Understanding Your AudZone Annual Billing: A Complete Guide
Last Updated: November 2025 Reading Time: 14 minutes Audience: AudZone subscribers on annual billing plans
Overview
This guide explains exactly how AudZone's annual billing works, when you'll be charged, and how to track and verify your costs. We've designed our annual billing system to be fair, transparent, and cost-effective—you get a 10% discount on everything while still maintaining full visibility and control.
What you'll learn:
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How annual billing saves you money (10% discount on everything)
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When and how you're charged each year and month
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How monthly overage invoices work for annual subscribers
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How to track your usage in real-time
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How to predict your costs before they occur
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What happens if you cancel or change your plan
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How to verify your charges are accurate
Table of Contents
Why Choose Annual Billing
The Annual Billing Advantage
Save 10% on EVERYTHING:
-
Base subscription: $486/year (instead of $540/year monthly)
-
Overage charges: $4.50/day (instead of $5.00/day)
-
Total savings: $126/year per user at maximum usage
For HBA Members:
-
Discounts stack: 19% total savings (10% annual + 10% HBA compounded)
-
Base subscription: $437.40/year (instead of $540/year standard)
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Overage charges: $4.05/day (instead of $5.00/day)
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Total savings: $239.40/year per user at maximum usage
Cost Comparison
Monthly billing (20 days/month usage):
Base: $45 × 12 = $540/year
Overage: $60 × 12 = $720/year
Total: $1,260/year per user
Annual billing (20 days/month usage):
Base: $486/year (paid once)
Overage: $54 × 12 = $648/year (paid monthly)
Total: $1,134/year per user
Savings: $126/year (10% off)
Annual + HBA (20 days/month usage):
Base: $437.40/year (paid once)
Overage: $48.60 × 12 = $583.20/year (paid monthly)
Total: $1,020.60/year per user
Savings: $239.40/year (19% off)
Who Should Choose Annual Billing?
Best for:
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✅ Committed long-term users (12+ months)
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✅ Practices wanting to lock in savings
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✅ Users with consistent, predictable usage
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✅ Teams looking for simplified budgeting
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✅ HBA members (19% total discount)
Consider monthly if:
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⚠️ You're uncertain about long-term commitment
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⚠️ Your usage is highly variable
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⚠️ You prefer monthly cash flow
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⚠️ You're still trialing the platform
How Annual Billing Works
AudZone uses a two-part billing system even with annual plans:
Part 1: Annual Base Subscription ($486/year per user)
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What it includes: 8 days of usage per month (96 days per year)
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When you're charged: Once per year on your anniversary date (in advance)
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What you pay for: The upcoming year of service
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Discount: 10% off the monthly equivalent ($540/year)
Example: On January 15th, you pay $486 for your subscription from January 15 - January 14 (next year).
Part 2: Monthly Overage Charges ($4.50/day)
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What it is: Additional charge for days beyond the 8 included per month
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When it's calculated: On your billing anniversary date each month.
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When you're charged: Automatically via monthly invoice (separate from annual base)
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What you pay for: Extra days you worked in the previous month
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Discount: 10% off the monthly rate ($4.50 vs $5.00)
Example: If you worked 12 days in January, you have 4 overage days (12 - 8 = 4). That's $18 overage ($4.50 × 4), which gets invoiced automatically in early February.
Why Annual Base + Monthly Overage?
This hybrid approach gives you the best of both worlds:
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Your annual base subscription ($486) covers the platform access and included days—paid once per year for maximum savings
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Your monthly overage ($4.50/day) is charged monthly so you never have a surprise lump sum at year-end
Key benefit: You get the 10% annual discount on both the base AND the overage charges, while maintaining monthly visibility into your usage costs.
Critical Difference from Monthly Billing
Monthly billing:
-
Base fee charged on your monthly anniversary (e.g., 15th of each month)
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Overage added to your next monthly invoice
Annual billing:
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Base fee charged once per year on your annual anniversary
-
Overage automatically invoiced monthly via separate invoices (1-5 days after month-end)
Why monthly overage invoices? Stripe automatically generates these invoices for pending charges, so you never wait 10-12 months for overage to be billed. You see and pay for usage within 1-5 days of the month ending.
