This article explains how Aloware invoices work, focusing on proration and its impact on charges when users are added or removed. We will cover initial invoices, prorated charges, and renewal processes to help you better understand your billing statements.
Prorated invoices and renewals
Prorated charges adjust based on the time when you add a user within a billing cycle. This ensures that you only pay for the remaining days in that cycle.
Your initial invoice
When you convert from a trial to paid plan, we charge you immediately for the current number of users in your account. Since our billing cycle starts at the beginning of the month, your first invoice may show a prorated amount, and you will receive the full charges on your next invoice.
Example: If you sign up for the xPro plan at $90 per user per month, and convert on the 30th, you will be charged for the remaining days in October.
October 30th to 31st → 2 days out of 31 days
Plan amount = $85 / 31 x 2 days = $5.48
For 1 user at $5.48 = charged on October 31st. On November 1st, full monthly charge for 1 user would be $85.
Renewals
Each subscription automatically renews based on your chosen payment term — monthly, quarterly, or annually. You will receive an invoice at the start of each new term, detailing your renewal charges, which include your license count, plan price, add-ons, and any additional fees.
Subscriptions are prepaid, meaning you pay for your license upfront upon renewal; we do not offer a post-paid setup. Invoices are sent to the billing admin on your account. If you need to change the billing admin, please contact your account manager.
Adding or deleting users mid-month
What happens if I add a user or phone number mid-month?
When you bring in more users or add phone numbers to your account during the month, Aloware applies a prorated charge for those additions. Considering that many of our customers add users in bulk, you'd receive a prorated invoice the next day with details of your prorated charges.
What happens if I delete a user or phone number mid-month?
As we explained in this guide, all purchases of Aloware subscriptions (plans, add-ons) are non-refundable. If you delete a user mid-month, their license is still available for reassignment. Your next added user will occupy this license and you will not be charged double for an extra license. See more here billing implication of paused and suspended users.
If you delete a user mid-month, for instance, on the 22nd, while paying for 10 users, you won't receive prorated credits. The deleted user's license remains active until the end of the billing cycle. If you add a new user within that month, you'll occupy the deleted user's license without any additional charge.
However, if you add an extra user, increasing the total to 11 without reassigning an existing license, a charge for the additional user will apply starting the following day.
To avoid extra charges, it is recommended to delete a user before adding a new one.
Auto-recharge
Auto-recharge automatically refills your credits whenever your balance drops below a threshold you set. Turn it on under Account > Billing, then choose two values: the balance that triggers the refill (commonly $50) and the amount to reload, which can range from $100 to $1,000. Both are adjustable, so you can match the settings to how quickly your team uses credits.
Each refill generates its own ad-hoc invoice as soon as the balance falls below your threshold. These invoices are not recurring and only charge for credits.
Keeping auto-recharge on is the simplest way to avoid service interruptions. If it is off and your balance reaches zero, credit-dependent features such as automated processes stop working until you top up the account manually. Manual purchases require a minimum of $100.
Read this guide to learn about your Aloware usage.