How Protiv Billing Works

 (Prepay + Monthly Invoices)

Last updated: Oct 6, 2025

• We have two differen prepay term: Quarterly or Annual.

• You’ll still receive a monthly invoice for your actual billable users.

• There’s a monthly minimum by term: $99 (Quarterly) or $84 (Annual).

• Each month you pay the greater of the term minimum or your plan rate × billable users 

• Unused prepay rolls forward to the following term. No refunds on prepayments.

What counts as a billable user?

A user is billable for a given month if they do either of the following at any time in that month:

• Log time using Protiv’s time tracking, or are added to a ProPay (bonus/incentive) for that month — even if their account is inactive.

Things to consider:

• If a ProPay/assignment is created and then cancelled/deleted within the same month, that user does not count for that month.

• If a ProPay is not cancelled/deleted by month‑end, the user does count for that month.

• No retroactive credits: cancelling/deleting a ProPay in a later month doesn’t undo charges from a previous month.

• If a worker is flagged Remove Bonus, they are still billable but may be charged at a 50% reduced rate.

Prepay terms: Quarterly vs Annual

When you subscribe, you prepay based on an initial estimate of average users.

• Quarterly Prepay: 3 months of credits; $99 monthly minimum applies.

• Annual Prepay: 12 months of credits; $84 monthly minimum applies.

Your prepay acts like a fund: monthly usage draws down your balance. If usage trends change, we may top‑up mid‑term; at term end we true‑up (gross‑up) so your prepay matches recent usage going into the next term.

How the monthly invoice is calculated

Each month we calculate:

1. Billable users for the month.

2. Usage amount = plan rate × billable users (e.g., $15 × users).

3. Your charge = the greater of the term minimum or the usage amount.

Examples

• Quarterly plan (minimum $99; plan rate $15)

  • 6 billable users → $15×6 = $90 → below minimum → $99 total (we top up $9).

  • 7 billable users → $15×7 = $105 → above minimum → $105 total.

• Annual plan (minimum $84; plan rate $15)

  • 4 billable users → $15×4 = $60 → below minimum → $84 total (we top up $24).

  • 7 billable users → $15×7 = $105 → above minimum → $105 total.

Where does prepay apply?

• If your usage is at/above the minimum, we apply that amount from your prepay (any shortfall is charged to your card).

• If your usage is below the minimum, we charge the minimum as cash and do not reduce your prepay that month.

Prepayment balance & rollovers

• Check your Prepayment Balance anytime in Settings → Billing.

• If your prepay runs out before term end, we’ll top‑up based on recent usage so service isn’t interrupted.

• At term end, we true‑up to align the next term’s prepay with your latest usage.

• Unused prepay rolls forward to the next term. No refunds on prepayments.

Managing payment methods

• Update cards and view invoices via the Stripe Billing Portal (from Settings → Billing).

• Already have a Protiv billing profile? Your admin can link an existing Stripe Customer to your Protiv account so you can reuse stored payment methods. Linking does not charge anything; if no payment method is on file, you’ll be prompted to add one.

FAQs

Can I change from Quarterly to Annual (or vice versa)?
Yes—contact Support or your Protiv representative to switch terms at your next renewal.

Do unused credits expire?
Unused prepay rolls forward to the next term while your account stays active.

What if my usage spikes mid‑term?
We’ll add a top‑up to keep your prepay current, based on your latest monthly usage.

Where can I see who counted as billable?
See your monthly invoice and the usage report in Settings → Billing for billable users counted that month.

If you need help, reach out to Support from the app or email help@protiv.com.