Understanding Your AudZone Billing: A Complete Guide

Last Updated: November 2025 Reading Time: 12 minutes Audience: All AudZone subscribers

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Overview

This guide explains exactly how AudZone monthly billing works, when you'll be charged, and how to track and verify your costs. We've designed our billing system to be fair, transparent, and predictable—you should never be surprised by a charge.

What you'll learn:

• When and how you're charged each month

• How your personal billing cycle works (anniversary to anniversary)

• How to track your usage in real-time

• How to predict your costs before they occur

• What happens if you cancel or change your plan

• How to verify your charges are accurate

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Table of Contents

1. How AudZone Billing Works

2. Understanding Your Subscription Anniversary

3. When You'll Be Charged

4. Tracking Your Usage and Costs

5. Understanding Your Invoice

6. Common Billing Questions

7. What Happens When You Cancel

8. How to Avoid Surprises

9. Getting Help With Your Bill

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How AudZone Billing Works

AudZone uses a two-part billing system designed to be fair and transparent:

Part 1: Base Subscription ($45/month per user)

• What it includes: 8 days of usage per month

• When you're charged: At the start of your billing period (in advance)

• What you pay for: The upcoming month of service

Example: On January 15th, you pay $45 for your subscription from January 15 - February 14.

Part 2: Overage Charges ($5/day)

• What it is: Additional charge for days beyond the 8 included

• When it's calculated: On your billing anniversary date (for your personal billing cycle)

• When you're charged: Added to that anniversary renewal invoice

• What you pay for: Extra days you worked in your billing cycle (anniversary to anniversary)

Example: If your anniversary is the 15th and you worked 12 days between Jan 15 - Feb 15, you have 4 overage days (12 - 8 = 4). That's $20 overage, which appears on your February 15th invoice.

Why Two Parts?

We separate these charges because:

1. Your base subscription covers the service and 8 included days—charged upfront so you know exactly what you're paying each month

2. Your overage depends on how much you use the system—calculated at the end of your billing cycle when we know your exact usage

This means you pay a predictable base fee upfront, and only pay extra if you use more than 8 days in your billing cycle.

Understanding Billing Cycles vs Calendar Months

IMPORTANT: Your billing works on personal cycles based on your anniversary date, NOT calendar months.

Your billing cycle:

• Runs from your anniversary to your next anniversary

• Example: If your anniversary is the 15th, your cycle is always 15th to 15th

• Jan 15 - Feb 15, Feb 15 - Mar 15, Mar 15 - Apr 15, etc.

This is different from calendar months (Jan 1-31, Feb 1-28, etc.)

Why this matters:

• You get complete, consistent billing cycles

• No confusing partial months

• Fairer than calendar month billing

• Your charges are calculated for YOUR exact usage period

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Understanding Your Subscription Anniversary

What Is a Subscription Anniversary?

Your subscription anniversary is the date each month when:

• Your billing cycle ends and a new one begins

• Your subscription renews and you're charged your base fee

• Your previous cycle's overage is calculated and charged

It's set based on when you joined or when your trial ended—NOT the 1st of each month.

How Your Anniversary Is Set

If you signed up with a trial:

• Your anniversary is the day your 14-day trial ended

• Example: Trial ended on January 15th → Anniversary is the 15th of each month

If you signed up without a trial:

• Your anniversary is the day you subscribed

• Example: Subscribed on March 22nd → Anniversary is the 22nd of each month

What This Means for You

Your subscription renews on the same date each month:

Trial Ended / Subscribed	Anniversary Date	Monthly Charge Dates	Billing Cycles
January 15	15th of each month	Jan 15, Feb 15, Mar 15...	Jan 15-Feb 15, Feb 15-Mar 15...
January 31	Last day of each month	Jan 31, Feb 28/29, Mar 31...	Jan 31-Feb 28, Feb 28-Mar 31...
February 10	10th of each month	Feb 10, Mar 10, Apr 10...	Feb 10-Mar 10, Mar 10-Apr 10...

Why does this matter?