Understanding Your Annual Anniversary
What Is an Annual Anniversary?
Your annual anniversary is the date each year when your annual base subscription renews and you're charged $486 per user.
It's set based on when you joined or when your trial ended—NOT January 1st.
How Your Anniversary Is Set
If you signed up with a trial:
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Your anniversary is the day your 14-day trial ended
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Example: Trial ended on January 15th → Anniversary is January 15th each year
If you signed up without a trial:
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Your anniversary is the day you subscribed to annual billing
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Example: Subscribed on March 22nd → Anniversary is March 22nd each year
If you switched from monthly to annual:
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Your anniversary is the day you completed the switch
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Example: Switched on June 10th → Anniversary is June 10th each year
What This Means for You
Your annual base subscription renews on the same date each year:
Trial Ended / Subscribed | Anniversary Date | Annual Charge Dates |
|---|---|---|
January 15, 2025 | January 15 each year | Jan 15 2025, Jan 15 2026, Jan 15 2027... |
March 31, 2025 | March 31 each year | Mar 31 2025, Mar 31 2026, Mar 31 2027... |
February 10, 2025 | February 10 each year | Feb 10 2025, Feb 10 2026, Feb 10 2027... |
Why does this matter?
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You know exactly when your annual charge will occur
-
You can budget for the yearly payment
-
Monthly overage charges happen independently (1st-5th of each month)
When You'll Be Charged
Understanding the timeline helps you plan and budget accurately.
Your First Charge (When Trial Ends or When Joining)
When: The day your 14-day trial expires or when you subscribe What you pay: $486 annual base, prorated if you join mid-year Covers: From today until your first full anniversary date
Example:
You join: January 5, 2025
Trial ends: January 19, 2025
First charge: $243 on January 19, 2025
(Prorated for ~6 months: Jan 19 - Jul 19)
First full annual charge: July 19, 2025 ($486)
Why prorated? You're only paying for the portion of the year until your first anniversary, not the full year.
Annual Base Subscription Charges
When: Once per year on your anniversary date What you pay: $486 per user (or $437.40 if HBA member) Covers: The UPCOMING year of service (paid in advance)
Timeline Example:
January 15, 2025: Charged $486 for Jan 15, 2025 - Jan 14, 2026
January 15, 2026: Charged $486 for Jan 15, 2026 - Jan 14, 2027
January 15, 2027: Charged $486 for Jan 15, 2027 - Jan 14, 2028
Key point: You pay for the year BEFORE you use it. This locks in your savings for the full year.
Monthly Overage Charges (Usage-Based)
When calculated: On your monthly anniversary date (for your personal billing cycle)
When charged: Automatically invoiced 1-5 days after calculation
What you pay: $4.50/day for each day over 8 in the previous month
Critical: These are SEPARATE invoices from your annual base charge.
Timeline Example:
JJanuary 15 - February 15, 2025: You work 12 days (your billing cycle)
February 15, 2025: System calculates your cycle overage
• 12 days worked - 8 included = 4 overage days
• 4 days × $4.50 = $18
February 15, 2025: Charge created and added to invoice
• Jan 15 - Feb 15 cycle overage: $18
• Customer charged: $18
March 15, 2025: Next month's overage calculated and invoiced
April 15, 2025: Next month's overage calculated and invoiced
...continues monthly throughout the year...
January 15, 2026: Annual base renews ($486) + January overage ($18)
Complete Annual Billing Cycle
Here's what a typical year looks like:
ANNUAL ANNIVERSARY DATE (e.g., Jan 15) — Once per year
├─ Annual base charged: $486 (for next 12 months)
└─ Includes 96 days total (8 days/month × 12 months)
MONTHLY ANNIVERSARY (e.g., 15th of each month) — 12 times per year
├─ Previous cycle overage calculated
│ └─ For your personal billing cycle (anniversary to anniversary)
│ └─ Example: Jan 15 - Feb 15 cycle calculated on Feb 15
├─ Overage charge created and added to invoice
└─ Charged: Previous cycle overage only ($0-$54 maximum)
DURING EACH CYCLE (Anniversary to Anniversary)
└─ Usage tracked daily (view anytime in dashboard)
└─ Example: If anniversary is 15th, cycle is always 15th to 15th
└─ Jan 15-Feb 15, Feb 15-Mar 15, Mar 15-Apr 15, etc.
