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How Does the System Charge?
How Does the System Charge?
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Written by Workstem CS
Updated over a week ago

This article will introduce how Workstem calculates billing from the following two aspects:

  1. How does the system count HC ?

  2. How does the system calculate billing according to HC?

1. How does the system count HC ?

Workstem subscription is charged by the number of active employees.

In general, an active employee fit one or all of below scenarios:

  1. Can have access to mobile apps for employee self service;

  2. Use mobile app for time tracking, leave application etc;

  3. HR process payroll for this employee (including regular monthly pay, one time off pay or final pay).

How can you tell how many Active Employees are currently being managed by the system?

The easiest way is go to “People” and check the total number of staff under “Employed” and “Processing Termination” sections as shown below:

All staff under “Terminated” are considered “Inactive Headcount” and will not be charged by the system (or in another word not included in the paid license HC).

2.How does the system calculate billing according to HC?

The billing is calculated according to the actual number of active employees and the price is charged in a group of 5 employees. If there are less than 5 active employees, it will be round up to 5.

Monthly Payment Cycle:

  • Whether the number of employees changes, you will not be charged immediately for that month

  • The system will generate the next billing based on the number of active employees on the last day of the current cycle in the system

Annual Payment Cycle:

  • There's no refund for the number of employees that was terminated/removed from the system

  • The system automatically charges a one-time bill when the total number of employees exceeds the number paid for in your current subscription plan.

Billing Cases

A company has 13 employees and started using Attendance Plus on January 1st. How will they be billed for the first time? If there are employees who join or leave the company in the middle of the month, how does the system calculate billing?

1. Monthly payment cycle: from 1st of each month to the last day of the month is a billing period.

  • The company will be charged HKD37 per employee per month, and HKD185 for a group (5 employees) .

  • First payment: 13 = 5+5+3, counted as three groups, and the total cost is HKD185*3 = HKD555.

  • If the number of employees in the month is reduced to 10, no refund will be made immediately. But starting from the next month, 10 people will be charged going forward HKD185*2 = HKD370.

  • If the number of employees increases to 16, there's no additional charge for the 3 newly-added headcount in the month. But starting from next month, it will be charged based on the headcount of 16 people, which is HKD185*4 = HKD740

2. Annual payment cycle: January 1-December 31 is a billing period.

  • The company will be charged HKD33 per employee per month and HKD 396 per year. The total price for one group (5 employees) is HKD396*5=HKD1980.

  • First payment: 13 = 5+5+3, counted as three groups, and the total cost is HKD1980*3 = HKD5940

  • If the number of employees is reduced, no refund will be made during the year

  • If the number of employees increases from 13 to 15, the total cost remains the same

If the number of employees increases by more than 15 people, the system will immediately generate a one-off charge for the newly-added headcount. The number of newly-added employees will not be charged for a whole year.

The cost will be calculated proportionally based on the duration from adding those employees to the end of the current billing period.

On the second year, the cost will be calculated according to the number of active headcount at the end of the billing period.

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