• It helps you predict exactly when you'll be charged each month

• You can check your "Current Period" dashboard to see your next charge date

• Your billing is consistent month-to-month

• You understand your personal billing cycle

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When You'll Be Charged

Understanding the timeline helps you plan and budget accurately.

Your First Charge (When Trial Ends)

When: The day your 14-day trial expires What you pay: Base subscription fee ($45), prorated if you joined mid-cycle Covers: From trial end date to the end of that billing period

Example:

You join: January 5
Trial ends: January 19
First charge: $22.50 on January 19
  (Prorated for 13 days: Jan 19-31)
Next charge: February 19 (full $45)

Why prorated? You're only paying for the days you'll have service in your first partial cycle (Jan 19-31), not the full month.

Monthly Subscription Charges (Base Fee)

When: On your anniversary date each month What you pay: $45 per user (or $40.50 if annual billing) Covers: The UPCOMING billing cycle (paid in advance)

Timeline Example (Anniversary = 15th):

January 15: Charged $45 for Jan 15 - Feb 15 service
February 15: Charged $45 for Feb 15 - Mar 15 service
March 15: Charged $45 for Mar 15 - Apr 15 service

Key point: You always pay for service BEFORE you use it. This gives you predictability.

Overage Charges (Usage-Based)

When calculated: On your billing anniversary date (for your completed cycle) When charged: Added to that anniversary renewal invoice What you pay: $5/day for each day over 8 in your billing cycle

Timeline Example (Anniversary = 15th):

January 15 - February 15: You work 12 days (your billing cycle)

February 15 (your anniversary): System calculates your cycle
  • Cycle period: Jan 15 - Feb 15
  • Days worked: 12 days
  • Included days: 8 days
  • Overage: 12 - 8 = 4 days
  • Overage charge: 4 days × $5 = $20

February 15 invoice includes:
  • Base subscription: $45 (for Feb 15 - Mar 15)
  • January cycle overage: $20 (from Jan 15 - Feb 15 cycle)
  • Total charged: $65

Complete Billing Cycle

Here's what a typical billing cycle looks like (assuming anniversary = 15th):

CYCLE START (15th of month)
├─ Base fee charged: $45 (for upcoming cycle)
├─ Previous cycle's overage calculated and charged
└─ New billing cycle begins

DURING CYCLE (15th to 15th)
└─ You work and usage is tracked
   (View anytime in Current Period dashboard)

CYCLE END (15th of next month)
├─ Cycle ends
├─ Overage calculated for this cycle
├─ Base fee charged for next cycle
└─ This cycle's overage added to invoice

Example for user with 15th anniversary:

Feb 15:
├─ Charged $45 base for Feb 15 - Mar 15 cycle
├─ Charged $20 overage from Jan 15 - Feb 15 cycle
└─ Total: $65

During Feb 15 - Mar 15 cycle:
└─ You work 10 days (usage tracked)

Mar 15:
├─ Charged $45 base for Mar 15 - Apr 15 cycle
├─ Charged $10 overage from Feb 15 - Mar 15 cycle (2 days over)
└─ Total: $55

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Tracking Your Usage and Costs

One of the most important features for peace of mind: you can always see exactly where you stand BEFORE being charged.

The "Current Period" Dashboard

Location: Settings → Subscription → Current Period tab

What you see:

• Your current billing cycle dates (anniversary to anniversary)

• How many days each user has worked this cycle

• How many included days they have remaining

• Projected overage for this cycle

• Estimated total cost for your next anniversary date

Updates: Real-time (refreshes as you work)

Example of What You'll See

Current Period: Feb 15 - Mar 15 (Anniversary: 15th)
Next charge date: March 15

Sarah Johnson
├─ Days worked so far: 10 days
├─ Included days remaining: 0 days (used all 8)
├─ Overage days: 2 days
└─ Projected overage cost: $10

Michael Chen
├─ Days worked so far: 6 days
├─ Included days remaining: 2 days
├─ Overage days: 0 days
└─ Projected overage cost: $0

PROJECTED MARCH 15 CHARGE:
├─ Base fees (2 users): $90
├─ Projected overage: $10
└─ Estimated total: $100

Daily Usage Tracking

What counts as a billable day:

• Any day you record a patient session

• Any day you view or edit patient data

• Any day you generate clinical documents

What doesn't count:

• Simply logging in to check settings

• Browsing templates

• Updating your profile

• 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:

1. Check weekly to see if you're on track with your 8 included days

2. Plan ahead if you know you'll have a busy cycle (you'll see the cost coming)

3. Make informed decisions about when to work on sessions

4. No surprises because you see projected costs before being charged

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Understanding Your Invoice

When you receive your monthly invoice, here's what each line means.