THROUGHOUT THE YEAR
├─ 1 annual anniversary: Base subscription renewal
├─ 12 monthly anniversaries: Overage calculation and billing
└─ Real-time dashboard: Track usage for current cycle
Key Points:
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Your annual anniversary determines when the $486 base fee renews (once per year)
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Your monthly anniversary determines when each cycle's overage is calculated (12 times per year)
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Both use the same day number (e.g., if you joined on 15th, both are on the 15th)
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Each overage charge covers one complete billing cycle (anniversary to anniversary)
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Example: Anniversary on 15th → Annual base on Jan 15 yearly, monthly overage on 15th of every month
Tracking Your Usage and Costs
One of the most important features: you can always see exactly where you stand BEFORE being charged.
The "Current Period" Dashboard
Location: Settings → Subscription → Current Period tab
What you see:
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How many days each user has worked this month
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How many included days they have remaining
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Projected overage for this month (charged early next month)
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Estimated total cost for the upcoming invoice
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Days until your annual renewal
Updates: Real-time (refreshes as you work)
Example of What You'll See
Annual Plan Status
Next annual renewal: January 15, 2026
Days until renewal: 243 days
Annual base: $486 (already paid through Jan 14, 2026)
Current Month: November 2025
Next overage invoice: December 1-5, 2025
Sarah Johnson
├─ Days worked so far: 10 days
├─ Included days remaining: 0 days (used all 8)
├─ Overage days: 2 days
└─ Projected overage cost: $9 (2 × $4.50)
Michael Chen
├─ Days worked so far: 6 days
├─ Included days remaining: 2 days
├─ Overage days: 0 days
└─ Projected overage cost: $0
PROJECTED DECEMBER 1-5 INVOICE:
└─ November overage: $9
Daily Usage Tracking
What counts as a billable day:
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Any day you record a patient session
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Any day you view or edit patient data
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Any day you generate clinical documents
What doesn't count:
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Simply logging in to check settings
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Browsing templates
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Updating your profile
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Days you don't access patient data
Important: Multiple sessions in one day = still just 1 billable day
How to Use This Information
Best practices:
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Check weekly to see if you're on track with your 8 included days per month
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Plan ahead if you know you'll have a busy month (you'll see the cost coming)
-
Monitor annually to ensure annual billing still makes sense for your usage
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No surprises because you see projected monthly overage costs before being charged
Understanding Your Invoices
With annual billing, you'll receive two types of invoices throughout the year.
Type 1: Annual Base Subscription Invoice (Once Per Year)
INVOICE #INV-2025-01-15-ANNUAL-001
Billing Period: January 15, 2025 - January 14, 2026
Charge Date: January 15, 2025
LINE ITEMS:
1. AudZone Annual Subscription - Sarah Johnson
Billing period: Jan 15, 2025 - Jan 14, 2026
Amount: $486.00
2. AudZone Annual Subscription - Michael Chen
Billing period: Jan 15, 2025 - Jan 14, 2026
Amount: $486.00
SUBTOTAL: $972.00
GST (10%): $97.20
TOTAL: $1,069.20
Key features:
-
Charged once per year on your anniversary
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Shows 12-month coverage period
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Only includes base subscription fees
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May include current month's overage if it falls on anniversary date
Type 2: Monthly Overage Invoice (12 Times Per Year)
INVOICE #INV-2025-02-03-OVG-001
Usage Period: Usage Period: January 15 - February 15, 2025 (cycle)
Charge Date: February 15, 2025
LINE ITEMS:
1. Overage - Sarah Johnson
January usage: 12 days worked (4 days overage)
4 days × $4.50 = $18.00
2. Overage - Michael Chen
January usage: 8 days worked (0 days overage)
0 days × $4.50 = $0.00
SUBTOTAL: $18.00
GST (10%): $1.80
TOTAL: $19.80
Key features:
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Automatically generated 1-5 days after month-end
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Only includes overage charges from previous month
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Separate from your annual base subscription
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Generated by Stripe's automatic invoice system
Reading Your Invoice Timeline
Throughout the year, you'll receive:
Jan 15: Annual invoice ($972 for 2 users base)
Feb 15: January overage invoice ($18 if you had overage)
Mar 15: February overage invoice ($27 if you had overage)
Apr 15: March overage invoice ($0 if no overage)
May 15: April overage invoice ($18 if you had overage)
...continues monthly...
