment details section shows:- Next invoice — the date and the number of days until your next charge.
- A cost breakdown: Subtotal, Tax (with rate if applicable), Discount (if any) and Total.
- An Edit billing info button to update your billing address or company details, and a link to update your payment method via Paddle’s self-service portal.
Billing history
The Billing history table lists past invoices so you can download them and review payments. When unused account credit is available, absentify shows a banner above the table. The heading shows your remaining spendable amount followed by in account credit. The line below it reads This is applied to your next invoice automatically. The table has these columns:- Date. The date the invoice was issued.
- Invoice. The invoice total in your billing currency. A negative value means the subscription change created credit instead of a charge, for example after a downgrade.
- Paid. The amount actually charged. A dash means nothing has been collected yet. A settled invoice that was covered by account credit shows a currency-formatted zero, such as €0.00.
- Account credit. How this invoice changed your credit, not the running balance. A positive value starts with a plus sign. That amount is credit this invoice created, for example from a downgrade or from removed seats. A negative value is credit this invoice used. A dash means this invoice did not change your credit.
- Status. Paid, Canceled, Past due or Pending.
- Download. Select to download the invoice PDF.
Cancellation and refunds
For a self-service subscription, you can cancel by switching to the Free plan under Settings > Upgrade. You can cancel anytime up to one day before your next billing date to avoid the next renewal. Your paid plan remains active until the end of the current billing period. Enterprise subscriptions or individually negotiated agreements may have different cancellation terms; the applicable agreement governs.If I cancel my account, can I get a refund?
When you cancel a self-service subscription, no refund is issued for the remaining subscription period. Payments already made are non-refundable under the Terms and Conditions on the absentify website. For Enterprise subscriptions or individually negotiated agreements, the terms of the applicable agreement govern. Removing users is handled differently: if deleting a user actually reduces the billed seat count, absentify may, at its discretion and under the website Terms and Conditions, issue prorated account credit for the unused portion of that seat. Minimum seat commitments or other contractual terms may prevent a reduction. Archiving a user does not reduce the seat count. Account credit is applied to future invoices and is not a refund or cash payment; you can review it under Billing history.Overdue payments
The overdue flow in this section applies to Paddle subscriptions. If a renewal charge fails, Paddle marks the subscription as Past due. That usually happens when the saved payment method has expired, been declined, or has insufficient funds. From that moment the workspace has 14 days to pay before access is restricted. If a Paddle subscription is paused, access is restricted immediately. If one or more invoices stay Past due, absentify restricts access 3 days after the earliest overdue invoice due date. That still applies after you cancel and the workspace is already on the Free plan. The red banner uses whichever of those two deadlines comes first.Reminder banner
A red banner at the bottom of the app warns that payment is outstanding. Users with billing access see the deadline. Other users see a notice to contact their administrator. Administrators and users with billing access see the banner as soon as a deadline exists. Other users see it from 7 days before that date. When an invoice is overdue, they see it right away. Administrators and users with billing access cannot close the banner. Other users can close it for the current browser session with Close on the right. It comes back in a new session until the overdue amount is paid. Paying the invoice, or updating the payment method in the Self-Service Portal, removes the banner for the whole workspace.Access restricted
A paused subscription blocks access immediately. For a past-due subscription and for overdue invoices, access is restricted when the deadline is reached. No user in the workspace can use absentify until the open amount is paid. If the subscription has been past due for 14 days or is paused, the title is Your subscription payment is overdue. If the subscription is not past due for 14 days and is not paused, the title is You have overdue invoices.- Users with billing access see a full-screen message with recent invoice history and Update Payment Method, which opens Paddle’s self-service portal.
- Administrators without billing access see a full-screen message with payment instructions and Go to Payment Details.
- All other users see a full-screen message that tells them to contact their administrators.
Common actions
Update payment details
- Select Edit billing info to update your billing address or company details.
- To change your credit card or payment method, select the update-payment link which opens Paddle’s self-service portal.
View or change your plan
- Select View plans in the page header or Change plan on the plan card.
- You are taken to the Upgrade page where you can compare plans, switch billing cycles and confirm changes.
- When you downgrade to a lower plan or cancel to Free, the confirmation step asks why you are leaving. absentify applies the plan change only once you have written at least 15 characters. See Downgrade your plan.
Download an invoice
- Scroll to the Billing history section.
- Select Download next to the invoice you need.
Important notes
- All users — active, inactive and archived — count toward your billed seats. To reduce your seat count, you must delete users rather than archive them.
- Keep your payment details up to date to avoid service interruptions.
- If you encounter issues, contact our support team or visit the Self-Service Portal for assistance.
Need help with billing? Contact us at support@absentify.com or visit the Self-Service Portal.