Sample Invoice Breakdown

INVOICE #INV-2025-02-15-001
Charge Date: February 15, 2025
Billing Cycle: February 15 - March 15

LINE ITEMS:

1. AudZone Subscription - Sarah Johnson
   Billing cycle: Feb 15 - Mar 15
   Amount: $45.00

2. AudZone Subscription - Michael Chen
   Billing cycle: Feb 15 - Mar 15
   Amount: $45.00

3. Cycle Overage - Sarah Johnson
   Previous cycle: Jan 15 - Feb 15
   Usage: 12 days (4 overage)
   Amount: $20.00

4. Cycle Overage - Michael Chen
   Previous cycle: Jan 15 - Feb 15
   Usage: 8 days (0 overage)
   Amount: $0.00

SUBTOTAL: $110.00
GST (10%): $11.00
TOTAL: $121.00

Reading Each Line Item

Base Subscription Lines:

• Shows the user name

• Shows what cycle it covers (always FUTURE—you're paying in advance)

• Always the same amount each cycle ($45 per user)

Overage Lines:

• Shows the user name

• Shows which CYCLE the usage occurred (previous cycle, anniversary to anniversary)

• Shows total days worked and overage days for that specific cycle

• Varies based on actual usage in that cycle

Why Some Invoices Look Different

First invoice (Trial conversion):

• May be prorated based on when you joined

• Only includes base fee (no overage yet from previous cycle)

Second invoice onwards:

• Base fee + any previous cycle's overage

• Base fee is consistent, overage varies by cycle

Invoice with no overage:

• Just base fee, no overage

• You worked 8 or fewer days in the previous cycle

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Common Billing Questions

"When exactly will my credit card be charged?"

Your card is charged on your subscription anniversary date each month.

To find your anniversary:

1. Go to Settings → Subscription

2. Look for "Next renewal date"

3. The day of that date is your anniversary

Example: If next renewal is "March 15, 2025", you're charged on the 15th of each month.

Mark this date in your calendar if you want to know exactly when charges will occur.

"Why was my first charge different from $45?"

Your first charge is prorated based on when your trial ended.

Example calculation:

Trial ended: January 19
Days until month-end: 13 days (Jan 19-31)
Total days in January: 31
Prorated charge: $45 × (13/31) = $18.87

Next cycle: Full $45

This is fair: You only pay for the days you actually have service in your first partial cycle.

"When do I pay for the days I worked this week?"

There's a timing alignment between working and being charged:

Timeline (Anniversary = 15th):

January 15 - February 15: Your billing cycle
├─ During cycle: You work 12 days (tracked in real-time)
└─ View anytime in Current Period dashboard

February 15 (your anniversary):
├─ System calculates your Jan 15 - Feb 15 cycle
├─ 12 days worked - 8 included = 4 overage days
├─ Overage charge: 4 × $5 = $20
└─ Appears on your Feb 15 invoice

Timing: Charged on your anniversary date (end of your cycle)

Why this works:

1. Your cycle runs anniversary to anniversary (complete cycle)

2. On your anniversary, we calculate your complete cycle usage

3. Overage is added to that renewal invoice

4. You see projected costs throughout the cycle in your dashboard

Benefit to you: You can see your projected costs in real-time before being charged (in the Current Period tab)

"What if I work more days than expected?"

There's a safety cap: Maximum 20 billable days per cycle

What this means:

Work 8 days or less: Just $45 base fee
Work 9-20 days: $45 + overage ($5/day for days 9-20)
Work 21+ days: Still capped at 20 days maximum

Maximum possible charge: $45 + (12 days × $5) = $105/cycle

Even if you work 25 days in a cycle, you're only charged for 20.