Dec 15: November overage invoice
Jan 15, 2026: December overage invoice
Jan 15, 2026: Next annual invoice ($972 for 2 users base)
Total invoices per year: 1 annual + 12 monthly overage = 13 invoices
Why Some Months Look Different
First month after joining:
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May be prorated based on when you joined
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Annual base covers until first full anniversary
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First overage invoice arrives as usual (1-5 days after month-end)
Months with no usage:
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No overage invoice generated (Stripe only invoices if amount > $0)
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Annual base already paid, so no charges
Anniversary month:
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You'll receive both annual base renewal + current month overage
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May be on same invoice or separate depending on timing
Common Billing Questions
"When exactly will my credit card be charged?"
Two charge types to track:
Annual base charge:
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Charged once per year on your anniversary date
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Find it: Settings → Subscription → "Next renewal date"
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Example: Anniversary is January 15th → Charged January 15th each year
Monthly overage charges:
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Charged 1-5 days after each month ends
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Automatically processed by Stripe
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Example: January overage → Charged February 1-5
Mark both in your calendar:
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Your annual anniversary (for $486 base charge)
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First few days of each month (for previous month overage)
"Why was my first annual charge different from $486?"
Your first charge is prorated based on when your trial ended or when you subscribed.
Example calculation:
Subscribed: July 15, 2025
First anniversary: January 15, 2026
Months until first full year: 6 months
Prorated charge: $486 × (6/12) = $243
Second charge (Jan 15, 2026): Full $486
This is fair: You only pay for the portion of the year until your first full anniversary.
"How do I pay for the days I worked this week?"
Overage billing timeline:
Week 2 of November: You work 3 days (11 total so far this month)
├─ November 30: Month ends
├─ December 1: System calculates your November usage
│ └─ 11 days worked - 8 included = 3 overage days
│ └─ 3 × $4.50 = $13.50
├─ December 1-5: Stripe auto-generates invoice
└─ December 1-5: You're automatically charged $13.50
Total delay: ~1-2 weeks from when you worked to when you're charged
Why the delay?
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We need to wait until the month ends to know your total usage
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Stripe automatically invoices pending charges within 1-5 days
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Much faster than monthly billing (which waits for anniversary date)
Benefit: You see your projected costs before being charged (in Current Period tab)
"What if I work more days than expected?"
There's a safety cap: Maximum 20 billable days per month
What this means:
Work 8 days or less: No overage ($0)
Work 9-20 days: Overage charged ($4.50/day for days 9-20)
Work 21+ days: Still capped at 20 days maximum
Maximum monthly overage: 12 days × $4.50 = $54/month
Maximum annual overage: $54 × 12 = $648/year
Maximum total annual cost: $486 base + $648 overage = $1,134/year per user
Even if you work 25 days every month, you're only charged for 20.
Why this matters: You have cost predictability. Your maximum possible annual cost is $1,134 per user ($94.50/month effective)—no surprise bills.
"What if I barely work this month?"
You've already paid the base fee annually, so quiet months just mean no overage.
Example:
You work 3 days in December:
├─ Annual base: Already paid in full (covers through Jan 14, 2026)
├─ Included days: 8 (you have 5 unused this month)
├─ December overage: $0 (you didn't exceed 8 days)
└─ January 1-5 invoice: $0 (no overage to charge)
Unused included days don't roll over to next month—each month starts fresh with 8 included days.
When this makes sense:
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Holiday months (December/January when clinics are quieter)
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Annual leave periods
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Maternity/paternity leave
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Reducing hours temporarily
Benefit of annual billing: Your base is already paid, so quiet months truly cost you nothing extra.
"Can I see my usage before being charged?"
Yes! This is one of the most important features.
Where to check: Settings → Subscription → Current Period tab
What you'll see:
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Real-time days worked (updated daily)
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Days remaining in your included allowance (8 per month)
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Projected overage for the current month
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Estimated charge for the upcoming monthly invoice
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Days until your annual renewal
Check as often as you want—it's always up to date.
