Billing & Payment — How Seats Work in Office-X

Default Seat on Registration #

When your company first registers on Office-X, one seat is automatically purchased for the company representative.

This allows you to access and explore all features right away without additional setup.

Understanding Seat Billing #

Let’s say you purchase the Basic Plan (Small Business) for $10/year per user on October 21, 2025.

Here’s how the billing process works:

1. You’ll enjoy a 30-day free trial immediately after registration.
2. When the trial ends, billing begins — and any remaining partial days before the next full billing cycle are pro-rated.
   • Example: For 10 remaining days, the charge might be $0.27.
3. Your annual renewal payment will then process automatically on December 1, 2025, covering a full year of service.

This ensures you only pay for the exact days you use, with no hidden costs.

Buying Additional Seats #

When you add more employees, each of them needs a seat to log in and use Office-X.

You can purchase additional seats anytime from the Billing & Payment page.

Once you buy a new seat:

• The charge will be pro-rated from the date of purchase.
• Each seat’s billing period aligns with your main plan’s renewal cycle.
• You’ll see all seat details, renewal dates, and plan settings in your dashboard.

This gives you complete flexibility — you only pay for what you use and can scale your team whenever needed.

Pro-rated means you pay only for the portion you use.

Example:

• Monthly plan: $12/month
• You join on the 10th of a 30-day month → you use 20 days
• Pro-rated charge: $12 × 20/30 = $8

So, you don’t pay the full $12, only for what you use. ✅

Seat Management in Office-X #

Adding Employees Without Seats #

You can add employees to your company anytime, even if you haven’t purchased seats for them yet.

• Important: Employees without assigned seats cannot log in or perform any operations.
• Their profiles are saved, and all default data is stored, so you can assign them a seat anytime later.

Assigning & Unassigning Seats #

Let’s say you initially start with 10 employees and assign seats to all.

• Later, if 2 employees leave, you can unassign their seats.
• Pro Tip: Unassigning a seat does not cancel your subscription.
• The unassigned seats are now free and can be assigned to new employees anytime.

It’s that simple — manage your team flexibly without losing control.

Canceling Seats #

If you want to permanently reduce your subscription seats:

1. Go to Billing & Payment → Plan Management → Manage Seats.
2. Reduce the number of seats as needed.

What happens next:

• You’ll retain access to the seat until the next billing date.
• After that, the canceled seat will be removed automatically.

Important:

• Employees whose seats are unassigned or canceled cannot log in, but their previous data and activity history remain intact.
• This means you can always preserve records, reports, and performance history even if the employee is no longer active.

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In Summary #

• 1 seat is auto created for your company representative.
• Free 30-day trial for all new accounts.
• After trial ends, charges begin — pro-rated for partial days.
• Additional seats can be added anytime, also billed pro-rata.
• Annual renewals process automatically based on your plan.
• Employees can be added anytime, even without seats.
• Seats can be assigned, unassigned, or canceled easily.
• Billing is adjusted only when seats are canceled or added.
• Employee history is always preserved, ensuring data integrity.