How Protiv Billing Works — UPDATED

The Big Picture: How Protiv Billing Is Structured

Protiv uses a prepay + monthly usage billing model.

That means:

• You prepay credits for a set period (quarterly or annual)

• We still calculate actual usage monthly

• Each month’s usage draws down from your prepaid credits

• You are only billed for what you actually use, with a simple minimum by term

Think of prepay like a credit balance that Protiv pulls from each month based on real usage.

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Step 1: Choose a Billing Term

Protiv offers two billing terms:

• Quarterly Prepay (3 months at a time)

• Annual Prepay (12 months at a time)

Each term has:

• A monthly minimum

• A prepaid credit balance

• Monthly usage calculated the same way

Note:
Your plan rate is the price per billable user on your account.
The plan rate does not change based on term — only the prepay amount and minimum do.

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Step 2: Your Prepay Becomes Account Credit

When your term starts, your prepay amount is added to your account as prepaid credit.

That credit is not tied to a specific month.
It acts like a balance that rolls forward as long as your account stays active.

Example (Quarterly Prepay):
You prepay for 3 months based on your recent usage.
That full amount sits on your account as available credit.

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Step 3: Monthly Usage Is Calculated

Each month, Protiv calculates how many users were billable for that month.

Billing is based on actual usage, not headcount or account status.

A user is billable if they were:

• Assigned to a ProPay, or

• Logged time during the month

Admins and managers are not billed unless they are placed on a ProPay.

You’ll be able to see exactly who counted each month inside your account.

Note:
Billing is calculated month by month. Changes made in a later month do not retroactively adjust prior charges.

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Step 4: Minimums Are Applied

Each billing term has a monthly minimum:

• Quarterly: $99 per month

• Annual: $84 per month

Each month, Protiv calculates:

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Step 5: Credits Are Used (or Not)

What happens next depends on your usage for the month.

If usage is at or above the minimum:

• That amount is deducted from your prepaid credit

If usage is below the minimum:

• The minimum is charged as cash

• Your prepaid credit is not reduced that month

Important:
This prevents prepaid credits from being drained during low-usage months.

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Step 6: Credits Roll Forward

Unused prepaid credit does not expire.

If your usage is low for a period:

• Credits remain on your account

• They roll forward into future months or the next term

This is especially helpful for:

• Seasonal slowdowns

• Temporary pauses in work

• Periods with fewer active ProPays

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What Happens If Usage Changes?

Protiv monitors usage trends to keep billing aligned with reality.

• If prepaid credits run low before the term ends, we’ll top up credits so service isn’t interrupted

• At renewal, we’ll true-up the next term so prepay aligns with recent usage

Note:
These adjustments are based on historical usage, not estimates.

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Where to Go Next

This article explains how the billing system works overall.

If you’re looking for answers to a specific billing question, start with the article that best matches your situation:

1. What Counts as a Billable User

2. How Your Monthly Protiv Invoice Is Calculated

3. How Prepay, Credits, and Rollovers Work

4. Managing Payments, Invoices, and Billing Settings

Each article focuses on one billing topic at a time, with examples.

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