Pro tip: Check this weekly to stay on top of your monthly usage and avoid overage surprises.
"What if I disagree with my invoice?"
Steps to verify your charges:
For annual base charge:
-
Check your invoice date matches your anniversary
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Verify $486 per active user (or $437.40 if HBA member)
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Confirm user count matches your active team
For monthly overage charges:
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Download invoice from Settings → Subscription → Billing History
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Go to Settings → Subscription → History tab
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Filter to the month in question
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Count billable days per user
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Verify math: (days worked - 8) × $4.50 = overage amount
If something's wrong:
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Email: support@audzone.com.au
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Include invoice number and specific concern
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We'll review and correct any errors within 48 hours
We keep detailed records: Every session is logged with timestamps, so we can verify any charge.
"What about GST?"
GST (10%) is added to all charges:
-
Annual base: $486 + $48.60 GST = $534.60 total
-
Monthly overage: $18 + $1.80 GST = $19.80 total
Your invoice shows:
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Subtotal (ex-GST)
-
GST amount
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Total (inc-GST)
For accounting: All invoices include ABN and GST breakdown for your records.
Switching Between Annual and Monthly
Upgrading: Monthly → Annual (Always Allowed)
You can switch from monthly to annual at any time to start saving 10% immediately.
What happens:
Current status: Monthly billing (anniversary = 15th of each month)
Switch date: March 10, 2025
Process:
1. Stripe credits unused March monthly fee (5 days unused)
Credit: $45 × (5/31) = $7.26
2. Charges prorated annual fee for Mar 10, 2025 - Mar 9, 2026
Charge: $486 (full year from today)
3. New anniversary: March 10 (annual)
4. Next monthly overage: Charged at $4.50/day rate (10% discount)
5. Next annual renewal: March 10, 2026
Benefits:
-
Immediate 10% savings on all future charges
-
Lower overage rate ($4.50 vs $5.00)
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Simplified annual budgeting
-
HBA members get 19% total discount
How to switch:
-
Go to Settings → Subscription
-
Click "Switch to Annual Billing"
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Review prorated charges
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Confirm switch
Downgrading: Annual → Monthly (Restricted)
You can only switch from annual to monthly within 7 days of your anniversary.
Why the restriction?
-
Prevents gaming the system (using annual discount then immediately switching)
-
Ensures fairness for all subscribers
-
You committed to annual savings for the year
Eligibility check:
Anniversary: December 15, 2025
Current date: November 20, 2025
Days until renewal: 25 days
Result: NOT ALLOWED (outside 7-day window)
Same scenario on December 10, 2025:
Days until renewal: 5 days
Result: ALLOWED (within 7-day window)
What happens when allowed:
Current status: Annual billing (anniversary = December 15)
Switch date: December 10, 2025 (within 7-day window)
Process:
1. Stripe credits unused annual fee (12 months × 5 days)
Credit: $486 × (5/365) = $6.66
2. Charges prorated monthly fee
Charge: $45 × (20/30) = $30
3. New anniversary: 10th of each month (monthly)
4. Next overage: Charged on next monthly anniversary at $5.00/day rate
5. Next monthly renewal: January 10, 2026
Considerations:
-
Lose 10% annual discount
-
Higher overage rate ($5.00 vs $4.50)
-
More frequent billing dates
-
HBA members lose stacked discount (19% → 10%)
Alternative: If you need to reduce costs, consider deactivating users instead of switching billing intervals.
What Happens When You Cancel
We want you to understand exactly what happens to ensure there are no surprises.
