BrioHR’s billing is based on your account's number of active users and the modules you subscribe to. This article explains:
- When billing starts
- What counts as an active user
- How charges are calculated
- How to avoid unexpected billing
- How over-usage and under-usage work
- Minimum monthly fee
- Changing your subscription
- List of available modules
- Additional services
- How to terminate your subscription
1. When Does Billing Start?
Billing begins once BrioHR has completed the implementation and the sign-off has been confirmed by your Implementation Manager. This marks your official Service Start Date and the start of your billing cycle.
In some cases, partial go-lives may occur if certain modules are launched before others. In such instances, billing will begin for the live modules from their respective handover dates, following your signed agreement.
From the Service Start Date onward, billing follows the cycle stated in your Statement of Services, which may be:
- Monthly
- Quarterly
- Bi-annually
- Annually
2. What Are You Charged For?
At the end of each billing cycle, BrioHR will charge based on the higher of:
- Your minimum committed user count (as per your agreement)
- The actual number of active users for that month
Example:
If your contract covers 50 users but you only have 45 active users, you’ll still be charged for 50. If you have 52 active users, you’ll be charged for 52.
All charges follow your signed agreement.
3. What Is an Active User?
An active user is any employee in the system who:
- Is not marked as inactive (before the beginning of the next billing month/cycle)
- Has been added to the system, even if their start date is in the future
- Was active at any point during the billing month, even for a single day
IMPORTANT NOTE:
- If an employee’s start date is in the future, they are still considered active from the moment they are added to the system. This is because their profile is live, and HR can begin actions like onboarding, assigning training, or inputting personal information.
- An employee is only considered inactive after they are explicitly marked as inactive in the system. Having a resignation or end date set in the future does not automatically make them inactive. Until the inactive status is applied, they will continue to be counted as an active user for billing purposes.
This includes all employment types:
- Full-time
- Part-time
- Contract
- Interns or others
4. How to Avoid Being Charged for Inactive Employees
To avoid being charged for employees who are no longer part of your workforce:
- Ensure they are marked as inactive in the system before the beginning of the next billing month/cycle
Once an employee is marked inactive:
- They can no longer log in or access the system
- HR/Admins can still access their records (e.g., for payroll, reports, historical data) as long as the related modules remain active
IMPORTANT NOTE:
If an employee is still marked active on the 1st of the month, even if it’s their final day, they will be counted in that month’s bill.
5. How Over-Usage and Under-Usage Work
BrioHR uses a fair and transparent billing approach to account for variations in your workforce.
Under-Usage (fewer active users than contracted):
You will still be billed for the minimum committed user count in your agreement, even if your actual usage is lower.
Example:
If your contract commits to 100 users but you only have 90 active users, you’ll still be billed for 100.
Over-Usage (more active users than contracted):
If your actual usage exceeds your committed user count, you will be charged for the additional users at the per-user rate stated in your agreement.
Example:
If your agreement is for 100 users but you have 108 active users in a month, you’ll be billed for 108.
If frequent over-usage occurs, BrioHR may suggest revising your plan to better suit your actual needs.
NOTE:
If over-usage or under-usage occurs during a 12-month (annual) plan, the total over-usage charges or under-usage rebate will be reflected in your renewal invoice for the following year.
6. Minimum Monthly Fee
BrioHR may apply a minimum monthly fee, as specified in your Statement of Services.
Even if you have very few active users in a given month, you will be billed at least this minimum amount.
7. Can I Change My Subscription?
Yes, you can update your subscription at any time.
Upgrades (adding modules):
- Take effect immediately
- Charges are prorated based on the remaining billing cycle
Downgrades (removing modules):
- Only takes effect at the start of the next billing cycle
- No refunds or adjustments for the current cycle
When a module is removed:
- Access ends when the new billing cycle begins
- Past data, reports, and documents for that module will no longer be accessible
- For terminated accounts, data is retained for 3 months unless agreed otherwise
8. What Modules Are Available?
BrioHR offers various modules, including:
- Leave
- Payroll
- Expense Claims
- Timesheets
- Time & Attendance
- Onboarding
- Recruitment & Applicant Tracking
- Performance Management
- Training Management
Visit www.briohr.com for the latest list of modules and packages.
9. Additional Services
Depending on your agreement, BrioHR may also provide:
- Payroll outsourcing / managed payroll services (additional charges apply)
- HRDC-claimable training (for eligible organisations in Malaysia)
These are covered in your Statement of Services or quoted separately.
10. How to Terminate Your Subscription
If your business needs change and you decide to end your BrioHR subscription, here’s what to know:
- Provide at least 3 months’ written notice
- Termination takes effect at the end of the current billing cycle
- Invoiced fees are non-refundable
- Any unpaid fees remain due
- Client data is retained for 3 months after termination unless otherwise agreed
Need Help?
Reach out to us for clarification or support:
- Live Chat: Available via your BrioHR dashboard
- Email: support@briohr.com or finance@briohr.com