Why this matters: You have cost predictability. Your maximum possible cost is $105 per user per cycle—no surprise bills.

"What if I barely work this cycle?"

You still pay the base fee, but no overage.

Example:

You work 3 days in your Feb 15 - Mar 15 cycle:
├─ Base fee: $45 (you keep your account active)
├─ Included days: 8 (you have 5 unused)
├─ Overage: $0 (you didn't exceed 8 days)
└─ Total: $45

Unused included days don't roll over to next cycle—each cycle starts fresh with 8 included days.

When this makes sense:

• Holiday periods when clinics are quieter

• Annual leave periods

• Maternity/paternity leave

• Reducing hours temporarily

"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:

• Your current cycle dates (anniversary to anniversary)

• Real-time days worked (updated daily)

• Days remaining in your included allowance

• Projected overage for the current cycle

• Estimated charges for your next anniversary date

Check as often as you want—it's always up to date.

Pro tip: Check this weekly to stay on top of your usage and avoid surprises.

"What if I disagree with my invoice?"

Steps to verify your charges:

1. Check your invoice details

   • Download from Settings → Subscription → Billing History

   • Review each line item

   • Note which cycle each overage charge covers

2. Compare with your usage tracking

   • Go to Settings → Subscription → History tab

   • See day-by-day breakdown of when you worked

   • Verify the cycle dates match the invoice

3. Verify the math

   • Count your billable days for the specific cycle from History tab

   • Subtract 8 included days

   • Multiply overage days by $5

   • Should match invoice overage amount for that cycle

4. Contact support if something's wrong

   • Email: support@audzone.com.au

   • Include invoice number and specific concern

   • Best contact method

   • 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.

"How are mid-cycle changes handled?"

If you add a user mid-cycle:

New user joins: February 20
Your anniversary: 15th of each month

February 20: New user charged prorated amount
  • $45 × (8/28) = $12.86 (for Feb 20-28)

March 15: New user charged full amount
  • $45 (for Mar 15 - Apr 15 cycle)

If you remove a user mid-cycle:

User deactivated: February 20
Your anniversary: 15th of each month

February 20: User stops working
March 15:
├─ Feb 15 - Feb 20 overage calculated (only those days counted)
└─ Credit applied for unused time

The system is fair: You only pay for time users are actually active and billable.

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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-cycle, here's what happens:

Step 1: Final usage calculation (happens immediately)

Cancellation date: February 20 (Anniversary: 15th)
Your current cycle: Jan 15 - Feb 14 (completed)
Your partial cycle: Feb 15 - Feb 20 (in progress)

We calculate:
├─ Jan 15 - Feb 15 cycle overage: Already calculated on Feb 15 (4 days × $5 = $20)
└─ Feb 15 - Feb 20 usage: 2 days worked (0 overage since under 8 days = $0)

Total unbilled usage: $20 (if not yet charged on Feb 15)

Step 2: Final invoice created (happens immediately)

FINAL INVOICE
Created: February 20, 2025

Line items:
├─ Jan 15 - Feb 15 cycle overage: $20
├─ Feb 15 - Feb 20 partial cycle: $0 (under 8 days)
└─ Total: $20

Status: Charged immediately

Step 3: Access changes

• Non-admin users: Immediately deactivated

• Admin users: 30-day read-only access (to export data)

Step 4: 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 NOT Charged For

You will NOT be charged for:

• ❌ Future unused service (no early termination fee)

• ❌ The rest of the current cycle

• ❌ Any days after cancellation

Example:

Your anniversary: 15th of each month
You paid on Feb 15: $45 for Feb 15 - Mar 15 cycle
You cancel on Feb 20: Only 5 days into paid cycle

You get a credit: $45 × (23/28) = $37.18 credited back
You're charged for: Feb 15 - Feb 20 overage only (if any)

You only pay for what you used—nothing more.