Immediate Cancellation
If you cancel mid-year, here's what happens:
Step 1: Final usage calculation (happens immediately)
Cancellation date: June 10, 2025
Your anniversary: January 15, 2025
Annual period: Jan 15, 2025 - Jan 14, 2026
We calculate:
├─ Unbilled overage: May usage (calculated June 1)
├─ Current month overage: June 1-10 usage
└─ Total unbilled: $27 (example)
Step 2: Final invoice created (happens immediately)
FINAL INVOICE
Created: June 10, 2025
Line items:
├─ May overage: $18 (calculated but not yet invoiced)
├─ June 1-10 overage: $9 (prorated for partial month)
└─ Total: $27
Status: Charged immediately
Step 3: Annual base credit calculated
Annual base paid: $486 (Jan 15, 2025)
Service used: Jan 15 - Jun 10 = 147 days
Service unused: Jun 10 - Jan 14 = 218 days
Credit amount: $486 × (218/365) = $290.30
Credit applied: To final invoice or refunded
Step 4: Access changes
-
Non-admin users: Immediately deactivated
-
Admin users: 30-day read-only access (to export data)
Step 5: Data retention
-
Your data is kept for 90 days
-
You can export everything during this time
-
After 90 days, data is permanently deleted
What You're Charged For
You WILL be charged for:
-
✅ Any unbilled monthly overage (previous month)
-
✅ Current month overage (prorated to cancellation date)
You will NOT be charged for:
-
❌ Unused portion of annual base (you get a credit)
-
❌ Future months
-
❌ Any days after cancellation
-
❌ Early termination fees (there are none)
Example:
Annual base paid Jan 15: $486
Cancelled June 10: 147 days used, 218 days unused
Credit for unused time: $290.30
May overage (unbilled): $18
June 1-10 overage: $9
Final charge: $27 overage - $290.30 credit = -$263.30 refund
You actually get money back because the unused annual credit exceeds any unbilled overage.
End-of-Period Cancellation
If you schedule cancellation for end of annual period:
Timeline:
June 10: You click "Cancel Subscription"
└─ Choose: "Cancel at end of current period"
June 10 - Jan 14, 2026: Service continues normally
├─ You can still work
├─ Usage is still tracked
├─ Monthly overage invoices continue
└─ You have full access
January 14, 2026: Last day of access
January 15, 2026: Access changes to admin-only read access
└─ No renewal charge
Final overage invoice: February 1-5, 2026 (December usage)
Benefit: You get to use the service you've already paid for until the end of the annual period.
Monthly overages still apply: You'll continue to receive monthly overage invoices until your anniversary.
Exporting Your Data
Before cancellation:
-
Go to Settings → Data Export
-
Choose what to export (sessions, patients, templates, etc.)
-
Download everything you need
You have 90 days to export after cancellation. After that, data is permanently deleted per our data retention policy.
How to Avoid Surprises
Here are practical steps to ensure you're never caught off-guard by a charge.
1. Set Up Billing Reminders
In your calendar:
Reminders to set:
1. Annual renewal reminder (2 weeks before anniversary)
└─ "Review annual billing, verify user count, check usage patterns"
2. Monthly reminder (last day of month)
└─ "Check current month usage before overage calculated tomorrow"
3. Monthly charge reminder (2nd of each month)
└─ "Overage invoice should arrive today, verify it matches projections"
2. Check Your Dashboard Weekly
Every Monday morning:
-
Log into AudZone
-
Go to Settings → Subscription → Current Period
-
Review usage for each user
-
Check projected overage for current month
-
Verify you're on track
Takes 30 seconds, prevents surprises.
3. Understand Your Patterns
After 3-4 months, you'll see patterns:
Example:
January: Worked 12 days → $18 overage invoice
February: Worked 11 days → $13.50 overage invoice
March: Worked 13 days → $22.50 overage invoice
April: Worked 7 days → $0 overage invoice
Average: ~11 days/month → ~$13.50/month overage
Annual projection: $486 base + ($13.50 × 12) = $648/year total
Use this to budget: If you typically work 11 days/month, budget $648/year per user total ($54/month effective).
4. Monitor Annual vs Monthly Comparison
Check quarterly if annual still makes sense:
If your average usage is:
-
✅ 10+ days/month: Annual billing saves money (10% discount worth it)
-
⚠️ 8-9 days/month: Marginal savings (consider monthly if cash flow matters)
-
❌ <8 days/month: Monthly might be better (less upfront cost)
Calculate your savings:
Your avg usage: 12 days/month
Monthly billing:
├─ Base: $45 × 12 = $540
├─ Overage: 4 days × $5 × 12 = $240
└─ Total: $780/year
Annual billing:
├─ Base: $486
├─ Overage: 4 days × $4.50 × 12 = $216
└─ Total: $702/year
Your savings: $78/year (10% off everything)
5. Track Monthly Overage Invoice Timing
Pattern to expect:
Your billing cycle (anniversary to anniversary):
Example: If your anniversary is the 15th
January 15 - February 15: Your billing cycle
├─ During cycle: Usage tracked in real-time
└─ View anytime in Current Period dashboard
February 15 (your monthly anniversary):
├─ Cycle ends (Jan 15 - Feb 15 completed)
├─ System calculates cycle overage
│ └─ 12 days worked - 8 included = 4 overage days
│ └─ 4 days × $4.50 = $18
├─ Overage charge created and added to invoice
├─ Card automatically charged
└─ Invoice email arrives
February 15 - March 15: Next billing cycle begins
└─ Fresh 8 included days for new cycle
March 15 (your next monthly anniversary):
└─ Previous cycle (Feb 15 - Mar 15) calculated and charged
Set expectations:
-
Overage charges calculated ON your monthly anniversary date.
-
Charge happens the same day as calculation (your anniversary)
-
If your anniversary is the 15th, expect charges on the 15th every month
-
If your anniversary is the 22nd, expect charges on the 22nd every month
-
Check your projected overage in Current Period tab BEFORE your anniversary to know what to expect
-
Your cycle always runs anniversary to anniversary (e.g., 15th to 15th, not calendar month)
Find your monthly anniversary: Go to Settings → Subscription → "Next renewal date" to see your anniversary day
6. Use the Test Session Feature Wisely
For quiet days with 1-2 appointments:
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Complete the session normally
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Export the notes you need
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Delete the session within 7 days as "Test Session"
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If it's your only session that day, the entire day is removed from billing
Limits:
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2 sessions per day maximum
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10 sessions per month maximum
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Must delete within 7 days
When to use:
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Emergency appointment on a day off
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Single walk-in on otherwise quiet day
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Testing/training scenarios
When NOT to use:
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Regular clinical work (it's not meant to avoid normal charges)
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Days where you see multiple patients
Benefits of Annual Billing (Why It Works for You)
Cost Savings
✅ 10% discount on everything
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Base subscription: Save $54/year per user
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Overage charges: Save 10% on every overage day
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Total savings: $126/year per user at maximum usage
✅ HBA members get 19% total discount
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Compound stacking: 10% annual + 10% HBA = 19% off
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Save $239.40/year per user at maximum usage
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Best possible pricing available
✅ Still capped at maximum cost
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Maximum: $1,134/year per user ($94.50/month effective)
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Compare to monthly: $1,260/year per user ($105/month effective)
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Savings guaranteed regardless of usage
Predictability and Control
✅ Major expense paid once per year
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Annual base: $486 (or $437.40 HBA) charged once
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Budget for this annual payment
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Simplified financial planning
✅ Monthly overage charged monthly
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See usage → charged within 1-5 days
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No waiting until year-end for surprise lump sum
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Immediate feedback on your usage patterns
✅ Can track costs in real-time
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Current Period dashboard shows projections
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Monitor monthly overage before it's charged
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Annual renewal date always visible
Fairness and Flexibility
✅ Quiet months cost you nothing extra
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Annual base already paid
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No overage if you work ≤8 days
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Perfect for seasonal practices
✅ Proration is automatic
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Join mid-year? Only pay for remaining months
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Remove user mid-year? Get credit for unused time
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System handles all the math
✅ Can switch back to monthly
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Within 7 days of renewal
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If circumstances change
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Fair credit for unused time
Transparency and Verification
✅ Complete audit trail
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Every billable day is logged
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Verify annual base and monthly overage
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Download detailed usage reports
✅ Detailed invoices
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Annual invoice: Base subscription per user
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Monthly invoices: Overage breakdown per user
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Clear calculation of charges
✅ Real-time tracking
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Know your monthly usage as it happens
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Project overage costs before month-end
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Monitor annual value vs monthly alternative
Getting Help With Your Bill
When to Contact Support
Contact us if:
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You don't understand a charge on any invoice
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You believe there's a calculation error (annual base or monthly overage)
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You need a detailed breakdown of a specific period
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Your payment failed and you need to update payment method
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You want to switch from annual to monthly (check 7-day window first)
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You need copies of past invoices for accounting
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You want to understand if annual billing still makes sense for your usage
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You have questions about your anniversary date
How to Contact Support
Email: support@audzone.com.auSubject line: Include "Annual Billing" and your invoice number Include:
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Your company name
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Invoice number (if applicable)
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Specific question or concern (annual base or monthly overage?)