End-of-Cycle Cancellation

If you schedule cancellation for end of cycle:

Timeline (Anniversary: 15th):

February 10: You click "Cancel Subscription"
└─ Choose: "Cancel at end of current period"

February 10 - March 15: Service continues normally
├─ You can still work
├─ Usage is still tracked
└─ You have full access

March 15: Last day of current cycle
├─ Final cycle overage calculated (Feb 15 - Mar 15)
├─ Final invoice created
└─ Access changes to admin-only read access

March 15+: Subscription officially ends
└─ No renewal charge for next cycle

Benefit: You get to use the service you've already paid for until the end of the cycle.

Exporting Your Data

Before cancellation:

1. Go to Settings → Data Export

2. Choose what to export (sessions, patients, templates, etc.)

3. Download everything you need

You have 90 days to export after cancellation. After that, data is permanently deleted per our data retention policy.

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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:

Add a recurring reminder 2 days before your anniversary

Example: If anniversary is 15th of month:
└─ Set reminder for 13th of each month
   └─ Check Current Period tab
   └─ Review projected charges
   └─ Verify everything looks correct

2. Check Your Dashboard Weekly

Every Monday morning:

1. Log into AudZone

2. Go to Settings → Subscription → Current Period

3. Review usage for the week

4. Check projected overage

Takes 30 seconds, prevents surprises.

3. Understand Your Patterns

After 2-3 cycles, you'll see patterns:

Example:

Cycle 1 (Jan 15 - Feb 15): Worked 12 days → $65 total
Cycle 2 (Feb 15 - Mar 15): Worked 11 days → $60 total
Cycle 3 (Mar 15 - Apr 15): Worked 13 days → $70 total

Average: ~$65/cycle per user

Use this to budget: If you know you typically work 12 days/cycle, you can budget $65/cycle per user.

4. Use the Test Session Feature Wisely

For quiet days with 1-2 appointments:

• Complete the session normally

• Export the notes you need

• Delete the session within 7 days as "Test Session"

• If it's your only session that day, the entire day is removed from billing

Limits:

• 2 sessions per day maximum

• 10 sessions per cycle maximum

• Must delete within 7 days

When to use:

• Emergency appointment on a day off

• Single walk-in on otherwise quiet day

• Testing/training scenarios

When NOT to use:

• Regular clinical work (it's not meant to avoid normal charges)

• Days where you see multiple patients

5. Monitor for Changes

Set email alerts:

• Go to Settings → Notifications

• Enable "Billing notifications"

• You'll get emails about:

  • Upcoming charges (2 days before anniversary)

  • Successful payments

  • Failed payments

  • Invoice availability

6. Review Every Invoice

When you receive an invoice:

1. Check the base fee matches your user count

2. Verify overage days against your History tab for that specific cycle

3. Confirm the math: (overage days × $5)

4. Check cycle dates match your anniversary

5. Look for any unexpected line items

If anything looks wrong, contact us immediately. We can review and correct within the same billing cycle.

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Benefits of This Billing System (Why It Works for You)

Predictability and Control

✅ You always know your maximum cost

• Never more than $105/cycle per user

• Cap protects you from runaway charges

✅ You can see charges before they happen

• Current Period dashboard shows projections

• No surprises on anniversary date

✅ Your anniversary is consistent

• Same date every month

• Easy to budget and plan

Fairness and Flexibility

✅ You only pay for what you use

• Quiet cycles = lower costs

• Busy cycles = capped at $105

• Part-time work = proportional costs

✅ Complete billing cycles

• No confusing partial calendar months

• Anniversary to anniversary billing

• Fair and consistent

✅ Proration is automatic

• Join mid-cycle? Only pay for days you have service

• Remove user mid-cycle? Get credit for unused time

• System handles all the math

✅ No penalties for taking leave

• Annual leave? Just pay base fee, no overage

• Sick days? Not counted as billable days

• Maternity leave? Deactivate and reactivate when ready

Transparency and Verification

✅ Complete audit trail

• Every billable day is logged

• You can verify every charge

• Download detailed usage reports

✅ Detailed invoices

• See exactly what you're paying for

• Each user broken out separately

• Clear calculation of overage by cycle

✅ Real-time tracking

• Know your usage as it happens

• Adjust behavior if needed

• Stay within budget

Protection from Errors

✅ System-level accuracy

• Automated calculations (no human error)

• Double-checked against usage logs

• Audited billing process

✅ Easy to dispute

• Complete records for verification

• Support team reviews within 48 hours

• Corrections applied immediately

✅ Fair cancellation policy

• No early termination fees

• Only pay for what you used

• Full data export available

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Getting Help With Your Bill

When to Contact Support

Contact us if:

• You don't understand a charge on your invoice

• You believe there's a calculation error

• You need a detailed breakdown of a specific cycle

• Your payment failed and you need to update payment method

• You want to change your billing plan (monthly ↔ annual)

• You need a copy of past invoices for accounting

• You want to understand your anniversary date

How to Contact Support

Email: support@audzone.com.auSubject line: Include "Billing" and your invoice number Include:

• Your company name

• Invoice number (if applicable)

• Specific question or concern

• Best contact method

Response time: Within 24 hours (usually much faster)

Self-Service Options

Before contacting support, try:

1. Check your Current Period dashboard

   • Settings → Subscription → Current Period

   • See real-time usage and projections

2. Review your billing history

   • Settings → Subscription → Billing History

   • Download any invoice

   • See all past charges

3. Check your usage history

   • Settings → Subscription → History

   • Day-by-day breakdown of billable days

   • Verify which days counted

4. Update payment method

   • Settings → Subscription → Payment Method

   • Update card without contacting support

Common Questions Support Can Help With

"Can I change my anniversary date?"

• Generally no, as it's tied to when you subscribed

• But we can discuss alternatives if you have special circumstances

"Can I get a refund for unused included days?"

• Included days don't roll over, so no refunds for unused days

• But you can track and optimize your usage going forward

"Can I pause my subscription instead of cancelling?"

• You can deactivate users (they won't incur charges)

• You'll still pay the base fee for active users

• Discuss your situation with support for best option

"Can I switch from monthly to annual billing?"

• Yes! Anytime

• You'll get 10% discount immediately

• Support can help with the transition

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Summary: Key Points to Remember

When You're Charged

• Base fee: On your subscription anniversary each month (in advance for upcoming cycle)

• Overage: Calculated on your anniversary date for your completed cycle (anniversary to anniversary)

• First charge: Prorated based on when trial ended

How to Stay Informed

• Check Current Period tab weekly to see projected costs for current cycle

• Set calendar reminder 2 days before your anniversary

• Review every invoice against your usage history

• Enable billing notifications for important updates

What Makes This Fair

• Only pay for days worked (not days off, holidays, leave)

• Capped at $105/cycle per user maximum

• Track usage in real-time before being charged

• Complete billing cycles (anniversary to anniversary—no partial calendar months)

• Proration is automatic for mid-cycle changes

• No early termination fees if you cancel

Where to Get Help

• Current Period dashboard: Real-time usage tracking

• Billing History: All past invoices

• Usage History: Day-by-day breakdown

• Support email: support@audzone.com.au (response within 24 hours)

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Final Thoughts

We designed AudZone's billing to be transparent, fair, and predictable. You should never be surprised by a charge, and you should always be able to verify that you're paying exactly what you expected.

Our commitment to you:

• You only pay for what you use

• You can always verify your charges

• We'll explain any charge you question

• Errors are corrected immediately

• You have complete control

Your responsibility:

• Check your Current Period dashboard regularly

• Understand your billing anniversary date

• Review invoices when they arrive

• Contact us immediately if something looks wrong

• Keep your payment method up to date

If you ever have a question about billing, don't hesitate to reach out. We're here to help you understand and feel confident about every charge.

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Have more questions? Email support@audzone.com.au or check our other knowledge base articles:

• "Flex-Days Pricing Explained"

• "Getting Started with AudZone"

• "Managing Your Team Subscription"

• "Annual vs Monthly Billing Comparison"

• "Understanding Your Billing Cycle vs Calendar Month"