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Best contact method
Response time: Within 24 hours (usually much faster)
Self-Service Options
Before contacting support, try:
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Check your Current Period dashboard
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Settings → Subscription → Current Period
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See real-time usage and monthly projections
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Days until annual renewal
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Review your billing history
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Settings → Subscription → Billing History
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Download any invoice (annual base or monthly overage)
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See all past charges
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Check your usage history
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Settings → Subscription → History
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Day-by-day breakdown of billable days
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Verify which days counted for overage
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Update payment method
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Settings → Subscription → Payment Method
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Update card without contacting support
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Review annual vs monthly comparison
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Settings → Subscription → Billing Info
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See how much you've saved with annual billing
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Compare to what you'd pay with monthly
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Common Questions Support Can Help With
"Can I change my annual anniversary date?"
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Generally no, as it's tied to when you subscribed
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But we can discuss alternatives if you have special circumstances
"Can I get a refund for unused included days?"
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Included days don't roll over (8 per month)
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But if you cancel, you get credit for unused annual base time
"Can I pause my annual subscription?"
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You can deactivate users (they won't incur overage)
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Annual base is already paid, so no additional savings
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Discuss your situation with support for best option
"Can I switch from annual to monthly?"
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Yes, but only within 7 days of your anniversary
-
You'll lose the 10% discount
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Support can check your eligibility and process the switch
"How much have I saved with annual billing?"
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Check Settings → Subscription → Billing Info
-
Shows cumulative savings vs monthly billing
-
Includes both base savings and overage savings
Summary: Key Points to Remember
When You're Charged
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Annual base: Once per year on your anniversary (e.g., January 15th each year)
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Monthly overage: 1-5 days after each month ends (automatic invoice from Stripe)
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First charge: Prorated based on when you joined or trial ended
How to Stay Informed
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Check Current Period tab weekly to see projected monthly overage
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Set calendar reminders for annual renewal and monthly overage invoice timing
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Review every invoice (both annual base and monthly overage)
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Enable billing notifications for important updates
What Makes Annual Billing a Good Deal
-
Save 10% on everything (base + overage = $126/year savings per user)
-
HBA members save 19% (compound stacking = $239.40/year savings per user)
-
Capped at $1,134/year per user maximum ($94.50/month effective)
-
Monthly overage invoiced monthly (no year-end surprise lump sum)
-
Track usage in real-time before being charged
-
Can switch back to monthly within 7 days of renewal if needed
Where to Get Help
-
Current Period dashboard: Real-time usage and monthly overage projections
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Billing History: All past invoices (annual base + monthly overage)
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Usage History: Day-by-day breakdown
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Support email: support@audzone.com.au (response within 24 hours)
Final Thoughts
We designed AudZone's annual billing to give you the best of both worlds: upfront savings through annual commitment, with monthly visibility and charges for usage-based overage. You should never be surprised by a charge, and you should always be able to verify that you're getting the full benefit of your 10% discount.
Our commitment to you:
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You save 10% on everything (19% if HBA member)
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You can always verify your savings
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You see monthly usage before being charged
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Annual base credit provided if you cancel early
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Errors are corrected immediately
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You have complete control
Your responsibility:
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Review your Current Period dashboard weekly
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Set reminders for annual renewal and monthly overage invoices
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Verify both types of invoices when they arrive
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Contact us immediately if something looks wrong
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Keep your payment method up to date
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Monitor whether annual billing still makes sense for your usage patterns
If you ever have a question about your annual billing, don't hesitate to reach out. We're here to help you understand your savings and feel confident about every charge.
Have more questions? Email support@audzone.com.au or check our other knowledge base articles:
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"Understanding Your AudZone Billing" (Monthly billing guide)
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"Flex-Days Pricing Explained"
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"Annual vs Monthly Billing Comparison"
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"Getting Started with AudZone"
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"Managing Your Team Subscription"